View or generate Emergency Login Codes

OVERVIEW

You can manage your 8-digit emergency login codes on the SFU Management App . Follow the instructions outlined below to view or generate emergency login codes. Note : Emergency logins codes should only be used when you do not have access to your usual MFA codes generated from your MFA device. For example, when you forgot, lost, or broke your mobile device or hardware token. For more information on the differences between MFA codes and emergency login codes, please visit our


View or generate Emergency Login Codes

FAQ

page.


View or generate Emergency Login Codes

DETAILS

Step 1 . Log in to the SFU MFA Management App , using your SFU credentials. Access the SFU MFA Management App Step 2 . Go to the " Emergency Login Codes


View or generate Emergency Login Codes

" tab. Under this tab, you can:

View current emergency login codes Generate new emergency login codes Print the latest emergency login codes


View or generate Emergency Login Codes

Note:

If you have generated a new set of emergency login codes, please discard any previous emergency login codes to avoid confusion. How do I securely store my emergency login codes? Keep your emergency login codes safe by following these important tips: Store your emergency login codes in a safe, accessible place nearby you, such as your wallet. Do not store your emergency login codes on CAS-protected services such as your SFU Mail account, as you won't be able to access them if you don't have your phone or hardware token. Never share your emergency login codes with anyone. You can generate new emergency login codes at any time by going to the SFU MFA Management App . Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


View or remove trusted browsers

Information Security Identity and Access Management Multi-Factor Authentication (MFA) Manage MFA Settings


View or remove trusted browsers

OVERVIEW

Trusted browsers are the browsers you authenticated to "remember me for 7 days" at the MFA login. You can manage your trusted browsers on the SFU Management App . Follow the instructions outlined below to view or delete trusted browsers.


View or remove trusted browsers

DETAILS

Step 1 . Log in to the SFU MFA Management App , using your SFU credentials. Access the SFU MFA Management App Step 2 . Go to the " Trusted Browsers " tab. Under this tab, you can view a list of browsers you have authenticated to remember you for seven days and the date you authenticated such browser. If you would like to remove any of these trusted browsers, you can click on the " Trash Can " icon beside the browsers on the list. This feature can be used when: You accidentally checked off the "Remember me" checkbox on a public computer, or You would like a certain browser on your device to forget you and prompt you for MFA again. Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


MFA FAQ

Information Security Identity and Access Management Multi-Factor Authentication (MFA)


MFA FAQ

OVERVIEW

This article contains frequently asked questions about Multi-Factor Authentication.


MFA FAQ

GENERAL FAQ

Who needs to set up MFA? MFA enrollment is required for all faculty, staff and students. All faculty and staff at SFU are required to enroll in MFA . If you are a new employee (including TAs and RAs), enroll in MFA as soon as possible to maintain your access to SFU online services. All new students are required to enroll in MFA by the third week of your first term. We recommend you visit the student guide and enroll early to maintain your access to SFU online services. Existing students (pre-2022) will be required to enroll in MFA at a future date. We recommend you visit the student guide and enroll early to maintain your access to SFU online services. All sponsored accounts are required to enroll in MFA within three weeks after account activation . Accounts enrolled in Delegated Account Management (DAM) will be MFA-locked upon enrollment in DAM. We recommend enrolling early to maintain your access to SFU online services. Sponsored account users should visit the sponsored account MFA page for details. I have a sponsored account. What do I need to do to enroll in MFA? We are aware that sponsored accounts are currently used to meet a variety of business needs. To help you determine next steps for your sponsored account, please refer to sponsored account MFA page for detailed instructions on enrolling in MFA. I don’t have, or I am unable to use a mobile device for MFA. What can I use instead? If you do not have a mobile device or do not wish to use one for MFA, using a hardware token would be an alternative. A hardware token is a small device that displays the 6-digit code for logging into MFA. Please visit the Set up MFA page for more information.


MFA FAQ

Note:

Hardware tokens should not be used for backup purposes. There are dedicated emergency login codes that serves as a backup if your mobile device is left at home, lost, or runs out of battery. Which SFU applications are protected by MFA? Currently, MFA at SFU is implemented for web applications that use SFU's Central Authentication Service (CAS) for authentication. You will be prompted for your MFA code when you sign into most web applications and/or services at SFU, including:


MFA FAQ

CAS-PROTECTED WEB APPLICATIONS

goSFU, Canvas FINS, myINFO SFU Mail (via a browser) Zoom Microsoft 365 (via web portal) SharePoint AEM (author.sfu.ca) SFU Maillist (maillist.sfu.ca) Research Ethics Application system (Kuali)


MFA FAQ

SFU VPN

Remote Desktop


MFA FAQ

Note:

Future services at SFU will require you to be enrolled in MFA. More details will be announced with the new services.


MFA FAQ

HOW WILL MFA CHANGE THE WAY I SIGN INTO SFU SYSTEMS?

With MFA, you will start by signing into SFU applications with your SFU Computing ID and password as you currently do. Next, you will be asked to type in the 6-digit MFA code (changes every 30 seconds) that you see on your MFA device (e.g., mobile device/hardware token). There is also the option of “remembering” your MFA sign-in for 7 days.


MFA FAQ

Note:

Remember to keep your MFA device nearby to sign in using the 6-digit MFA codes. You should only use your 8-digit emergency login codes as the last resort. Can I enroll both a hardware token and mobile device? No. Currently, our system does not support multiple MFA devices. Will my MFA experience differ when I am travelling? Your MFA experience should not differ in any way when you are travelling. You will continue to be prompted every day, or every 7 days, depending on whether you have set MFA to remember you. Using MFA FAQ What are the differences between MFA codes and Emergency Login Codes? There are 2 types of codes you would encounter when using MFA: MFA code


MFA FAQ

A

6-digit code that refreshes every 30 seconds on your mobile device or hardware token. MFA codes are used for daily logins . Emergency Login Codes A set of 8-digit codes that are generated during your MFA setup and can be located in the SFU MFA Management App . Emergency logins codes are only used when you do not have access to your usual MFA codes (e.g., forgot/lost/broke your mobile device or hardware token). How do I start using my MFA login? How do I retireve my MFA login codes? To log in with MFA, you’ll enter your username and password as you currently do, and then type in the 6-digit MFA code (changes every 30 seconds) that you see on your MFA device (e.g., mobile device/hardware token). There is also the option of “remembering” your MFA sign-in for 7 days.


MFA FAQ

Note:

Remember to keep your MFA device nearby to sign in using the 6-digit MFA codes. You should only use your 8-digit emergency login codes as the last resort. How often will I be prompted for MFA? By default, you will be prompted for your MFA code every time you log into a CAS-protected SFU web application. If you do not want to be prompted for MFA every time you log in, you may select the “ Remember me on this browser for 7 days ” checkbox just below the MFA code field. Upon successful sign-in, you will not be prompted for a MFA code for seven days on those browsers and devices/computers where you authenticated to “remember” your MFA sign-in. This functionality allows each authenticated device/browser combination to maintain and "remember" your MFA authorization for 7 days. Please note that you will be prompted for MFA if you perform any of the following actions: Log in using a different browser and device than the ones you previously authenticated to “remember” your MFA sign-in, Clear your browsing history and/or cookies, Enable the browser to "clear cookies and site data when you close all windows", Log in under “incognito mode” or “private mode” on your browser, or Log in using the same device and browser after seven days since your last MFA sign-in.


MFA FAQ

Note:

To view and/or remove the browsers you’ve allowed to “remember” your MFA login, please visit the SFU MFA Management App . What does the “Remember me on this browser for 7 days” checkbox do? If you do not want to be prompted for MFA every time you log in to a web application, you may check this checkbox to have your browser remembered for 7 days. To view and/or remove the trusted browsers you authenticated to "remember me for 7 days", please visit SFU MFA Management App . Please note that you will be prompted for MFA if you perform any of the following actions: Log in using a different browser and device than the ones you previously authenticated to “remember” your MFA sign-in, Clear your browsing history and/or cookies, Enable the browser to "clear cookies and site data when you close all windows", Log in under “incognito mode” or “private mode” on your browser, or Log in using the same device and browser after seven days since your last MFA sign-in. Why was "7 days" chosen as the time period for the browser to remember me? " 7 days " was chosen as the time period to remember a browser authentication because it's an option that balances between security and convenience. The most secure option would be to authenticate every login, which is the default settings if the "Remember me on this browser for 7 days" checkbox is not selected. The more convenient option would be to authenticate every 30 days, where some institutions have chosen this option. However, this option would bring convenience at the cost of security. This time period is also frequent enough so that it could be easily incorporated into a regular routine (e.g., Tuesday is my MFA day). Why does my 6-digit MFA code


MFA FAQ

Note:

30 days, where some institutions have chosen this option. However, this option would bring convenience at the cost of security. This time period is also frequent enough so that it could be easily incorporated into a regular routine (e.g., Tuesday is my MFA day). Why does my 6-digit MFA code change every 30 seconds? TOTP (Time-Based One-time Passcode) protocol for multi-factor authentication requires a time-based (30 second) code that the user must enter. It changes every 30 seconds to maximize security. How do I securely store my emergency login codes? Keep your emergency login codes safe by following these important tips: Store your emergency login codes in a safe, accessible place nearby you, such as your wallet. Do not store your emergency login codes on CAS-protected services such as your SFU Mail account, as you won't be able to access them if you don't have your phone or hardware token. Never share your emergency login codes with anyone. You can generate new emergency login codes at any time by going to the SFU MFA Management App . What if my mobile device/hardware token is left at home, is lost, or runs out of battery? In the case where you don't have your phone or hardware token with you, you can use one of your emergency login codes for access to your SFU account.


