Multi-Factor Authentication for Guests

Setting up MFA as a Guest

To protect University data, Loughborough University requires guest users to verify their identity using Multi-Factor Authentication (MFA) when accessing Microsoft 365 resources shared with them.

A guest user is anyone without a @lboro.ac.uk email address.

If you have been sent a link to a file, folder, SharePoint site, Teams resource, or OneDrive content, you may be prompted to set up MFA before accessing it.

Note: MFA is not required to join a Microsoft Teams meeting as a guest.

Recommended method

Loughborough University recommends using the Microsoft Authenticator app, which supports secure sign-in through notifications and verification codes.

If you already use another authenticator app, you can select "I want to use a different authenticator app" during setup and follow the on-screen instructions.

The instructions below explain how to access the shared resource and complete MFA registration.

Access the Microsoft 365 link shared with you by someone from Loughborough University.

Step 1: Open the invitation

Once you have received an invitation to access the data (file or folder), open the Microsoft 365 invitation link contained within the email.

Tip: If you are using an organisation-managed device or browser, it may be easier to copy the link into an InPrivate/Incognito browser window.

When prompted, sign in using the email address that the invitation was sent to.

Step 2: Sign in or create an account

If you already have a Microsoft account

Sign in using your existing Microsoft 365 credentials.

If you do not have a Microsoft account

You may be asked to create an external Microsoft account.

  1. Create a password.
  2. Enter your display name.
  3. Select Next.
  4. Complete the account creation process.

Once completed, continue with the next step.

 

Step 3: Verify your identity

If prompted, click Send Code.

A 6-digit verification code will be sent to your email address.

  • Retrieve the code from your inbox.
  • Enter the code when prompted.
  • Select Next.

If you do not receive the code within a few minutes, check your Junk or Spam folder.

 

enter the code that was sent to your email

Step 4: Review permissions

You may be asked to review the permissions required to access the shared content.

Select Accept to continue.

You may also be prompted to choose how you would like to open the content, for example:

  • Word
  • Teams
  • Web Browser

Select your preferred option.

Next

To secure your account, Microsoft will require you to set up Multi-Factor Authentication (MFA).

Select Next.

Go to the next tab Set up MFA to complete MFA registration.

To access Loughborough University data shared with you through a Microsoft 365 link, you will need to set up Multi-Factor Authentication (MFA).

Step 5: Start MFA registration

After signing in, you may see either:

  • Keep your account secure, or
  • Additional security verification

Both screens are used to set up Multi-Factor Authentication (MFA).

Select Next to continue.

If you are presented with setup options, choose Microsoft Authenticator or Mobile App.

set up your account with the email

Step 6: Install and open Microsoft Authenticator

If you do not already have it installed, download the Microsoft Authenticator app from your device's app store - please see links below to access Google Play for Android and App Store for iOS devices.

Open the app and:

  1. Select Add Account (+)
  2. Choose Work or School Account
  3. Select Scan QR Code
Download on the App Store Get it on Google Play

Step 7: Scan the QR Code

Using the Microsoft Authenticator app, scan the QR code displayed on your computer screen.

Once scanned, select Next on your computer.

qr_scanner_button

 

Step 8: Complete verification

Microsoft will now test the connection to your Authenticator app.

You may be asked to:

  • Approve a notification on your phone, or
  • Enter a number shown on your computer into the Microsoft Authenticator app

Follow the instructions displayed on the screen.

screen prompt to test setup

Step 9: Finish setup

Once verification is successful:

  • Click Next or Done
  • MFA setup is now complete
You will now be able to access the shared file, folder, or Microsoft 365 resource.

Message screen confirming that MFA Authentication has been added

The troubleshooting guides below may help resolve common issues.

If the guides below do not resolve your issue, please contact your institution's IT support team. Loughborough University IT Services may be unable to support accounts managed by external organisations.

 

  • Check your Junk/Spam folder.
  • Ensure you entered the same email address that the invitation was sent to.
  • Ensure the Microsoft Authenticator app is installed and you have selected Work or School Account.
  • Try enlarging the QR code on your screen.
  • If available, select the option to enter the setup code manually.

Microsoft periodically updates the registration experience. Even if the screens look slightly different, the process remains the same: verify your email address, register Microsoft Authenticator, scan the QR code, and complete the verification challenge.

If you no longer have access to the device previously used for Microsoft Authenticator, please contact IT.Services@lboro.ac.uk from the email address used to access the files.
 
We will need to remove your account from our Microsoft 365 tenancy before you can register Microsoft Authenticator on a new device and complete the setup process again. Once this has been done, you can repeat the sign-in and MFA registration steps from the beginning.