Everything Doesn’t Come Back

When most people get a new iPhone, they take it for granted that all their data and settings, etc. can be backed up to the cloud and then reinstalled on their new phones. Sorry, but that’s not always the case, and it will be a matter of greater importance when Microsoft makes you use the Authenticator app instead of SMS in your login process. It’s time to reset your thinking and the app.

Yes, it’s true that when you back up all your iPhone’s data to iCloud, you can have a high degree of assurance that your contacts, emails, photos, apps, etc. can be transferred from your old phone to your new one. But it’s not true for Microsoft 365 and the Authenticator app you need – or will need, come February – to access all your Microsoft accounts and shared workspaces, such as SharePoint.

In fact, SharePoint and the Authenticator app will require some special attention and planning once the Authenticator app is your only way to prove it’s you and your device that need access to the account. So, let’s reset your thinking on new iPhones, SharePoint and MFA. It’s important now if you’re planning on getting a new phone, and it will be critical in February.

Your best option is to call us to set up the Authenticator app on your new phone before you give up your old phone. It’s not always possible – if your phone dies or you lose it – but it makes life much, much easier. The process involves a lot of back-end work that’s all related to security. It’s work that Apple or your carrier won’t do when you activate your phone, and if you skip the step, you won’t be able to login to your Authenticator app without going through a complicated process.

When you have both phones, we can help you safely remove any sign-in methods linked to your old phone and re-register the app on your new phone. Because we do this a lot, we can make sure that no steps are missed as we go through all the on-screen prompts to link the app with your account.

Without having the old phone, you need to go through a number of administrative steps, which we can do if we are serving as your IT administrator. These include alternative verification steps that should have been set up. If they were set up with us, we should have the information available.

Whether you are getting a new phone or not, remember that starting in February, you won’t have SMS available as a backup for authentication. Therefore, it’s critical to make sure you have the most recent version of the Authenticator app on any device you will be using for SharePoint and other collaborative tools. If the app doesn’t work because it’s not properly registered, there is no way a SharePoint host, for example, will be able to allow you access.

We can help you and everyone on your team is able to transition seamlessly to a new Authenticator app with a new device. Call us – 973-433-6676 – or email us to make sure we can be available to help you re-register while you have your old and new devices. We can also answer any questions you may have to make sure your authentication systems work without interruption after SMS verification goes away.

The 2FA Police

Microsoft is enforcing requirements for 2FA (two-factor authentication) for many of its apps. The good news is that it protects your data better. The bad news is that you must use authenticator codes and messages. It’s time to ensure everyone in your office (or family for home users) is up to speed on using authenticators and other 2FA measures.

Microsoft’s Authenticator App gets downloaded onto your iPhone or Android phone and helps to verify it’s you when you log in to an online account using two-step or two-factor verification. It uses a second step, such as a code sent to your phone, to make it harder for others to break into your account. Two-step verification helps you use your accounts more securely because passwords can be forgotten, stolen, or compromised.

One common way to use the Authenticator app is through 2FA, where one of the factors is your password. After you sign in using your username and password, you can either approve a notification or enter a provided verification code. Options include:

  • Signing in by phone with a version of two-factor verification that lets you sign in without requiring a password. It uses your username and your mobile device with your fingerprint, face, or PIN.
  • Using a code generator for any other accounts that support authenticator apps.
  • Using it with any account that uses 2FA and supports the time-based one-time password (TOTP) standards.

Any organization can require using the Authenticator app to sign in and access its data and documents. Even if your username appears in the app, the account isn’t set up as a verification method until you complete the registration. The entire process can be done more efficiently with a mobile phone that can scan a QR code on a computer screen.

Remember that most authenticator apps still require a password in commercial use, and every user must know their password or risk being locked out. The consequences can be time-consuming and costly – if not fatal. Everyone should write their passwords on a piece of paper and store them in a safe place.

We had a case with a client who used a customized database that was never upgraded for 20 years. A former IT company did the last work on it. Nobody had the password to get into the account housing the database. They suggested calling the programmer, but the programmer had died. Nobody admitted to changing the password at any time. We spent a few hours trying to access the database to no avail. Finally, we called the former IT company, and they had a password for one file.

That was the password that worked, and we were able to perform the necessary work. But we can’t stop thinking about all the time – and money – that was wasted because nobody had a password.

In today’s world of hacking and cybercrime, it will become more and more challenging to try multiple passwords without severe consequences. It’s up to you to ensure that you and key employees have all your necessary passwords and 2FA to protect your data – and to insist that your employees have 2FA set up for their corporate login info.

We can help you ensure you have all the correct authentication and management systems. Call us – 973-433-6676 – or email us to discuss your needs and develop an action plan.