MFA FAQ

Where to locate your emergency login codes:

When you first set up multi-factor authentication, you will be given a list of one-time emergency login codes . Ensure to print/write them down and store them in a safe, accessible place , such as your wallet. If you have already gone through the MFA setup process and missed the opportunity to print/write down the list of emergency login codes for safekeeping, be sure to sign into the SFU MFA Management App to retrieve or generate new emergency login codes before you come across a scenario of not having your mobile device/hardware token with you.


MFA FAQ

MOBILE DEVICE FAQ

Do I need to have cellular service or data coverage to use the MFA Applications? No. Aside from the initial app download, TOTP MFA applications do not require any internet connection, cell service, or data coverage to display the MFA codes.


MFA FAQ

Note:

TOTP (Time-based One-time Password) protocol for multi-factor authentication requires a time-based (30 second) code that the user must enter. It changes every 30 seconds to maximize security. Will my personal information be collected through MFA and/or the MFA app? No. SFU’s MFA service is built and hosted at SFU and does not collect personal information. In addition, the recommended mobile app, LastPass Authenticator, does not collect personal information. How it works : When you scan the QR code with your mobile app as part of the initial MFA setup, the app is obtaining a secret key from SFU’s MFA servers from which your MFA login codes will be generated. From that point onward, there is no MFA-related communication made from your mobile app. Your mobile app only relies on your mobile device’s time and the secret key for the MFA login code generation every 30 seconds. This is also why the app does not require cellular service nor an internet connection to function.


MFA FAQ

Note:

SFU recommends LastPass Authenticator because of the benefits it provides to users, but we are not affiliated with LastPass Authenticator or any third-party MFA applications. You are free to choose any of the MFA mobile apps that support the TOTP protocol. Why is LastPass Authenticator recommended?


MFA FAQ

We recommend LastPass Authenticator because:

It's free to use, It does not collect personal information (only requests file permissions for storing your MFA locally, and camera permissions for scanning QR code), It does not require an internet connection to function (aside from the initial app download), and It's reputable and well-known MFA mobile app.


MFA FAQ

Note:

SFU recommends LastPass Authenticator because of the user benefits described above, but we are not affiliated with LastPass Authenticator or any third-party MFA applications. You are free to choose any of the MFA mobile apps that support the TOTP protocol. I already have an app that does MFA, can I use that? Applications that support the TOTP protocol will work for MFA at SFU. If you already have a MFA application that you are using for other services, you may continue to use that application for MFA at SFU as well.


MFA FAQ

Note:

SFU recommends LastPass Authenticator because of the benefits it provides to users, but we are not affiliated with LastPass Authenticator or any third-party MFA applications. You are free to choose any of the MFA mobile apps that support the TOTP protocol. * TOTP (Time-based One-time Password) protocol for multi-factor authentication requires a time-based (30 second) code that the user must enter. It changes every 30 seconds to maximize security. Can use a tablet or other mobile device that is not a smartphone for MFA? Any "smart device", such as iPad or Android tablet, can be used to run an MFA application.


MFA FAQ

Note:

MFA applications do not require any cell service or data coverage to work, but you will need internet access when you first download the application onto your device. I've recently acquired a new mobile device. What do I need to do? To change the mobile device you use for MFA, please follow the instructions outlined on the Change MFA device page.


MFA FAQ

HARDWARE TOKEN FAQ

how do I obtain a hardware token?


MFA FAQ

Please select one of the two options below:

For students, alumni, retirees and sponsored accounts who are unable to or cannot use a mobile device for MFA, hardware tokens are available for purchase at the SFU Bookstore either in-store or online . For staff and faculty accounts , please visit Request a Hardware Token . Can hardware tokens be mailed outside of Canada? Yes, hardware tokens are sent via Canada Post Lettermail™. Can I have someone else to pickup the hardware token on my behalf? If you are purchasing a hardware token from the SFU Bookstore , yes. Hardware tokens are tied to a specific user upon purchase. If you are a staff or faculty requesting a hardware token, please contact IT Service Desk if token pickups are available when submitting a request. Can I get a new hardware token if I lose mine? To replace a lost hardware token, see the two options below: For students, alumni, retirees and sponsored accounts , a new hardware tokens will need to be purchase at the SFU Bookstore either in-store or online . For staff and faculty accounts , please visit Request a Hardware Token .


MFA FAQ

Note:

If you have lost your hardware token, use your MFA emergency codes to log into your account while obtaining a replacement hardware token or switch to mobile . Can I use my personal hardware token (OTP token device) instead of requesting one? No, since the hardware tokens are pre-programmed to your SFU account before giving it to you, using your own or personal hardware tokens will not be compatible with our systems. How long will the battery last on my token? The battery life of hardware tokens are expected to last at least around 4 to 5 years.


MFA FAQ

TROUBLESHOOTING FAQ

Why is my browser not remembering my MFA login for 7 days? By checking off the "Remember me on this browser for 7 days" checkbox at the login page, you can set your browser on a specific device to remember your MFA login for 7 days. The following are some common reasons as to why a browser may fail to remember your MFA login for 7 days: Clear your browsing history and/or cookies, Enable the browser to "clear cookies and site data when you close all windows", Log in under “incognito mode” or “private mode” on your browser, Log in using a different browser and device than the ones you previously authenticated to “remember” your MFA sign-in, or Log in using the same device and browser after seven days since your last MFA sign-in. To view and/or remove the trusted browsers you authenticated to "remember me for 7 days", please visit SFU MFA Management App . If your browser still doesn't remember your MFA login for 7 days, your browser may have outdated MFA cookies. Follow these steps to remove existing MFA cookies: Visit the SFU MFA Management App and select "Trusted Browsers" tab, Remove all your trusted browsers by clicking on the Trash Bin, Clear your browsing history and/or cookies. Related Articles (1) Multi-Factor Authentication - Students This article is designed to provide students with a high-level summary of the MFA enrollment. Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


What is MFA

Information Security Identity and Access Management Multi-Factor Authentication (MFA)


What is MFA

OVERVIEW

An extra layer of protection for your account Is that really you logging in? In a remote work environment, attackers are using increasingly sophisticated ways of obtaining your password. SFU’s Multi-Factor Authentication (MFA) is an extra layer of protection that can be added to your SFU account to drastically increase its security. By using MFA, your digital identity, data, and access to systems are still protected even if your password is compromised. Did you know? On average, there are 4,000,000+ logins per month to SFU web applications protected by CAS. Each month, SFU detects and remediates 200+ unauthorized logins from stolen, phished, or guessed credentials. It only takes one compromised account to put digital identities, sensitive data, and infrastructure at high risk.


What is MFA

HOW DOES MFA WORK?

"Multi-factor" refers to using two or more independent items to verify your identity, typically: something you know (i.e., your SFU computing ID and password), and something you have (i.e., a time-based passcode from your mobile device/hardware token). This creates a layered defense, preventing further unauthorized access from your SFU account if your password is compromised. What SFU applications are protected by MFA? Currently, MFA at SFU is implemented for web applications that use SFU's Central Authentication Service (CAS) for authentication. You will be prompted for your MFA code when you sign into most web applications and/or services at SFU, including:


What is MFA

CAS-PROTECTED WEB APPLICATIONS

goSFU, Canvas FINS, myINFO SFU Mail (via a browser) Zoom Microsoft 365 (via web portal) SharePoint AEM (author.sfu.ca) SFU Maillist (maillist.sfu.ca) Research Ethics Application system (Kuali)


What is MFA

SFU VPN

Remote Desktop Learn more about CAS What is using MFA like? Currently, only your password is used to verify that it’s you logging in with your SFU Computing ID. With MFA, you’ll enter your password as you currently do, and then will be asked for a time-based MFA code that only you have access to on your mobile device/hardware token. There is also the option of “remembering” your MFA sign-in for seven days. Even if an attacker obtains your password, they won’t be able to complete the login process without the time-based code. This is how MFA acts as an additional layer of defense to protect against unauthorized access to your data. Please note, your mobile device/hardware token will need to be close by when you sign into a CAS-protected application. What if my mobile device/hardware token is left at home, is lost, or runs out of battery? In the case where you don't have your phone or hardware token with you, you can use one of your emergency login codes for access to your SFU account.


