Instruction: Authenticator app for iOS and Android

So-called authenticator apps are a common and convenient way to use multi-factor authentication (MFA). These generate time-limited security codes that you have to enter when logging in. There are a number of modern authenticator apps that you can use for this purpose.

In the following, we demonstrate the setup of the Microsoft Authenticator app as a current and user-friendly example. However, the general steps for activating MFA and connecting to an authenticator app are very similar for many services and apps.

Students, teachers and employees start with the chapter "Basic setup: one-time keywords"!

For employees and teaching staff at least passwordless login (advanced setup) is provided when using the Authenticator app.

Passkeys are recommended as a professional solution for people with a certain level of technical expertise.

Basic setup: one-time passwords (security level: good)

Prerequisites:

• A smartphone or tablet with an iOS or Android operating system

• Microsoft Authenticator app

• An additional device: e.g. laptop, computer

• An FH Microsoft account

Instructions: One-time passwords (Firefox browser)

1. Sign in to your Microsoft account

   On your computer or laptop, open the security information section in your Microsoft account at https://mysignins.microsoft.com/security-info.

   In the Security information area, click on the option "Add login method".

   

2. Add the Authenticator app as a login method

   In a new window, you will be asked which method you would like to add.

   Select the "Microsoft Authenticator" option from the list.

   

3. Install MS Authenticator app

   Do you already have the MS Authenticator app on your smartphone or tablet? Then you can skip this step by clicking "Next".

   Otherwise, open the App Store (for iOS) or Google Play Store (for Android) on your smartphone or tablet. Search for "Microsoft Authenticator" and download the app.

   Then click "Next" on your desktop screen.

   

4. First steps in the Authenticator app

   To complete the setup of the MS Authenticator app on your smartphone/tablet, you must allow push notifications and add your FH account.

   The following steps will guide you through this process. Open the MS Authenticator app on your smartphone or tablet.

   

5. Set data protection conditions

   When you first start the app, you will be guided through some basic settings:

   • Privacy policy: Confirm the privacy policy with "Accept". If you do not agree, you will not be able to use the app.

   • Usage data: Simply leave this setting deactivated (already preset) and select "Next" to continue.

   • "Protect your digital life": Click on "Skip".

6. Add Microsoft account

   To add your Microsoft account in the app, click on the "plus symbol +" (top right in the menu) and select "Business or school account" as the account type.

   

7. Allow device camera

   Then click on the option "QR code scan".

   Allow access to your device camera with "OK" or "Allow". The camera in your device is now activated.

   Return to your Internet browser and click on "Next" in the "Set up account" step.

   

8. QR code scanning

   Scan the QR code now displayed with your Authenticator app on your computer screen.

   Your camera app should automatically recognise and read the code.

   

9. Allow notifications

   After you have scanned the QR code, a request to authorise messages will appear on your smartphone or tablet. Please confirm this with "OK" or "Allow".

   Your FH-Microsoft account is now successfully stored in the app.

   Note: If you are already using the Authenticator app, check your app settings if necessary.

   

10. Account successfully linked to Authenticator app

    Switch back to the view of the computer screen and click "Next".

    

11. Test push notifications

    You will now see any two-digit number on your computer screen.

    At the same time, you will receive a message on your smartphone or tablet. Enter the number you see on your computer in the app on your smartphone or tablet and confirm with "Yes".

    

12. Installation completed!

    The message "Notification approved" will appear on your computer screen. Click on "Next".

    You have successfully completed the basic setup. The feature will be activated for you automatically within the next 15 minutes.

    For lecturers and employees: Please continue with the next chapter "Advanced setup: passwordless login".

    

13. Additional step: Device registration

    Once you have successfully completed the setup, you may see a message in the Authenticator app asking you to register your device.

    Why is this important? Device registration ensures that your account can only be accessed from your trusted device. Device registration is a prerequisite for passwordless login (advanced setup)!

    During device registration, your device type (Windows, macOS, iOS, Android) and the name of your device (e.g. "My iPhone") are recorded.

