A common and convenient way to use multi-factor authentication (MFA) is with authenticator apps. These generate time-limited security codes that you must enter when logging in. There are a variety of modern authenticator apps that you can use for this purpose.
Below, we demonstrate how to set up 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 staff start with the chapter "Basic settings: One-time passwords"!
For employees and teachers, at least passwordless login (advanced setup) is required when using the Authenticator app.
Basic setup: One-time passwords (security level: good)
Requirements:
A smartphone or tablet with iOS or Android operating system
Microsoft Authenticator app
Another device: e.g. laptop, computer
An FH Microsoft account
Instructions: One-time passwords (Firefox browser)
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Sign in to your Microsoft account
On your computer or laptop, open the Security Information section of your Microsoft account at https://mysignins.microsoft.com/security-info.
In the Security Information section, click on the "Add Login Method" option.
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Add authenticator app as login method
A new window will appear asking you which method you would like to add.
Select the "Microsoft Authenticator" option from the list.
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Install the MS Authenticator app
Do you already have the MS Authenticator app on your smartphone or tablet? Then you can skip this step by clicking "Continue".
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.
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Getting started with 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. To do this, open the MS Authenticator app on your smartphone or tablet.
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Set privacy policy
When you first launch the app, you will be guided through some basic settings:
Privacy policy: Confirm the privacy policy by selecting "Accept". If you do not agree to it, you will not be able to use the app.
Usage data: Simply leave this setting disabled (default setting) and select "Continue" to proceed.
"Protect your digital life": Click "Skip".
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Add a Microsoft account
To add your Microsoft account to the app, click on the "plus symbol +" (top right of the menu) and select "Work or school account" as the account type.
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Allow device camera
Then click on the option "Scan QR code".
Allow access to your device camera by selecting "OK" or "Allow". The camera on your device will now be activated.
Return to your Internet browser and click "Next" in the "Set up account" step.
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Scan QR Code
Scan the QR code now displayed on your computer screen with your authenticator app.
Your camera app should automatically recognise and read the code.
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Allow notifications
After scanning the QR code, a prompt to allow notifications will appear on your smartphone or tablet. Please confirm this by selecting "OK" or "Allow".
Your FH Microsoft account is now successfully stored in the app.
Note: If you are already using the Authenticator app, please check your app settings if necessary.
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Account successfully linked to Authenticator app
Return to the Computer Screen view and click "Next".
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Test push notifications
You will now see any two-digit number on your computer screen.
At the same time, you will receive a notification on your smartphone or tablet. Enter the number you see on your computer into the app on your smartphone or tablet and confirm with "Yes".
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Setup complete!
The message "Notification approved" will appear on your computer screen. Click "Continue".
You have successfully completed the basic setup. The feature will be automatically activated for you within the next 15 minutes.
For teachers and staff: Please proceed to the next chapter, "Advanced setup: passwordless login".
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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)!
When you register your device, your device type (Windows, macOS, iOS, Android) and the name of your device (e.g. "My iPhone") will be recorded.
To ensure that you can still access your FH account in the event of loss or damage to a device, we recommend installing the app on multiple devices. This will increase your flexibility.
Advanced setup: password-free login (security level: very good)
Once you have completed the basic setup with one-time passwords (see above), you can add passwordless login to your settings in just a few steps!
The process offers an even more secure alternative to one-time passwords through device-specific registration and biometric authentication, e.g. via fingerprint.
Requirements:
Passcode or fingerprint function activated: You may already have activated this function for other applications on your smartphone or tablet. To be sure, you can check your device settings.
Open the Settings app on your device.
Tap "Screen lock and security".
Open the Settings app on your device.
Scroll to "Face ID & Passcode" (new device models) or "Touch ID & Passcode" (older device models).
Instructions: password-free login (Firefox browser)
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Open the MS Authenticator app and select your account.
Launch the MS Authenticator app on your device.
Click on the FH account for which you want to enable passwordless login.
