What's Changing
You're getting a new sign-in process for Microsoft 365. Instead of a Notes ID file plus a Notes password, you'll use one sign-in — your work email address and a password — plus Multi-Factor Authentication (MFA) for extra security.
MFA means that even if someone guesses your password, they still can't access your account without your phone. It's like having a deadbolt and a regular lock on your door.
Sign-in walkthrough
1
Enter Email
2
Password
3
MFA Setup
4
Choose Method
5
Configure
6
Verify
7
Complete
Goodbye, Notes ID File
With Notes, your identity lived in an ID file that had to be on the computer you were using — moving to a new computer meant copying that file over and keeping it safe.
- There is no ID file — your account lives in the cloud.
- Sign in from any computer — work PC, home computer, or phone — with the same email and password.
- Nothing to copy, back up, or lose when you change computers.
- One password instead of a Notes password plus other app passwords.
Your First Sign-In
Step 1 — Get Your Credentials from the IT Service Desk
- Your email address (it doesn't change)
- A temporary password
Step 2 — Sign In for the First Time
- Go to portal.office.com.
- Enter your email address.
- Enter your temporary password.
- You'll be asked to create a new password.
Password requirements
- Must be at least 8 characters
- Use a mix of letters, numbers, and symbols
- Don't reuse a password from another account
Step 3 — Set Up MFA
- Download the Microsoft Authenticator app on your phone.
- On the computer screen, select Mobile app as your verification method.
- Select Receive notifications for verification.
- Click Set up and scan the QR code with the Authenticator app.
- A test notification will be sent to your phone — tap Approve.
- You're done!
How MFA Works Day-to-Day
- Enter your email and password as usual.
- Your phone gets a notification from Microsoft Authenticator.
- Tap Approve on your phone.
- You're in!
You won't be asked every single time — Microsoft remembers your device for a period so you don't have to approve repeatedly on the same computer.
MFA Methods
| Method | How It Works |
|---|
| Authenticator App (recommended) | Tap “Approve” on a push notification |
| Text Message | Enter a code sent to your phone via SMS |
| Phone Call | Answer a call and press # to verify |
Troubleshooting
I forgot my password
Go to passwordreset.microsoftonline.com or contact the IT Service Desk.
I got a new phone
Contact the IT Service Desk to reset your MFA registration, then set up the Authenticator app again on your new phone.
I'm not getting the MFA notification
Make sure you have internet connection on your phone, open the Authenticator app manually, or try the text message option as a backup.
I accidentally denied the MFA prompt
Just sign in again — you'll get a new prompt.
If You Get an Unexpected MFA Prompt
- Tap Deny immediately — someone may have your password.
- Change your password right away at passwordreset.microsoftonline.com.
- Notify the IT Service Desk — they can check for unauthorized access attempts.
This is the whole point of MFA — even with your password, they can't get in without your phone.
Tips for Your Organization Staff
- Set up MFA right away when prompted — don't skip it or you'll be locked out.
- Keep the Authenticator app on your phone — it's small and uses barely any battery.
- If you get a random MFA prompt you didn't expect, tap Deny.
- Enjoy not managing a Notes ID file anymore — one sign-in works everywhere.
Need Help?
- Check the Quick Start guide on this site
- Ask a colleague who has already been migrated
- Contact the Your Organization IT Service Desk