    

We recommend that you install the app on several devices so that you can continue to access your FH account even if a device is lost or defective. This increases your flexibility.

Advanced setup: passwordless login (security level: very good)

Once you have completed the basic setup with one-time passwords (see above), your settings can be expanded to include the setup of passwordless login in just a few steps!

The procedure offers an even more secure alternative to one-time passwords thanks to device-specific registration and biometric authentication, e.g. using a fingerprint.

Prerequisites:

• Passcode or fingerprint function activated: You have probably already activated this function for other applications on your smartphone or tablet. To be sure, you can check your device settings.

Instructions: passwordless login (Firefox browser)

1. Open MS Authenticator app and select account

   Start the MS Authenticator app on your device.

   Click on the FH account for which you want to activate passwordless login.

   

2. Activate registration by telephone

   Click on the "Login by phone activated" field under the "Other login options" section.

   You will now be shown the requirements (device registration and passcode or Touch ID). Tap "Next".

   

3. Optional: Agree to device registration

   If you have not already been asked to do so as part of the basic setup, agree to the device registration by clicking on "Register".

   Device registration ensures that your account can only be accessed from your trusted device. During this process, your device type (Windows, macOS, iOS, Android) and the name of your device (e.g. "My iPhone") are recorded.

   

4. Optional: Set passcode or Touch ID

   If you have not yet activated the "Passcode or Touch ID" function for other apps on your device, you will be offered this option now.

   Simply follow the instructions on the screen.

5. Passwordless login activated

   Done! You have successfully completed the advanced setup. The feature will be activated for you automatically within the next 24 hours.

   You can check at any time whether your passwordless login is activated. To do this, click on your UAS account in the MS Authenticator app and view the information under "Options for logging in or confirming" .

   

6. Login with the Microsoft Authenticator

   After you have called up an online service of the FH Dortmund (e.g. Intranet, HISinOne, ZEUS), select "Login options".

   

7. Select method for logging in

   Select the option "Confirm a request in my Microsoft Authenticator app" by clicking on it.

   

8. Approve registration

   You will now be asked to confirm your login via the Authenticator app.

   Open the app on your smartphone/tablet and enter the two-digit code displayed.

   From now on, you will only be asked to enter the two-digit number from your Authenticator app when logging in. You no longer need to enter a password.

   

The professional solution: Set up Microsoft Passkeys (security level: very good+)

You have completed the first level of security with one-time passwords (and added a passwordless login if necessary). Now you can protect your account even better with a cryptographic key (passkey), a type of digital certificate. This key is bound to your device and enables strong, asymmetric encryption.

You can log in conveniently and securely with biometric data such as your fingerprint.

Prerequisite:

• Browser: Chrome, Microsoft Edge, Safari

• Bluetooth must be activated on your smartphone or tablet

• Operating systems Android 14 or iOS 17 and higher

• Set MS Authenticator app as password manager

Instructions: Set up Microsoft Passkeys (Chrome browser)

1. Sign in to your Microsoft account

   On your computer, open the security information section in your Microsoft account at https://mysignins.microsoft.com/security-info.

   Important! Use Chrome, Microsoft Edge or Safari as your browser! Firefox does not yet support this functionality.

2. Add login method

   In the Security information area, click on the option "Add login method".

   

3. Passkeys in Microsoft Authenticator

   Select "Passkey in Microsoft Authenticator" from the list.

   

4. Registration required

   You may be asked to authenticate yourself again. Click on "Next" and select your factor from the list for further authentication.

   

5. Continue to the next setting

   As you have already installed the Authenticator app for the basic setup, you can skip this step by clicking "Next".

   The passkey function is currently only available from Android 14 or iOS 17 and higher.

   

6. Open the Microsoft Authenticator app

   Now open the Authenticator app on your smartphone or tablet.

   Tap on your FH account (vorname.nachname@fh-dortmund.de).

   

7. Create passkey

   Under "Other login options", select the "Create passkey" option and follow the installation dialogue.