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Activate registration by telephone
Under the section "Other ways to sign in", click the "Sign in by phone enabled" box.
The requirements will now be displayed (device registration and passcode or Touch ID). Tap "Continue".
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Optional: Agree to device registration
If not already requested during 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. This process records your device type (Windows, macOS, iOS, Android) and the name of your device (e.g. "My iPhone").
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Optional: Set passcode or Touch ID
If you have not yet enabled the "Passcode or Touch ID" feature for other apps on your device, this option will now be offered to you.
Simply follow the instructions on the screen.
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Passwordless login enabled
Done! You have successfully completed the advanced setup. The feature will be automatically activated for you within the next 24 hours.
You can check whether your passwordless login is enabled at any time. To do so, click on your FH account in the MS Authenticator app and view the information under "Ways to sign in or verify".
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Sign in with Microsoft Authenticator
After accessing an online service of the Dortmund University of Applied Sciences and Arts (e.g. intranet, HISinOne, ZEUS), select "Login options".
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Select method for registration
Select the option "Confirm a request in my Microsoft Authenticator app" by clicking on it.
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Approve registration
You will now be asked to confirm your registration via the authenticator app.
To do this, open the app on your smartphone/tablet and enter the two-digit code displayed there.
From now on, when you log in, you will only be asked to enter the two-digit number from your authenticator app. You will no longer need to enter your password.
Alternative: Microsoft Passkeys for even greater convenience
If you want to simplify the login process even further, Microsoft offers the Passkey solution, a forward-looking alternative to the classic push TAN. Instead of confirming a notification on your smartphone, passkeys use your device's biometric features (such as fingerprint or facial recognition) or a PIN directly in the browser or operating system.
Set up passkeys on your Mac and sync them automatically to your iPhone/iPad. Learn how to log in securely to Microsoft and other services without a password.
Frequently asked questions
What happens if my smartphone is lost or broken?
If you lose your smartphone with the authenticator app or it breaks, this may block access to your online accounts.
In this case, please contact the IT department by phone (+49 (0231) 9112-8888) or by ticket (support@fh-dortmund.de). If you send an email, please include the subject line "MFA reset, first and last name [ID]" so that we can process your request immediately.
To protect yourself from such situations, you should definitely take additional security measures. Either install the authenticator app on multiple devices, use Windows Hello PIN (only for Windows operating systems) or an encrypted USB security key.
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 have set up an alternative authentication method or have access to your old mobile phone.
Open the Microsoft Authenticator app on your new device. Select your FH account.
Click on "Settings" (gear icon - top right) > "Remove account".
Now go to Microsoft's "Security settings": https://mysignins.microsoft.com/security-info
Remove the entry for your old device.
Re-add the Authenticator app 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 phone (+49 (0231) 9112-8888) or by ticket (support@fh-dortmund.de). If you send an email, please include the subject line "MFA reset, first and last name [ID]" so that we can process your request immediately.
I accidentally deleted the Microsoft Authenticator app from my mobile phone. What should I do now?
Option A: If you have set up an alternative authentication method.
Download the Microsoft Authenticator app again and install it on your smartphone.
Go to Microsoft's "Security settings": https://mysignins.microsoft.com/security-info
Delete the old entry for the Microsoft Authenticator app.
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 forgot my mobile phone at home. How do I log in now?
Without an additional security factor: please contact IT Support by telephone (+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.
Log in as usual until you need the second confirmation.
Select "More sign-in options".
Click the option "Face recognition, fingerprint, PIN or security key".
Select "PIN" for Windows Hello PIN, "Security key" for Yubikey or similar.
What alternatives to the Microsoft Authenticator app are there?
For Windows users, Windows Hello PIN offers a convenient and secure way to set up multi-factor authentication.
For employees and lecturers, the university IT department offers an encrypted USB security key as an alternative. No smartphone or tablet is required for this.
Students can purchase such a token independently.