GETTING STARTED WITH MULTI-FACTOR AUTHENTICATION

CONTENT

Introduction 2 How to update the operating system on your phone 3 Installing the Multi-factor Authentication App 4 Switching to Microsoft Outlook App 6

1 GETTING STARTED WITH MULTI-FACTOR AUTHENTICATION

INTRODUCTION

Every day Sweco employees manage large amounts of data, such as e-mails and documents. To prevent any data leakage and maintain a secure IT environment, it is essential that this data has a high level of security.

Sweco has increasingly become an attractive target for carrying out scams and cyber-related crimes. The number of successfully hacked or hijacked e-mail accounts has increased in recent years.

To prevent your e-mail account from being exposed, an additional layer of authentication security, Multi-factor Authentication, will be added to devices that are not Sweco PC’s.

What is Multi-Factor Authentication? Multi-Factor authentication is a method of confirming users claimed identity. The user is only granted access after successfully identifying themselves in two different ways. The identification can for instance be done by providing a numeric code sent to the user’s mobile phone as a text message.

A Multi-Factor Authentication will be required when accessing e-mail and other Microsoft Office365 services on a mobile device or any type of non-Sweco devices.

How will the Multi-Factor Authentication impact my daily work? Sweco IT is responsible for activating the service for all employees. With the new security measures, employees need to change their ways of working.

Here is how the change will be noticeable: E-mail: a new secure Outlook app for reading and sending e-mails will be used Calendar: the calendar will be integrated in the Outlook app Contacts: contacts are securely stored in Sweco’s e-mail system and global contacts will be available in the Outlook app

On the following pages you find instructions on how to get started with Multi-Factor Authentication on your devices.

2 GETTING STARTED WITH MULTI-FACTOR AUTHENTICATION

HOW TO UPDATE THE OPERATING SYSTEM ON YOUR PHONE

Keeping your phone or tablet updated is important as it keeps your device secure. With new versions of the operating system, you also get access to new functions and features.

Ensure that your device is connected to Wi-Fi before starting the upgrade. For bigger upgrades you’ll also be asked to plug in the charging cable. For most devices you can continue using the device as long as the upgrade is downloading, but not when it’s installing. The amount of time the upgrade will take is usually shown on your device.

Please ensure to follow these steps on all devices you might have.

Upgrading your Apple Device 1. Unlock your phone/tablet and go to Settings 2. Select General 3. Select Software Update 4. Wait for the device to finish its search for updates. If no results are shown, you’re either running the latest available version, or your device can’t be updated anymore. 5. To start the upgrade, select the option at the bottom of the screen. Before you can proceed you need to accept the Terms and Conditions, enter your phone passcode and possibly also your Apple ID password.

Please go to apple.com for more information about iOs and device compatibility.

Upgrading your Android device Please note that as the Android operating system can be modified by each producer of mobile phones and tablets, the instruction below is generic and should fit most devices. Please consult the user manual for your phone/tablet for further assistance. 1. Unlock your phone/tablet and go to Settings 2. Select Software Update 3. Select Download updates manually 4. Wait for the device to finish its search for updates. If no results are shown, you’re either running the latest available version, or your device can’t be updated anymore. 5. Follow the onscreen instructions to initiate the upgrade.

3 GETTING STARTED WITH MULTI-FACTOR AUTHENTICATION

INSTALLING THE MULTI-FACTOR AUTHENTICATION APP

Estimated time for setting up Multi-factor authentication is 10 minutes.

Multi-factor authentication keeps your account secure on devices not directly connected to the Sweco Network, such as on your mobile phone, tablet or personal/home PC.

When Multi-factor Authentication is activated, you need to identify using an additional credential, complementing your email address and password. Several options are available, and the recommended options are Notify via app or Text code to my authentication phone.

1. Download and install the following app from App store (iPhones) or Google Play Store (Android) if you wish to authenticate via App

Microsoft Authenticator

2. On your PC, go to https://aka.ms/mfasetup

4 GETTING STARTED WITH MULTI-FACTOR AUTHENTICATION

3. Start with verifying your mobile phone number and edit if needed. If you don’t have a company mobile phone, you can add a private number under Alternate authentication phone. Please note that this number will only be used for authentication and will not be visible in any other Sweco system.

4. Make your selection for your preferred way to authenticate. • If you wish to receive a text message with a code, please select Text code to my authentication phone. • If you would like to be notified via the Authenticator app, select Notify me through app. Tick the box next to Authenticator app and click Configure. Open your Authenticator app and allow access to the camera. Point the camera to the QR code shown on your screen and follow any additional instructions.

5. Click Save. For the changes to take effect, you need to perform a first authentication according to the method you selected. Please follow the instructions shown on your screen.

From this point on, you need to authenticate using your preferred way of authentication to access Sweco services from all devices except your Sweco PC. Simply follow the on-screen instructions and authenticate when needed.

5 GETTING STARTED WITH MULTI-FACTOR AUTHENTICATION

SWITCHING TO MICROSOFT OUTLOOK APP

Estimated time for setting up the Microsoft Outlook app is 10 minutes.

By using the Microsoft Outlook App, you can ensure that your emails, calendar and contacts are kept safe on your mobile device, as all data is accessed on-demand from the cloud.

In the Outlook app, you will find your email, contacts and calendar, all within the same app. This guide also includes turning on a sync of contacts to your phone for easy access to phone numbers for calls and text messages.

1. Start by deleting the existing account settings for your Sweco account. On your iPhone, go to Settings Passwords & Accounts. Tap your Sweco account, scroll to the bottom and click Delete. On your Android phone, go to Settings Cloud and Accounts Accounts. Tap your Sweco account and select Remove account.

Do not choose to keep Calendar items or Contacts on your phone – this will result in duplicate items.

If you have several Apple devices using the same Apple ID, you need to remove the Sweco account settings on all devices before proceeding.

Please note that this procedure applies for any app syncing with the Sweco email environment, native as well as other downloaded app. Your Sweco data can only be used together with Outlook.

2. Download and install the following app from App store (iPhones) or Google Play Store (Android)

Microsoft Outlook

3. Open the Outlook app, tap Get started

4. Enter your full Sweco email address, followed by your password, and finally authenticate with your preferred method of Multi-factor Authentication.

5. Click Yes or Allow to give Outlook the needed permissions to run.

6. Tap the three-bar menu in the top-left corner, then tap the small cogwheel at the bottom of the menu. Tap your Office365-account and switch on Sync contacts. Please note that the sync takes a couple of minutes, so please be patient and do not toggle this switch off and on.

After this step you’ve completed the setup of Outlook on your mobile phone, and you have a synced copy of all your contacts in your Contacts app.

6