What is MFA

Where to locate your emergency login codes:

When you first set up multi-factor authentication, you will be given a list of one-time emergency login codes . Ensure to print/write them down and store them in a safe, accessible place , such as your wallet. If you have already gone through the MFA setup process and missed the opportunity to print/write down the list of emergency login codes for safekeeping, be sure to sign into the SFU MFA Management App to retrieve or generate new emergency login codes before you come across a scenario of not having your mobile device/hardware token with you. Ready to set up MFA? The initial setup includes three parts which will take approximately 5 minutes. Set Up MFA Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


Set Up MFA Overview

Information Security Identity and Access Management Multi-Factor Authentication (MFA) Set Up MFA


Set Up MFA Overview

OVERVIEW

Please select the device you are planning to use for MFA and proceed to the setup instructions:


Set Up MFA Overview

MOBILE DEVICE

Recommended for most MFA users as it offers the best experience. ⭐ It's more convenient Estimated 5-minute setup experience to complete the enrollment. Can be set up at any time with the self-service instructions . No additional devices to carry with you ; most individuals already keep their mobile devices close by. LastPass Authenticator mobile app benefits


Set Up MFA Overview

:

Lightweight app (i.e., approximately equivalent to the size of a photo) No personal info collected/tracked No internet/data connection needed to function Free of charge to use Well-known and reputable vendor Other mobile app options available ; many free apps are available on the app store that supports SFU's MFA. ⭐ MFA code can only be accessed by authorized individual of the mobile device If lost or stolen, your mobile device may have biometric or other protections (e.g., your phone's passcode lock) that further protect your MFA codes from unauthorized access. Set up MFA using Mobile Device


Set Up MFA Overview

HARDWARE TOKEN

Available as an alternative for those who cannot or do not wish to use a mobile device for any reason. It's less convenient Need to obtain a physical token by purchasing or submitting a request to begin the enrollment process. An additional device to carry with you ; can be easily misplaced due to the small size. Non-serviceable , non-rechargeable battery with limited life span. No display backlighting ; may be more difficult for some individuals to see codes. More prone to "invalid code" errors ; hardware tokens run on their own built-in timing devices to generate codes that may fall out of synchronization with SFU's MFA servers. If this occurs, you will need to contact the IT Service Desk for a reset. MFA code is displayed on the token and no authorization is needed to access the codes If lost or stolen, a hardware token has no further protections in place to prevent unauthorized access to your MFA codes. You would need to immediately report a lost/stolen hardware token to the IT Service Desk to request its deactivation. Set up MFA using hardware token


Set Up MFA Overview

EQUIPMENT NEEDED FOR THE SET UP

For the best experience, you will need the following equipment for your MFA set up: The device you are planning to use for MFA (i.e., your mobile device or hardware token), and


Set Up MFA Overview

A

laptop/desktop to assist with the enrollment. Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


Set Up MFA using mobile device


Set Up MFA using mobile device

OVERVIEW

This article outlines the 3 parts needed to set up your mobile device for MFA, and it should only take approximately 5 minutes:


Set Up MFA using mobile device

Part 1. Install a MFA Mobile App

On your mobile device, go to the App Store (iOS) or Play Store (Android) and install " LastPass Authenticator


Set Up MFA using mobile device

":

LastPass Authenticator (iOS) LastPass Authenticator (Android)


Set Up MFA using mobile device

Note:

Please download “ LastPass Authenticator ” and not “LastPass Password Manager”. SFU is not affiliated with LastPass Authenticator or any third-party MFA applications. You are free to choose any of the MFA mobile apps that support the TOTP protocol. Why is LastPass Authenticator recommended?


Set Up MFA using mobile device

We recommend LastPass Authenticator because:

It's free to use, It does not collect personal information (only requests file permissions for storing your MFA locally, and camera permissions for scanning QR code), It does not require an internet connection to function (aside from the initial app download), and It's reputable and well-known MFA mobile app.


Set Up MFA using mobile device

Note:

SFU recommends LastPass Authenticator because of the user benefits described above, but we are not affiliated with LastPass Authenticator or any third-party MFA applications. You are free to choose any of the MFA mobile apps that support the TOTP protocol. I already have an app that does MFA, can I use that? Applications that support the TOTP protocol will work for MFA at SFU. If you already have a MFA application that you are using for other services, you may continue to use that application for MFA at SFU as well.


Set Up MFA using mobile device

Note:

SFU recommends LastPass Authenticator because of the benefits it provides to users, but we are not affiliated with LastPass Authenticator or any third-party MFA applications. You are free to choose any of the MFA mobile apps that support the TOTP protocol. * TOTP (Time-based One-time Password) protocol for multi-factor authentication requires a time-based (30 second) code that the user must enter. It changes every 30 seconds to maximize security.


Set Up MFA using mobile device

Part 2. Set up mobile device with MFA

1. Have your MFA mobile app ready and nearby . On your desktop or laptop computer , go to mfa.sfu.ca to set up your mobile device. Sign in with your SFU computing ID and password. 2. Once you have successfully signed in, you will see the two options available for MFA enrollment. Select " I'll use my Mobile Device for MFA " to begin your set up process. Next, read the instructions on the screen to ensure you have the equipment needed for this set up. Select " Continue " when you are ready. 3. On the MFA setup page, you are presented with 3 steps that correspond with the following sub points (i.e., 3a , 3b , and 3c


Set Up MFA using mobile device

):

3a) Launch the MFA mobile app on your device, and select " Add new account ". 3b) Scan the QR code presented on the MFA setup page using your mobile device. Once the account is added, a "Need backup?" consent window may pop up on your mobile app asking to save your account as a backup. Select "No thanks" . Can't scan the QR code? On the MFA setup page, select the "Can't Scan QR code" button. Go to your MFA mobile app and select " No QR code? ". Fill in the fields presented on your MFA mobile app and select " Save " when you are ready. 3c) Once you have registered your mobile app, type in the 6-digit MFA code presented in the app. Next, select "Continue" to proceed to the final step of your MFA enrollment .


Set Up MFA using mobile device

PART 3. Print and store emergency login codes

As the final step of your MFA setup, please do one of the following to keep a record of your emergency login codes: Select " Print Emergency Login Codes" to print out a physical copy of your emergency login codes, or Write down your emergency login codes on a piece of paper. Once you have documented and stored your emergency login codes safely, check the box beside " I have printed and securely stored my emergency login codes " and select " Complete MFA Setup ". These 8-digit emergency login codes are one-time use codes , and should only be used as the last resort. What are the differences between MFA codes and Emergency Login Codes? There are 2 types of codes you would encounter when using MFA: MFA code


Set Up MFA using mobile device

A

6-digit code that refreshes every 30 seconds on your mobile device or hardware token. MFA codes are used for daily logins . Emergency Login Codes A set of 8-digit codes that are generated during your MFA setup and can be located in the SFU MFA Management App . Emergency logins codes are only used when you do not have access to your usual MFA codes (e.g., forgot/lost/broke your mobile device or hardware token). How do I securely store my emergency login codes? Keep your emergency login codes safe by following these important tips: Store your emergency login codes in a safe, accessible place nearby you, such as your wallet. Do not store your emergency login codes on CAS-protected services such as your SFU Mail account, as you won't be able to access them if you don't have your phone or hardware token. Never share your emergency login codes with anyone. You can generate new emergency login codes at any time by going to the SFU MFA Management App Congratulations, you've completed your MFA setup! If your MFA setup was successful, a " Congratulations, your MFA registration is complete " confirmation message will be shown on the final screen. Your MFA mobile app should now be showing a 6-digit MFA code that changes every 30 seconds. How do I start using my MFA login? Log in with MFA is easy as 1-2-3! Sign in to an SFU application with your SFU Computing ID and password, as you currently do. Type in the 6-digit MFA code being displayed on your MFA mobile app. Select "Submit" to sign in.


Set Up MFA using mobile device

Note:

Remember to keep your mobile device nearby to sign in using the 6-digit MFA codes . You should only use your 8-digit emergency login codes as the last resort. What does the “Remember me on this browser for 7 days” checkbox do? If you do not want to be prompted for MFA every time you log in to a web application, you may check this checkbox to have your browser remembered for 7 days. To view and/or remove the trusted browsers you authenticated to "remember me for 7 days", please visit SFU MFA Management App . Please note that you will be prompted for MFA if you perform any of the following actions: Log in using a different browser and device than the ones you previously authenticated to “remember” your MFA sign-in, Clear your browsing history and/or cookies, Enable the browser to "clear cookies and site data when you close all windows", Log in under “incognito mode” or “private mode” on your browser, or Log in using the same device and browser after seven days since your last MFA sign-in. Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


Set Up MFA using hardware token

Information Security Identity and Access Management Multi-Factor Authentication (MFA) Set Up MFA


Set Up MFA using hardware token

OVERVIEW

This article outlines the 3 parts needed to set up your hardware token for MFA:


Set Up MFA using hardware token

Part 1. Obtain a MFA hardware token

If you don’t have a mobile device or are unable to use one for MFA, using a hardware token would be an alternative. A hardware token is a small device that displays the 6-digit codes for logging into MFA. how do I obtain a hardware token?


