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Installing Microsoft Authenticator

Mayo Clinic currently provides its staff the option to use a new, cloud-based version of Microsoft Office called Office 365.

To access Office 365 outside the Mayo firewall, you need to use Microsoft Authenticator for multi-factor authentication (MFA), which provides an extra layer of security.

This page shows you how to download and use Microsoft Authenticator. It will give you access to Office 365 outside the firewall and will enable you to install the new Mayo Clinic Employee App, which gives you on-the-go access to the Mayo Clinic News Center from your iOS or Android mobile device.

To access Office 365 and to install the Mayo Clinic Employee App you will need:

  1. A computer with internet access, and
  2. An Android or iOS smartphone or tablet device.  

For best results, temporarily disable Wi-Fi on your mobile device, and use your mobile carrier's data network instead. Some issues have been traced back to using Wi-Fi.

Below you will find step-by-step instructions for installing Microsoft Authenticator.

Please read through the instructions before beginning installation to familiarize yourself with the overall process, and then go through step-by-step.

From Your Mobile Device, go to your app store, search for "Microsoft Authenticator" and click "Get" to install it.

When Microsoft Authenticator is installed, the icon will appear on your mobile device as you see below (Android left, iOS right):

From a computer with an Internet connection

Register for Microsoft Authenticator by going to this website. (Opens in a new tab)

For your account, use your lastname.firstname@mayo.edu email address and then click “Next”.

When you get the prompt “More information required”, click “Next”.

You will then be presented with the “Additional Security Verification” prompt:

Here are the options you should select:

  • How should we contact you: Select “Mobile app” (only option)
  • How do you want to use the mobile app?: Select “Receive Notifications for Verification” (recommended)
  • Click “Set up”
  • After clicking Set up, you should see this "Configure Mobile App" screen on your computer:
You need to wait to hit "Next" so you can scan the QR code with your mobile device.

Pause - Do NOT click "Next" - Proceed to Step 2 below

Step 2: Go to your Android or Apple iOS device and open the Microsoft Authenticator app:

  • On Android, Click the Menu button (three vertical dots in the upper right) and then “Add account”.
  • On iOS, click on the “Plus” symbol in the upper right.

Choose “Work or school account”

Position your Android or Apple iOS device to Scan the Quick Response Code (Scan QR Code) on your computer screen.

Once the code is accepted, check your computer for activation status:

Once scanning is complete and you see this message -- Mobile app has been configured for notification and verification codes -- click the “Next” button:

On your computer, you will see the “Additional Security Verification” prompt:

Now look on your Android or Apple iOS device for the authentication response and select “Approve”.

This option is a push to the user and all that is required is user approval - "Deny" or "Approve". Note that if you had chosen the "Use verification code" option above (instead of "Receive notifications for verification") you would be asked to enter a six-digit code.

Configuration is now complete. Click “Done”.
After successful registration, you may now re-enable your Wi-Fi.

You may also see this as the final screen shot. You may now close the setup window.

With Microsoft Authenticator installed on your smart device and your computer having been authenticated, you will be able to use basic Mayo Clinic information technology services, including Outlook email and calendar, other Microsoft Office applications, OneDrive (cloud storage), and SharePoint through the Microsoft website and using your Mayo LAN ID and password to sign on.

You also will be able to install the new Mayo Clinic Employee App, which provides on-the-go access to the employee News Center and the staff directory, on your Android or iOS mobile device.