Traveling Internationally? Don’t Lose Access to Your IVCC Resources!

 

Before heading abroad, follow these steps to ensure you maintain access to essential IVCC resources, including Outlook email, Brightspace, OneDrive, Self-Service, and more. These tips are for students, faculty, and staff across all IVCC.

 

Many of these resources are protected by Multi-Factor Authentication (MFA), so it’s a good idea to set up multiple MFA methods. This way, if one method isn’t available, you’ll have a backup to help you log in.

 

SMS Text: While convenient, SMS may not work if you’re using a different phone, SIM card, or are out of cell service range during travel.

Microsoft Authenticator Mobile App: This app can generate an MFA code even when you’re offline, without cell or Wi-Fi coverage.

Set Up Backup MFA Methods: Having multiple MFA options will make sure you can access your IVCC resources whenever you need them while abroad.

 

Lastly, ensure your password remains active. Changing it shortly before travel helps ensure it meets current policies and works seamlessly across your devices and applications.

 

 

 

 

The Microsoft Authenticator app:

• works on both tablets and phones.
• can give you an MFA code even without WiFi or cell service. 
• can be installed on multiple devices (e.g. both phone and tablet).

Installing and setting up the app BEFORE you travel ensures you will be able to get an MFA code when you need it, as long as you have access to a device where it's set up. 

 

Task 1: Install and set up the Microsoft Authenticator app for MFA

 

Step 1: Installing the Microsoft Authenticator App

 

Step 2: Set up the Authenticator app for MFA

 

Step 3: Repeat this task for each mobile device that you want to set up with the Microsoft Authenticator app

 

Task 2: Confirm your backup MFA methods and confirm you have access to them

 

Step 1: Confirm your Backup Multi-Factor Authentication (MFA) Methods

 

Step 2: Test your Microsoft MFA sign-in methods

 

1. Open an incognito/private browser window and sign into portal.office.com 

 

2. You will see your Default sign-in method along with a message "Having trouble? Sign in another way". 
   • To test a different method, click the link to Sign in another way, then choose the method you want to test.

 

3. Follow the prompts to sign into portal.office.com

 

4. Repeat these steps in a new incognito/private browser window until you have tested all your backup methods and confirmed they work.

 

5. If any method doesn't work, delete it.  Add more backup methods if needed.

 

Outcome

You have backup methods of Microsoft MFA available if you need them.

 

Task 3: Change your password the week before you leave.

 

Attention Faculty & Staff with University-Issued Laptops: Please change your password only while on campus or connected to VPN. Changing it off-campus without a VPN connection may result in your laptop being locked out, requiring a visit to campus to sync.

 

Step 1: Browse to myaccount.microsoft.com and sign in with your current username and password.

 

Step 2 - Click CHANGE PASSWORD.

 

Step 3 - Go through the screens to set a new password.

Step 4: Lock your computer and log in with your new IVCC Password

 

a. If you are On Campus (any) on a wired connection or connected to the IVCC Wireless Network:

1. Lock your computer (Ctrl+Alt+Del > Lock). Do not restart your computer yet

 

2. Unlock computer using your NEW IVCC Password

 

3. Reboot your computer and log in with your NEW IVCC Password

 

b. If you are Off Campus:

1. Log in to your computer with your OLD IVCC password.

 

2. Connect to the  (GlobalProtect VPN) with your NEW IVCC password. See GlobalProtect VPN: General Information and Resources for more information.

 

3. Lock your computer (Ctrl+Alt+Del > Lock). Do not restart your computer yet.

 

4. Unlock computer using your NEW IVCC Password.

 

5. Reboot your computer and log in with your new IVCC Password.

 

 

Outcome

You have changed your IVCC password. IVCC Password Policy requires a change once per 90 days though certain circumstances may force you to change your password earlier.

 

 Task 4: Test your new password with MFA

 

Step 1: Practice signing into the resources you expect to use while traveling, to be sure you are able to use your new password and the Microsoft Authenticator app as an option for each resource on every device you plan to use while traveling.

 

Outcome

You are able to use your new password and the Microsoft Authenticator app as an MFA option to access any of your IVCC resources on any of your devices.

 

 

 

When traveling, you may switch SIM cards or use a different phone. Microsoft MFA supports international phone numbers, so you can add your travel phone as a convenient MFA sign-in method for your trip. The Microsoft Authenticator app remains available as a backup in case your registered phone number(s) aren’t accessible or lack coverage.

 

Important: The phone you want to add must be with you and have service.  These steps only work if you can use this phone during the process.

 

Step 1 - In a web browser, go to: myaccount.microsoft.com and sign in if prompted.

 

• If prompted by Microsoft to Pick an account, be sure the account you choose has your username@IVCC.edu Enter your current password on the next screen.

 

• If a generic Microsoft Sign in screen asks for your "Email or phone", enter your username@IVCC.edu then enter your current password on the next screen.

 

• If required, verify your identity with one of your multi-factor authentication (MFA) sign-in methods.

 

Step 2 - Click on UPDATE INFO in the Security info tile or click Security info in the left navigation bar. Sign in or MFA again if prompted.

 

Step 3 - You will see a list of your existing MFA sign-in methods. Click Add sign-in method.

 

Step 4 - Choose Phone, Office phone (voice only), or Alternate phone and click Add.

If there are no phone options under Add sign-in method, then you will have to Change one of your existing phone entries instead.  Choose which listed phone you want to replace and click Change next to that number.

Step 5 - Fill in the Phone options:

• Choose the country of the phone number you are adding from the drop-down list

 

• Type the new phone number in the box

 

• Choose Text me a code to get an SMS Text message with a numerical code OR

 

• Choose Call me to get a phone call and press # to confirm

 

• When ready, click Next to proceed

 

 

Step 6 - Using the phone you are adding:

 

• If you selected Text me a code, open the text and type in the code where requested

 

• If you selected Call me, answer the call and press # when requested

 

Outcome

You have added a new or different phone to your list of MFA methods.