Set Up MFA using hardware token

Please select one of the two options below:

For students, alumni, retirees and sponsored accounts who are unable to or cannot use a mobile device for MFA, hardware tokens are available for purchase at the SFU Bookstore either in-store or online . For staff and faculty accounts , please visit Request a Hardware Token .


Set Up MFA using hardware token

Part 2. Set up hardware token with MFA

1. Once you've obtained your hardware token, have it ready and nearby. On your desktop or laptop computer , go to mfa.sfu.ca to set up your hardware token. Sign in with your SFU computing ID and password . 2. Once you have successfully signed in, you will see the two options available for MFA enrollment. Select " I have a Hardware Token " to begin your set up process. Next, read the instructions on the screen to ensure you have the equipment needed for this set up. Select " Continue " when you are ready. 3. On the MFA setup page, enter the serial number located on the back of your hardware token and select " Continue ". 4. Push the button on the front of your hardware token to display a 6-digit MFA code. Type in the code shown on the token display. Next, select " Continue " to proceed to the final step of your MFA enrollment. Token time drift? If it's detected that the clock on your MFA token has drifted, you will see the following screen. Enter an additional code from your token to reset your token's time, and select "Continue" to proceed to the final step of your MFA enrollment.


Set Up MFA using hardware token


Set Up MFA using hardware token

A

6-digit code that refreshes every 30 seconds on your mobile device or hardware token. MFA codes are used for daily logins . Emergency Login Codes A set of 8-digit codes that are generated during your MFA setup and can be located in the SFU MFA Management App . Emergency logins codes are only used when you do not have access to your usual MFA codes (e.g., forgot/lost/broke your mobile device or hardware token). How do I securely store my emergency login codes? Keep your emergency login codes safe by following these important tips: Store your emergency login codes in a safe, accessible place nearby you, such as your wallet. Do not store your emergency login codes on CAS-protected services such as your SFU Mail account, as you won't be able to access them if you don't have your phone or hardware token. Never share your emergency login codes with anyone. You can generate new emergency login codes at any time by going to the SFU MFA Management App . Congratulations, you've completed your MFA setup! If your MFA setup was successful, a " Congratulations, your MFA registration is complete " confirmation message will be shown on the final screen. Your MFA token should now be showing a 6-digit MFA code that changes every 30 seconds. How do I start using my MFA login? Log in with MFA is easy as 1-2-3! Sign in to an SFU application with your SFU Computing ID and password, as you currently do. Type in the 6-digit MFA code being displayed on your MFA token. Select "Submit" to sign in.


Set Up MFA using hardware token

Note:

Remember to keep your hardware token nearby to sign in using the 6-digit MFA codes . You should only use your 8-digit emergency login codes as the last resort. What does the “Remember me on this browser for 7 days” checkbox do? If you do not want to be prompted for MFA every time you log in to a web application, you may check this checkbox to have your browser remembered for 7 days. To view and/or remove the trusted browsers you authenticated to "remember me for 7 days", please visit SFU MFA Management App . Please note that you will be prompted for MFA if you perform any of the following actions: Log in using a different browser and device than the ones you previously authenticated to “remember” your MFA sign-in, Clear your browsing history and/or cookies, Enable the browser to "clear cookies and site data when you close all windows", Log in under “incognito mode” or “private mode” on your browser, or Log in using the same device and browser after seven days since your last MFA sign-in. Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


Multi-Factor Authentication - Students

Information Security Identity and Access Management Multi-Factor Authentication (MFA)


Multi-Factor Authentication - Students

OVERVIEW

This article is designed to provide students with a high-level summary of the MFA enrollment. For more information, please visit the full website for MFA or see our collection of FAQs .


Multi-Factor Authentication - Students

ARE YOU A NEW STUDENT?

All new students are required to enroll in MFA by the the third week of your first enrollment term. We recommend enrolling prior to the beginning of the semester to maintain your access to SFU online services and to avoid disruption to your studies. Set up now


Multi-Factor Authentication - Students

SET UP

The following is a simplified version of the MFA enrollment instructions. For the complete instruction with screenshots , you can visit our setup MFA using mobile device page.


Multi-Factor Authentication - Students

1. INSTALL A MFA MOBILE APP

On your mobile device, go to the App Store (iOS) or Play Store (Android) and install " LastPass Authenticator ".


Multi-Factor Authentication - Students

2. SET UP MOBILE APP AT MFA.SFU.CA

On your computer, go to mfa.sfu.ca to set up your mobile device. Sign in with your SFU computing ID and password. Once you have signed in, select " I'll use my Mobile Device for MFA " to begin your setup process. Follow the steps presented on the MFA setup page to complete your setup.


Multi-Factor Authentication - Students

3. PRINT EMERGENCY LOGIN CODES

Print a copy or write down your emergency login codes. Once you have documented and stored your emergency login codes safely, check the box beside " I have printed and securely stored my emergency login codes " and select " Complete MFA Setup ".


Multi-Factor Authentication - Students

CONGRATULATIONS, YOU'VE COMPLETED THE SETUP!

If your setup was successful, a " You are enrolled in Multi-factor Authentication " confirmation message will be shown on the final screen. Your MFA mobile app should now be showing a 6-digit MFA code that changes every 30 seconds.


Multi-Factor Authentication - Students

Note:

If you are unable to or cannot use a mobile device, hardware tokens are available for purchase via the SFU Bookstore either in-store or online . Log in using MFA Log in with MFA is easy as 1-2-3! Sign in to an SFU application with your SFU Computing ID and password, as you currently do. Type in the 6-digit MFA code being displayed on your MFA mobile app. Select "Submit" to sign in. More questions about MFA? Visit our Frequently Asked Questions about MFA article for answers! Related Articles (1)


Multi-Factor Authentication - Students

MFA FAQ

Frequently asked questions about Multi-Factor Authentication. Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


Multi-Factor Authentication - Sponsored Accounts


OVERVIEW

This article is designed to provide you with a guide to enrol a sponsored account into MFA. For more information about the service, please visit the full website for MFA or see our collection of FAQs .


SPONSORED ACCOUNT REQUIRED TO ENROLL IN MULTI-FACTOR AUTHENTICATION

All sponsored accounts are required to enroll in MFA by March 31, 2022 . We recommend enrolling early to maintain your access to SFU online services. The method in which your sponsored account is enrolled in MFA depends on how the account is used. Please choose from one of the two options below. 1. I am the only person using this account This sponsored account is used by one individual (or personal sponsored account ), where the password and access to the account would never be shared with or transferred to others. Some examples include sponsored accounts assigned to temporary staff or contractors. Usually, the name and Computing ID of personal sponsored accounts are created based on the first name and last name of the individual (for example, “Rudyard Kipling”, kipling@sfu.ca ). If you are the only person using the account, you may enroll it in MFA now. See "How to Enroll into MFA" for details. How to enroll into MFA? Personal sponsored accounts can be self-enrolled in MFA just like a faculty/staff account. Visit Set Up MFA to get started. 2. Multiple people use this account This sponsored account is shared between multiple users (or role/departmental sponsored account ), where it is possible that the password or access to the account is shared with other individuals. Some examples include departmental roles, clubs/associations, and test accounts. Usually, the name and/or Computing ID are created based on the role or title and not an individual (for example, “IT Services”, itsinfo@sfu.ca ). If this account is shared between multiple people, you need to transition to using delegate logins . This allows multiple people to log into a sponsored account using their own SFU account credentials. See "How to Enroll into MFA" for details. How to enroll into MFA? If you are the


SPONSORED ACCOUNT REQUIRED TO ENROLL IN MULTI-FACTOR AUTHENTICATION

If this account is shared between multiple people, you need to transition to using delegate logins . This allows multiple people to log into a sponsored account using their own SFU account credentials. See "How to Enroll into MFA" for details. How to enroll into MFA? If you are the account sponsor of the sponsored account, you will need to complete the following steps: Enable delegate access on your sponsored account using the Delegate Account Management . Add delegates or managers to the sponsored account. Inform your users of the sponsored account to use delegate login to access the sponsored account. IT Services will enroll your sponsored account in MFA on your behalf. The sponsored account's MFA codes aren't required when using delegate login. If you are a current user of the sponsored account, you will need to take the following steps: Inform the account sponsor to take the actions listed above. Provide your computing ID to the account sponsor to add you as a delegate to the sponsored account. You will receive an email once you're added. Log into the sponsored account using delegate login with your SFU account when you wish to access the sponsored account for your day-to-day tasks. Note : If you don't know the account sponsor of your sponsored account, see the sponsored account FAQ below. Enrolling Unique cases of Role/Departmental Sponsored Account We are aware that sponsored accounts are used to meet a variety of business needs. Here are some examples of unique cases of using role/departmental sponsored accounts and how to implement MFA to your workflows: What should I do if my sponsored account is used by non-SFU user (i.e., vendors, contractors, or non-SFU volunteers)? If the account is given to a single user outside of SFU