   

8. Master key successfully generated

   Please return to the browser window and click on "Next".

   You will receive the success message "Master key created". The registration is then successfully completed with "Done".

   

Instructions: Logging in with a Microsoft passkey in the Chrome browser (desktop PC)

1. Calling up an online service

   Call up an online service (e.g. intranet, ZEUS, DIAS).

   As soon as the login screen appears, select your FH account.

   

2. Select passkey as login option

   To use passkeys for logging in, click on "Use smartphone, tablet or security key".

   

3. QR code scanning

   Scan the QR code with your smartphone or tablet on which you have set up your passkey.

   The message "Passkey QR code: log in with a passkey" appears on your smartphone/tablet. Tap this.

   

4. Log in with a passkey

   A message will appear on your smartphone/tablet that you are logged in with your FH account at "login.microsoft.com".

   Click on "Continue" and confirm the action with Touch ID.

   Finished.

Frequently asked questions

What happens if my smartphone is lost or defective?

If you lose your smartphone with the Authenticator app or it is defective, this can block access to your online accounts.

In this case, please contact the IT department by phone (+49 (0231) 9112-8888) or ticket (support@fh-dortmund.de). For security reasons, your identity must be verified before your account can be restored.

To protect yourself from such situations, you should definitely take additional security measures. Either install the Authenticator app on several devices, use Windows Hello PIN (only for Windows operating systems) or an encrypted USB security key.

• Instruction: USB security key (Yubikey)
• Instruction: Windows Hello PIN

I have a new smartphone. Despite smooth data transfer, the Authenticator app is not working.

You must delete your account in the app and register your new device in your Microsoft account.

Option A: If you still have an alternative authentication method set up or access to your old mobile phone.

1. Open the Microsoft Authentictor app on your new device. Select your FH account.

2. Click on "Settings" (gear icon - top right) > "Remove account".

3. Now call up the "Security settings" from Microsoft: https://mysignins.microsoft.com/security-info

4. Remove the entry for your old device.

5. Add the Authenticator app again via "Add sign-in method". The process is the same as for the initial setup.

Option B: If you have not stored any other authentication method.

In this case, please contact the IT department by telephone (+49 (0231) 9112-8888) or ticket (support@fh-dortmund.de).

I have accidentally deleted the Microsoft Authenticator app on my smartphone. What do I need to do now?

Option A: If you have set up an alternative authentication method.

1. Download the Microsoft Authenticator app again and install it on your smartphone.

2. Call up the "Security settings" from Microsoft: https://mysignins.microsoft.com/security-info

3. Delete the old entry for the Microsoft Authenticator app.

4. Add the Authenticator app again via "Add sign-in method". The process is the same as for the initial setup.

Option B: If you have not stored any other authentication method.

In this case, please contact the IT department by telephone (+49 (0231) 9112-8888) or ticket (support@fh-dortmund.de).

Can I use the Microsoft Authenticator app on multiple devices?

It is not only possible, but even recommended, to use the MS Authenticator app on multiple devices.

If a device is lost or broken, you can simply log in with another device and still have access to your accounts.

I have forgotten my smartphone at home. How do I log in now?

Without an additional security factor: Please contact IT support via telephone support (+49 (0231) 9112-8888) or ticket (support@fh-dortmund.de).

If you have set up a USB security key or Windows Hello PIN in addition to the Authenticator app, you can easily switch to another method.

1. Log in as usual until you need the second confirmation.

2. Select "More login options".

3. Click the option "Face recognition, fingerprint, PIN or security key".

4. Select the "PIN" for Windows Hello PIN, the "Security key" for the Yubikey or similar.

What alternatives are there to the Microsoft Authenticator app?

For Windows users, Windows Hello PIN offers a practical and secure way to set up a multi-level login.

Anleitung: Windows Hello-Pin einrichten

For employees and lecturers, the university IT department offers an alternative encrypted USB security key. This does not require a smartphone and/or tablet.

Students can acquire such a token independently.

Anleitung: USB-Sicherheitsschlüssel (Yubikey)