User Accounts in M365

Purpose

This page provides essential guidance on managing user accounts in Microsoft 365 (M365) for the College of the Environment. It includes troubleshooting steps for common issues such as password resets, managing devices, and resolving sign-in problems. Note: The creation, modification, and termination of user accounts are managed by EIS and the Helpdesk, but users can manage many aspects of their accounts, such as password changes and device management, directly through their Office account.

Overview

What is Microsoft 365 (M365)?
Microsoft 365 is a suite of productivity tools, including Outlook, OneDrive, Teams, and SharePoint. This page offers guidelines on managing existing accounts and resolving common issues for faculty and staff.

Account Management Responsibilities

Creation, Modification, and Termination of Accounts

• Managed by EIS and the Helpdesk.

• For requests related to creating, modifying, or terminating user accounts, contact the Helpdesk at (360) 650-3333.

User Self-Management

• Users can manage many aspects of their own accounts, such as changing their password and managing devices, by logging into their Office account at:
  https://account.microsoft.com

Common Tasks

Password Resets

Instructions for Changing or Setting Your Password:

Administrative Service Password Change

1. To change your Administrative Services password, go to the following page:
   https://uisap.admsec.wwu.edu/cgi-bin/webpass

2. After changing your Administrative Services password, you can proceed to update your M365 universal password.

Universal Password Change

1. Open the Password Reset Page at:
   https://passwordreset.microsoftonline.com
   Use an incognito or private browsing window (right-click the link and choose "Open in Incognito/InPrivate/Private window").

2. Follow these password requirements:

   • Must be between 8 and 30 characters (12 characters or more recommended).

   • Must contain 3 of these 4 character sets: lowercase, uppercase, numbers, special characters.

   • Cannot reuse previous passwords.

   • Must be changed every 183 days.

3. For first-time users or to set a new password, follow the guide at:
   https://wwuhelp.atlassian.net/servicedesk/customer/portal/1/topic/71e7194c-85f0-4717-8160-1c2fdc972ba0/article/291176449

Password Reset for Admins

1. Go to the M365 Admin Center at:
   https://admin.microsoft.com

2. Navigate to Users > Active Users.

3. Select the user, then choose Reset Password and provide them with the temporary password.

Managing Devices via Office Account

Users can manage their own devices by following these steps:

1. Log in to your Office account at:
   https://account.microsoft.com

2. Under the Devices section, review the list of registered devices.

3. Select any devices no longer in use and click Remove to unregister them from your account.

For additional help, contact the Help Desk at (360) 650-3333.

Look Up Your W# (Western ID Number)

If you need to retrieve your W# (Western ID number), follow these steps:

1. Visit the W# Lookup Page at:
   https://idrecovery.wwu.edu/IdRecovery

2. Enter your personal information as requested.

3. Follow the on-screen instructions to recover your W#.

For further help, contact the Help Desk at (360) 650-3333.

Troubleshooting

Sign-In Issues

Issue: User sees a "Sign-in is blocked" error before entering the password.

Solution:

1. Force Sign-Out of All Devices:

   • In the Admin Center, go to Users > Active Users.

   • Find the user, open their profile, and click Initiate sign-out under the Account tab.

2. Clear Browser Cache and Saved Credentials:

   • Instruct the user to clear their browser cache and saved credentials.

Removing Old Devices

Issue: Multiple devices registered for the user are causing sign-in issues.

Solution:

1. Users can manage their devices under their Office account at:
   https://account.microsoft.com

2. Admins can go to the M365 Admin Center and remove devices from the user’s profile in the Devices section.

MFA (Multi-Factor Authentication) Setup

Multi-Factor Authentication (MFA) adds an additional layer of security by requiring not only a password but also a second method of verification (such as a code sent to your phone or an authentication app). Setting up and managing MFA is crucial for securing your Microsoft 365 account.

For detailed instructions on setting up and managing MFA, refer to the official guide here:
https://wwuhelp.atlassian.net/servicedesk/customer/portal/1/topic/71e7194c-85f0-4717-8160-1c2fdc972ba0/article/497745921

Setting Up MFA for Your Account

1. Log into your Office account at:
   https://account.microsoft.com

2. Follow the prompts to configure your MFA settings.

   • You can use a mobile phone number, a secondary email address, or an authentication app (e.g., Microsoft Authenticator) as your second factor.

3. Once configured, you'll be asked for both your password and the second factor when signing in.

Using the Microsoft Authenticator App

1. Download the Microsoft Authenticator app from your device’s app store (available for both Android and iOS).

2. In your Office account settings, select the Authenticator app as your second factor.

3. Scan the provided QR code within the app to link it to your account.

4. Going forward, when you log in, you’ll receive a prompt in the app to approve your sign-in.

Best Practices

• Regular Device Audits: Audit accounts regularly to remove unused devices.

• Self-Service Password Resets: Encourage users to enable self-service password resets via their Office account.

• MFA Enrollment: Ensure all users are enrolled in MFA for enhanced security.

• Password Management: Remind users to change passwords regularly according to M365 policies.