:

The account can be treated as a personal sponsored account and can be self-enrolled in MFA. The primary user should visit Set Up MFA to get started. If the account is shared to multiple users outside of SFU , every non-SFU user accessing SFU services should have their own sponsored account. The account sponsor will need to take the following steps: Request additional sponsored accounts for every non-SFU user. Visit Sponsored Computing ID for details on requesting sponsored accounts. After every non-SFU user has their own sponsored account, inform the users that they can self-enrolled their sponsored accounts in MFA. The primary user should visit Set Up MFA to get started on their sponsored accounts. (Optional) If the shared sponsored account is used for centralizing data or file ownership, the sponsor may enable delegate access on this account using the Delegate Account Management and add the non-SFU users as delegates with their new sponsored accounts. If the account is shared to multiple users mixed with both SFU users and non-SFU users , every non-SFU user accessing SFU services should have their own sponsored account. The account sponsor will need to take the following steps: Request additional sponsored accounts for every non-SFU user. Visit Sponsored Computing ID for details on requesting sponsored accounts. After every non-SFU user has their own sponsored account, inform the users that they can self-enrolled their sponsored accounts in MFA. The primary user should visit Set Up MFA to get started on their sponsored accounts. (Optional) If the shared sponsored account is used for centralizing data or file ownership, the sponsor may enable delegate access on this account using the Delegate Account Management and add the non-SFU users as delegates with their new sponsored accounts. What should I do if my sponsored account is used by short-term


:

the shared sponsored account is used for centralizing data or file ownership, the sponsor may enable delegate access on this account using the Delegate Account Management and add the non-SFU users as delegates with their new sponsored accounts. What should I do if my sponsored account is used by short-term users (i.e., visitors, guests, or short-term faculty)? As part of SFU’s ongoing effort to improve the security of all online services, you may need to change your business workflows. Please take a look below if any of the following apply: If your sponsored account is


used to provide Wi-Fi access:

SFU's wireless network provides a guest Wi-Fi network that does not require an SFU account. We encourage you to phase out the use of a shared sponsored account to provide Wi-Fi services to your visitors or guests. Alternatively, those who are members of higher ed or research communities may be able to access the eduroam Wi-Fi network. If your sponsored account is


used to provide library resources:

Guidelines and policies outlined by SFU Library services must be followed. Members of the general public may access most of the Library’s online resources using SFU Library computers labs and open access resources can be accessed off-campus. A small number of databases are further restricted to current SFU students, faculty and staff only. We encourage you to phase out the use of a shared sponsored account to provide unrestricted library services to your visitors or guests. For more information, visit guest access , guest logins or public computer policy at SFU Library. If your sponsored account uses other SFU services (i.e., Zoom, Canvas, etc.)


, you may need a continue using sponsored accounts:

Every non-SFU user accessing SFU services should have their own sponsored account. You may need to request additional sponsored accounts for every non-SFU user. Visit Sponsored Computing ID for details on requesting sponsored accounts. Additionally, we recommend enrolling these sponsored accounts into MFA with a hardware token to facilitate a 'physical transfer' of MFA for onboarding/offboarding short-term users. Hardware tokens for sponsored accounts can be purchased at this SFU Bookstore product page . What should I do if my sponsored account is a service account where no one logs into the account? As long as your service account does not require CAS authentication to your services, you don't need to take action. IT Services will enroll the sponsored account in MFA on your behalf if you choose not to enroll in MFA. Enrolling the service account into MFA does not impact existing logins and the usual login methods outside of CAS. You can access the service account using delegate login on web-based


CAS

-protected services without needing the service account's MFA codes once IT Services enrolls on your behalf. What should I do if my sponsored account is a lightweight account? All lightweight accounts will need to be enrolled into MFA in the near future. Transferring sponsored account ownership after enrolling in MFA Role/departmental sponsored accounts typically involve transferring ownership for business continuity. Here are some examples depending on how the sponsored account is enrolled or used: What should I do if my role/departmental sponsored account has delegated access? As the account sponsor, I'll be transferring ownership of the account myself: Log into the Delegate Account Management app and remove delegates to offboard SFU individuals and add delegates to onboard SFU individuals. As the account sponsor, I'll be leaving it up to the primary users to transfer ownership themselves: Log into the Delegate Account Management app and add a manager (such as the primary user) for them to self-manage the sponsored account access. Note : If you are onboarding non-SFU users, you will need to provide every non-SFU user with their own sponsored account. Visit Sponsored Computing ID for details on requesting sponsored accounts. What should I do if my role/departmental sponsored account is given to non-SFU users?


If the sponsored account is enrolled with a mobile device:

When the user is offboarding, the account sponsor will need to reset the account password, then contact the IT Service Desk to reset the MFA registration to expire previous mobile registrations. When a new user is onboarding on the account, ask the new user to immediately prepare to enroll into MFA at their first login.


If the sponsored account is enrolled with a hardware token:

When the user is offboarding, the account sponsor will need to reset the account password, then ask the user to return the hardware token (if the token is purchased by the sponsor or department). If the hardware token is not returned (or is purchased by the user), contact the IT Service Desk to reset the MFA registration to expire previous hardware token registrations. When a new user is onboarding on the account, the account sponsor should provide them with a hardware token or ask the new user to immediately prepare to enroll into MFA at their first login if the MFA registration was reset. Note : The process outlined here should only be used when transferring the use of a sponsored account to another individual without an SFU Computing ID and who cannot use delegated login. Every time the account is transferred, the account sponsor must reset the account password and MFA registration to revoke any previous access . There can only be one user for each sponsored account at a time. Sponsored Account FAQ Does MFA affect Outlook Desktop, Thunderbird, or other email clients? Enabling delegate access or enrolling in MFA with the sponsored account does not impact existing logins and the usual login methods to email clients. At this time, email client connections use SFTP and not through SFU


CAS

. Please note that this is expected to change once SFU Mail migrates to Exchange Online in the near future, allowing connections to SFU Mail using email client to go through SFU


CAS

. For details, visit our SFU Microsoft 365 Road Map . I don't know the sponsor of my sponsored account. How do I find out? You can use the Sponsor Lookup App to find who is the sponsor of your sponsored account. Once you're logged in, enter the sponsored account computing ID you wish to lookup the sponsor. Note : To access the app, you must be logged into a staff, faculty or sponsored account, and be connected to campus networks (or SFU VPN). How do I obtain a hardware token for my sponsored account? For sponsored accounts that are unable to or cannot use a mobile device for MFA, or prefer a hardware token to facilitate a 'physical transfer' of MFA for onboarding/offboarding processes, hardware tokens are available for purchase via the SFU Bookstore either in-store or online . Related Services / Offerings (1) Multi-Factor Authentication (MFA) SFU’s Multi-Factor Authentication (MFA) refers to using two or more independent items to verify your identity, typically something you know (i.e., your SFU computing ID and password) and something you have (i.e., a time-based code).


Microsoft Teams - How-to Guides for General Users

Overview This article lists the how-to guides, training and resources on using Microsoft Teams for General Users. Details Set up & Basics SFU MS Teams - Etiquette Sign in & access Teams Change your status & status message Change themes and layouts Change profile picture Change display name, title, or contact details Manage notification settings Teams & Channels Teams vs. channels Public vs. private team Public vs. private channel Roles of a team (e.g., team owner, member, and guests) Show or hide a team or channel Organize your teams list Leave a team Calendar & Meetings Access your SFU Mail calendar in Teams Add a channel calendar in Teams Schedule a Teams meeting with additional participant settings Schedule a Teams meeting with registration Schedule your Teams meeting with Outlook on Desktop Collaboration & File Management Upload a file Access a file Share a file link Collaborate on a file Delete a file Restore a file View/restore previous versions of a file File ownership in a team vs. a chat Chats & Messages Start a chat (1:1 or group) Send a file, picture, or link Hide, unhide, mute, or pin a chat Edit or delete a sent message Share your screen in a chat Use @mentions in a chat Send a message/annoucement to a channel Voice & Video Calls Start a call (1:1 or group) Share screen in a call/meeting Add someone to a call Change video background Manage your call settings in Teams Record a meeting in Teams File & folder sync Sync Teams files on your desktop Change or stop Teams file sync on desktop Update synced folder when team name change Troubleshooting Camera isn't working in Teams I can't sync on Microsoft Teams Additional Training Resources Teams Learning Centre General User Training - Slide Deck (pptx) Video Trainings


folder sync Sync Teams files on your desktop Change or stop Teams file sync on desktop Update synced folder when team name change Troubleshooting Camera isn't working in Teams I can't sync on Microsoft Teams Additional Training Resources Teams Learning Centre General User Training - Slide Deck (pptx) Video Trainings Instructor-led training Overview This article lists the how-to guides, training and resources on using Microsoft Teams for General Users.


Microsoft Teams - How-to Guides for Team Owners

Overview This article lists the how-to guides, training and resources on using Microsoft Teams for Team Owners. Details Team management SFU MS Teams - Etiquette Plan a team How are the teams at SFU structured Manually- vs. group-managed teams Change team description Change from private to public team Manage team settings and permissions Change between Group-managed and Manually-managed team Channel Management Teams vs. channels Public vs. private channel Create a channel in Teams Send a message to a channel Show or hide a team or channel Change moderator roles and settings in a channel Edit, delete, hide, or leave a channel Team Membership Management Add members Accept or deny requests to join a team Add role/sponsored accounts Add another team owner Remove members Remove another team owner Roles and permission of a team (e.g., team owner, member, and guests) External user/Guest Membership Who are guests? What are the capabilities of guests? Add or remove guests Manage guest permissions for channels Delete, Archive & Restore Delete a team Archive or restore an archived team Delete or restore a channel Advanced Settings Change team name Renew a team Team Owner Toolkit Some resources in this section are undergoing development. Be sure to watch for updates and new releases. Teams Learning Centre - This is a learning centre put together by Microsoft to help with the basics of Microsoft Teams. Team Member Training - Slide Deck (pptx) - Use this slide deck to onboard your team members to MS Teams . It provides a general walkthrough and covers the key features to get started. Overview This article lists the how-to guides, training and resources on using Microsoft Teams for Team Owners.


SFU Teams - Etiquette

Software and Application Distribution Microsoft Microsoft Teams Overview The MS Teams Etiquette for SFU covers the best practices for the following areas: Converstations, Chats, and Messages Meeting and Calls Teams and Channels Conversations, Chats, and Messages Clarify expectations on response times to messages as needed. Team members may have different constraints that may affect response times. Take note of your team member’s availability status. They may need to focus on other tasks and may not respond to your message immediately as a result. Be polite, professional and respectful in all your conversations. The use of images, memes, emojis, stickers and GIFs can convey different tones. Use them mindfully. The use of ALL CAPS can signal yelling or shouting. Use them appropriately. Use @mentions mindfully. If you need a team member’s attention to read or reply, using mentions (@name) is appropriate. Only use channel-wide mentions (@channels) or team-wide mentions (@team) if you are requesting attention from the entire team. This creates a notification for everyone in that channel/team. Consider using the emoji reaction button to acknowledge a message in place of short replies. Make use of the reply button when posting a reply to a conversation in a channel. Posting your reply as a new message (instead of using the reply button) can make the conversation more difficult to follow. Keep channel conversations relevant to that channel’s purpose and topic. For ad hoc conversations, consider using the chat function instead of posting messages in channels. Meetings and Calls Strive to start and end calls/meetings on time. If you are an attendee and anticipate that you will be late for a call/meeting, notify the meeting organizer ahead of time with a quick chat message. Mute yourself when you are not speaking. There may be background sounds that you may not be aware


SFU Teams - Etiquette

and end calls/meetings on time. If you are an attendee and anticipate that you will be late for a call/meeting, notify the meeting organizer ahead of time with a quick chat message. Mute yourself when you are not speaking. There may be background sounds that you may not be aware of, but others may hear. Leave a message in the meeting chat if you joined late or need to leave early, instead of interrupting the speaker by announcing it verbally. Utilize background effects (or blurred background) if there are visual distractions in your video background. Select an appropriate background effect based on your audience. If you are eating or doing tasks that can be visually distracting to others, consider turning off your camera. Teams and Channels For Team Members Be mindful about who you are inviting into your team. New team members will be able to see all previous messages and files on public channels. If you are not a Team Owner, it is best to inform your Team Owner before inviting people to a team. It is best to speak with the team owner(s) before creating a new channel . If there are certain files or conversations that are should only be accessed by specific team members, consider creating a private channel . Only upload and share files that are relevant to your team or project. For your own files that are unrelated to the team, you can store them in your own OneDrive account. For Team Owners Before requesting a new team , have a conversation with your local IT staff or whomever may be overseeing the collection of teams for your faculty/department/unit. This is help minimize the creation of duplicate teams with overlapping purposes and/or memberships. Also consider whether a new channel within an existing team would


SFU Teams - Etiquette

requesting a new team , have a conversation with your local IT staff or whomever may be overseeing the collection of teams for your faculty/department/unit. This is help minimize the creation of duplicate teams with overlapping purposes and/or memberships. Also consider whether a new channel within an existing team would be sufficient. Check with your faculty/department/unit for guidelines on the naming conventions and appropriate imagery for your team picture (i.e., the image identifying your team). Inform team members before renaming a channel to minimize confusion. Before removing a member/guest from your team , notify them and ensure that the document storage and retention policies in your faculty/department/unit are addressed. MS Teams will not send a notification to the member/guest removed from your team. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Sign in & access teams

Software and Application Distribution Microsoft Microsoft Teams General Users


Sign in & access teams

OVERVIEW

This article describes how to sign in and access Microsoft Teams. How to sign in and access Teams Step 1.


Sign in & access teams

Select your method of accessing Microsoft Teams:

MS Teams web : Visit M365 Portal > select MS Teams icon MS Teams desktop : Launch the software on your desktop MS Team mobile app : Launch the application on your mobile device How do I install MS Teams on my Individual-use or university-managed device(s)? Individual-use To download Microsoft Teams on your individual-use device , visit Microsoft Team's download page for more information. University-managed If you are an SFU faculty/staff and you hold a university-managed device , Microsoft Teams should be pre-installed on your device. Please contact the IT Service Desk for any software inquiries/installations. Step 2.


Sign in & access teams

Log in to Microsoft Teams:

a) At the Microsoft login screen, enter your SFU email address (i.e., yourSFUcomputingID@sfu.ca ). b) You will see a page that says “Taking you to your organization’s sign-in page” and will be redirected to SFU’s Central Authentication Service (CAS) page. c) Log in using your SFU Computing ID and password. Enter your


Sign in & access teams

MFA

code, when prompted. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Change your status & status message


Change your status & status message

OVERVIEW

This article describes how to change your status and status message on MS Teams. Your status on MS Teams is visible to all Teams users and can be used to indicate your current availability. You can also set your status message to include details you want others to see in Teams. MS Teams will automatically set your status in some scenarios (e.g., your status will be automatically changed into "Busy" when you are in a Teams call). How to change your status Step 1. Within MS Teams, select your profile on the top right corner. Step 2. Click on your current status (e.g., "Available") beside your profile picture. Step 3. From the Status drop-down menu, select one of the status options: Available : You are online and available to meet or chat. Busy : You are online but occupied by a call/meeting/task. Notification will still pop up. Do not disturb : You are online but don't want to be disturbed. Notifications will be hidden. Be right back : You've temporarily stepped away and will return shortly. Appear away : You appear to be away from your computer, and won't be responding until you're back online. Appear offline : You appear to be offline, and won't be responding until you're back online.


Change your status & status message

Additional settings from the Status drop-down menu:

"Duration" - This adds a time duration to a status. "Reset status" - This resets any current status back to "available". How to change your status message Step 1. In MS Teams, select your profile on the top right corner. Step 2. From the drop-down menu, select "Set status message". Step 3. In the text box, enter the message that you would like others to see. You can check off the "Show when people message me" option if you would like to display this message when others message or @mention you. You can also pick a "duration" to keep this status message under your profile (e.g., "4 Hours" or "Today"). Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Change themes and layouts


Change themes and layouts

OVERVIEW

This article describes how to change the theme and layout on your Microsoft Teams application. How to change the theme and layout on your MS Teams App Step 1. In MS Teams, select the three dots next to your profile picture on the top right corner. Step 2. From the drop-down menu, select "Settings". Step 3. In the "Settings" window, select the "General" tab from the left hand navigation menu to access the theme and layout settings. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Change profile picture


Change profile picture

OVERVIEW

This article describes how to change your profile picture on Microsoft services, including Teams. Your Microsoft profile picture can be changed on . It is then synced to SFU's Microsoft environment and throughout other Microsoft services, including Office and MS Teams.


Change profile picture

Note:

It may take up to few days for the changes to take effect in desktop apps, including Office and MS Teams. How To change your profile picture Step 1. Sign in to on a web browser. Step 2. Select your account profile located on the top right. Step 3. From the profile menu, select the circular profile picture with the camera icon. Step 4. Select "Upload a new photo" to add a new image. Step 5. Once it's ready, select "Apply" to save the changes to your profile picture. Step 6 . Congratulations! Your Microsoft profile picture has changed. Note : The changes to your profile picture will apply to all the Microsoft applications linked to your SFU account. It may take up to a few day for the changes to take effect in desktop applications, such as Office and MS Teams. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Change display name, title, or contact details for Microsoft 365 - Faculty/Staff

OVERVIEW

This article describes how to change your display name, title, or contact details for Microsoft 365 for faculty, staff, sponsored accounts, or faculty/staff who are also active students. How to Change Your Display Name, Title, or Other Contact Details How to Change Your Department Affiliation


Note:

If you are a student , please see our student instructions page to change your display name. How To Change Your Display Name, Title, or Other Contact Details Your display name, title, and other contact details are obtained from your SFU Directory settings at www.sfu.ca/sfuds . Any changes made will apply to all Microsoft 365 services linked to your SFU account (SFU Mail, MS Teams, OneDrive, etc.), and you may be asked to re-log in to Microsoft 365 services to apply the changes. It may take up to one day for the changes to take effect. Note : You'll need to be connected to Campus Networks or


SFU VPN

to access SFU Directory Services. Alternatively, you may use Self Serve Profile Management ( mySFU ) if you wish to only change your display name. Step 1. Go to www.sfu.ca/sfuds on a web browser. Select "Login" and sign in to the SFU account you would like to modify. Step 2. Once you are logged in, click "[ Edit My Entry ]" on the top right hand corner of the screen. Step 3. Update your display name, title, or other contact details according to your needs. Click "Save Changes" to save your edits. Step 4. Once it's been saved, you will see a "Saved Changes" message show up above the form. How To Change Your Department Affiliation The department affiliation of your staff or faculty account in Microsoft 365 comes from data managed by Human Resources. If you feel that this needs to be corrected, please contact your department's technical support staff, or contact IT Service Desk .


OVERVIEW

This article describes how to change your display name, title, or contact details for Microsoft 365 for faculty, staff, sponsored accounts, or faculty/staff who are also active students. How to Change Your Display Name, Title, or Other Contact Details How to Change Your Department Affiliation How to Change Your Display Name, Title, or Other Contact Details How to Change Your Display Name, Title, or Other Contact Details How to Change Your Department Affiliation How to Change Your Department Affiliation


Note:

If you are a student , please see our student instructions page to change your display name.


Note:

student student instructions page


Change display name for Microsoft 365 - Students


OVERVIEW

This article describes how to change your display name for Microsoft 365 on student accounts.


Note:

If you are a student who also has an active faculty/staff role (e.g., TA/RA), please see our faculty/staff instructions page to change your display name. How To Change Your Display Name Your display name on all Microsoft Services are obtained from your Self Serve Profile Management (mySFU) at my.sfu.ca . Any changes made will apply to all Microsoft 365 services linked to your SFU account (SFU Mail, MS Teams, OneDrive, etc.), and you may be asked to re-log in to Microsoft 365 services to apply the changes. It may take up to one day for the changes to take effect. Step 1. Go to my.sfu.ca on a web browser. You may be asked to log into SFU CAS. Step 2. Once you are logged in, under Contact Information , edit your Display Name . Step 3. Select Save changes to complete your change. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Teams & Channels

Software and Application Distribution Microsoft Microsoft Teams General Users


Teams & Channels

OVERVIEW

This article outlines the differences between teams and channels on Microsoft Teams.


Teams & Channels

DETAILS

Team


Teams & Channels

A

team is a collection of people, conversations, files, and tools (all in one place) gathered to get something specific or a project done in your organization. There are 2 types


Teams & Channels

of teams:

Public team Private team Anyone from the organization can join immediately without an approval from the team owner(s). Visible to everyone at SFU by searching in the Teams. Only people who have been approved by the team owner(s) can join the team. Team owner(s) and team members can invite people to join. Example : MS Teams Community of Practice Example : departmental team, project team, closed special interest group, etc.


Teams & Channels

Note:

All the teams requested via the Request a Team webform are private teams, and they are hidden from the search in Teams. However, you can change your privacy status after the team has been created. Channels A team is made up of one or more channels. A channel is a space for discussion or conversations within a team, dedicated to a specific topic. It can be either public or private to the members with that team. Quick example For example, " Department of Basket Weaving - SFU Teams" is a private team that has many different channels (e.g., Communications, IT support, Onboarding). All the conversations, meetings, files, and apps in the "Communications" channel has to do with the topic of communications within the Department of Basket Weaving. This channel is also visible to everyone within the team. What are the limits in MS Teams (e.g., members, channels, and storage, chat, etc.)? Team Number of members: 25,000 Number of owners: 100 Number of channels: 200 (includes deleted channels) Number of private channels: 30 (includes deleted channels) Number of members in a private channel: 250 Storage capacity: 1 TB + 10 GB per user in team Number of teams a user can be a member of: 1000 Note. Deleted channels can be restored within 30 days. During these 30 days, a deleted channel continues to be counted towards the 200 channel or 30 private channel per team limit. After 30 days, a deleted channel and its content are permanently deleted and the channel no longer counts towards the per team limit. Private Chat Number of people in a private chat: 250 Number of people in a video or audio call from chat: 20 File storage capacity in a private chat: depends on your remaining OneDrive storage space For more information, please refer


Teams & Channels

Note:

channel no longer counts towards the per team limit. Private Chat Number of people in a private chat: 250 Number of people in a video or audio call from chat: 20 File storage capacity in a private chat: depends on your remaining OneDrive storage space For more information, please refer to Microsoft's page on Limits and Specifications for Microsoft Teams . How are the teams at SFU structured Here are some suggestions on how you can structure your team(s) at SFU:


Teams & Channels

Note:

If you need any assistance in determining the structure of your team, we recommend consulting your department's IT support points to align with internal processes/procedures (if any) on the team structure. 1. Short-term collaboration space for project, research, or campaign Common channels : Admin, Business Analysis, Project team, Technical, Communication, Planning, Reports, Documents, Safety, and Governance Note : You can consider creating a group chat if the purpose is to use it for a relatively short time (e.g., 2 - 4 weeks), or a channel within an existing team if all members are already a part of a same team. 2. Long-term collaboration space for department, office, or function Common channels


Teams & Channels

:

Public: Functions/Projects, Document/Resources, Procedures/Forms/Templates, Announcement, Social/Fun/Chat/Random, Committees, Events, Meeting agendas/Meeting minutes, Reports, Admission, Marketing, IT, and Safety Private: Admin, Leadership, Projects, HR, Finance, Operations Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Leave a team


Leave a team

OVERVIEW

This article describes how to leave a team on Microsoft Teams. You can leave a team at any time. The instructions to leave a team vary slightly depending on how your team adds/removes team members.


Leave a team

DETAILS

Step 1. Confirm with the team owner(s) on whether the team is manual-managed or maillist-managed team. Skip this step if you already have this information. Step 2. Follow the instructions below according to the type of team you are in: To leave a manual-managed team , follow the instructions outlined on Microsoft's page. To leave a maillist-managed team , ask the team owner to remove you from the maillist(s) that sync to your team. Individuals removed from the maillist will be automatically removed from the team within 2 hours. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Upload files


Upload files

OVERVIEW

This article describes how to upload files on Microsoft Teams. There are a couple ways to upload files to Teams. Once you upload a file, you can also share a link to it . That way, you don't have to upload multiple copies of the same file to share it in different places.


Upload files

Note:

Files uploaded to team/channel will remain within that team regardless of the uploader's membership status. For more details on the file ownership, please visit the file ownership in a team vs. a chat page. How to upload a file to a channel conversation Step 1. In MS Teams, go to the channel you would like to upload this file. Step 2. Start a chat conversation, and select the "file upload" icon. Step 3. Upload your file by either selecting "Browse Teams and Channels", "OneDrive", or "Upload from my computer". Step 4. When you're ready, select "Send" icon at the bottom right corner. How to upload a file to a channel file tab Step 1. Go to the channel you would like to share this file. Step 2. Select the "Files" tab above the conversation window. Step 3. Select "Upload" or simply drag and drop to upload either a file or folder. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Access your files


Access your files

OVERVIEW

This article describes how to access your files on Microsoft Teams. Within each team there are channels. Each channel has its own file folder where you can share files for that specific channel. How to access files from the channel file tab Step 1. In MS Teams, go to the channel with the file(s) you are looking for. Step 2. Select the "Files" tab above the conversation window. How to access files from File Library You can also access all the files shared in your team(s)/channel(s) on Microsoft Teams or stored in your OneDrive . Simply click on the "Files" tab on the left menu bar, and you'll have three views to choose from: The " Recent" view displays the files you've recently viewed or edited. "Microsoft Teams" displays all the files recently created or edited in your channels. "Downloads" contains the files you've downloaded from Teams since your last sign-in. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Share a file or folder link


Share a file or folder link

OVERVIEW

This article describes how to share a file or folder link on Microsoft Teams. See the how-to instructions on the following areas: Share a file or folder link with people within your team Share a file or folder with people outside your team Change the sharing permission for a file or folder Recommendation on the usage of sharing permissions for MS Teams How to share a file or folder link with people within your team Step 1. In MS Teams, go to the file or folder you wish to share with your team members . Step 2. Right-click on the file or folder and select "Copy link" from the drop-down menu. Step 3. Paste the file or folder link to the location you wish to share (e.g., chat or channel conversation). How to share a file or folder with people outside of your team Step 1. In MS Teams, go to the file or folder you wish to share with individual(s) who are outside of your team. Step 2. Right-click on the file or folder you wish to share. Select "Open in SharePoint" from the drop-down menu. Step 3. Head over to the SharePoint document library launched on your web browser. Right-click on the file or folder you wish to share. Select "Share" from the drop-down menu. Step 4. In the "Send link" window, you can share the viewing permission for the file or folder by doing one of the following: Send a link to specific individual(s) by including their name, group or email Copy a link of this file/folder


Share a file or folder link

Note:

The default for sharing permission for all OneDrive files at SFU is set to "People in Simon Fraser University (1sfu) with the link can view ". If you would like to change the sharing permission , please following the instructions in the section below. How to change the sharing permission for a file or folder Complete the steps from the section above to continue with the instructions below. Step 1. In the "Send link" window, select ">" beside "People in Simon Fraser University (1sfu) with the link can view" to change the sharing permission for the file/folder link. Step 2. In the "Link settings" window, choose the sharing permission you would like to apply to this file/folder. You can also turn on/off for "allow editing" or "block download". Select "Apply" to apply the changes.


Share a file or folder link

Note:

If you are unsure which sharing permission to use, please see below for our recommendations on the usage of sharing permissions . Recommendations on the usage of sharing permissions for MS Teams Permissions Implications Recommended Usage People in SFU with the link Give access to any SFU users who receives this link , whether they received it directly from you or forwarded from someone else. For mixed files


Share a file or folder link

:

Data that may not be sensitive or confidential in nature, but should be restricted from to the general public or the media. People with existing access This does not change the permissions on the item. For internal files


Share a file or folder link

:

Use this if you just want to send a link to somebody who already has access (i.e., team members). This does not change the permissions on the item. Specific people Gives access only to specific SFU users or external email addresses to use the link and access the file. If people forward the sharing invitation, only people who already have access to the item will be able to use the link. For internal files


Share a file or folder link

:

Data that could be sensitive or confidential in nature. Such data should be limited to employees and other authorized users. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Collaborate on files

Software and Application Distribution Microsoft Microsoft Teams General Users


Collaborate on files

OVERVIEW

This article outlines collaboration on files on Microsoft Teams. Teams makes it easy to share files and work on them together. Files uploaded and shared to a team are accessible to every member of the Team. You and your team members can co-edit Word, PowerPoint, or Excel documents. If you and your team members are editing it at the same time, any changes will be seamlessly merged as you work.


Collaborate on files

DETAILS

Step 1. In a channel conversation or in the Files tab, select "More options" icon next to the file. Step 2. Choose if you want to edit the file in Teams, on your desktop, or in browser. Note. Linux users won't be able to open files in the Office desktop app. For a visual walk-through on how you can collaborate on files, watch this video . Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


File ownership in a team vs. a chat


File ownership in a team vs. a chat

OVERVIEW

This article describes the file ownership in a team and chat on Microsoft Teams.


File ownership in a team vs. a chat

DETAILS

The ownership of files uploaded to Teams may vary depending on their location: Files uploaded to a team The files uploaded to a team belong to the team and are stored within a Teams connected team/channel site . members of the team/channel have full control of the files. The files uploaded to a team/channel will remain within that team regardless of the uploader's membership status, and will be kept until someone manually deletes them.


File ownership in a team vs. a chat

Note:

We highly discourage customizing your Teams connected team/channel site (e.g., adding additional site components, changing site settings). Microsoft may apply changes on how MS Teams integrates with SharePoint Online to offer Teams connected team/channel site , and any customization may be removed/lost as a result. Files uploaded to a Teams chat The files uploaded to a Teams chat belong to the file uploader and are stored in the uploader's OneDrive . The file uploader has full control of the access to these files and can modify/restrict/remove the access at any time. The file may get removed once the file uploader lost access to OneDrive at SFU. Related Articles (1) File Lifecycle Management in MS Teams Explore recommendations about the use and storage of files in MS Teams from SFU's Archives and Records Management office. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Send a file, picture, or link


Send a file, picture, or link

OVERVIEW

This article describes how to send a file, picture, or link in Microsoft Teams. When you're in a chat, you can send messages that include files , pictures , or links .


Send a file, picture, or link

Note:

We recommend uploading any team-related files to a team . The files uploaded to a chat will be stored in the uploader's OneDrive, and need to be managed by the owner of that OneDrive. For more details on the file ownership between a chat and a team, please visit the file ownership in a team vs. a chat page. How to send a file or picture Step 1. In MS Teams, select a chat you want to send a file or picture. Step 2. Select the "Attach Files" icon beneath the box where you type your message. Step 3. Select "Upload from my computer" to upload a file or picture from your computer, or select "OneDrive" to include a file or picture from your OneDrive. Step 4. When you're ready, select "Send" icon at the bottom right corner. How to insert a link in your text Step 1. In MS Teams, select a chat you want to insert a link in your message. Step 2. Select the "Format" icon beneath the box where you type your message. This expands your message box to display a complete list of the text formatting options. Step 3. Enter your message in the message box. Highlight the text you want to insert a link and select the "Insert Link" icon. Step 4. In the "Insert link" window, enter your link in the "Address" field and select "Insert". Step 5. When you're ready, select "Send" icon at the bottom right corner. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Start a 1:1 or group call


Start a 1:1 or group call

OVERVIEW

This article describes how to start a call on Microsoft Teams. You can make one-on-one calls or group calls with anyone in Teams directly from a chat, without having to host a team meeting. Please note that access to a microphone is required for voice calls, and access to a microphone and a camera are required for video calls. This page outlines the following ways to make calls on MS Teams: Make a call from the "Call" tab , Make a call from a chat , or Make a call from an individual's profile .


Start a 1:1 or group call

Note:

Outside calling (i.e., dialing number) is not available at the moment. How to make a call from the "Call" tab Step 1. In MS Teams, go to the "Call" tab on the left menu bar. Step 2. Enter the name of the individual(s) you want to call in the "call" field. Once you are ready, select the "Call" button below the recent contacts to initiate the call. Step 3. A call window will pop up. Select "Leave" to cancel or end the call. How to make a call from a chat Step 1. In MS Teams, go to a chat with the individual(s) you want to call. Step 2. Select the "Audio call" or "Video call" icon on the top right corner of the chat window. Step 3. A call window will pop up. Select "Leave" to cancel or end the call. How to make a call from an individual's profile Step 1. Hover over someone's profile photo anywhere in Teams. Step 2. Select the "Audio call" or "Video call" icon from their contact card. Step 3. A call window will pop up. Select "Leave" to cancel or end the call. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Update sync folder when team name changes


OVERVIEW

This article outlines how to update sync folder when team name changes. If your team’s name has changed and you have synced folder(s) from that team to your desktop, it needs to be updated to reflect the new team name.


DETAILS

Step 1. Launch OneDrive by clicking the OneDrive cloud icon in your taskbar notification area (Windows) or the menu bar (Mac OS). Step 2.


On OneDrive, select the following:

Windows : "Help & Settings" > "Settings" Mac OS : "More" > "Preferences" Step 3. Go to the "Account" tab, and select "Stop sync" for the folder(s) that is affected by the name change. Step 4. After the sync is removed, re-sync the folder(s) again. For more information on how to sync Teams files on your computer, visit the Sync Teams files on your desktop page. Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Plan a Team - Introduction

Software and Application Distribution Microsoft Microsoft Teams Plan a Team


Plan a Team - Introduction

OVERVIEW

This article introduces planning a team for Microsoft Teams at SFU. Requesting a team for the first time? Unsure on how to create a team that matches your needs? Here is a step-by-step guide to plan and create a team.


Plan a Team - Introduction

DETAILS

Microsoft Teams is available to all current SFU faculty, staff and graduate students with a Microsoft 365 account and have enrolled in Multi-factor Authentication . Please note that MS Teams should not be used for teaching and learning purposes. We have identified the following areas to consider when planning for your team: What is the team's purpose? What is the team name? Who will be the team owner(s)? How will you add/remove members? How will you structure the team? Once you've completed step 1 - 5, fill in a webform to submit a team request. Let's begin the planning! → Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Step 1. What is the team's purpose?


Step 1. What is the team's purpose?

OVERVIEW

This article describes the first step to planning a team, the team's purpose.


Step 1. What is the team's purpose?

DETAILS

The first step is to consider the purpose of creating this new team (e.g., for department, project, or temporary needs), and determine whether a new team meets your needs .


Step 1. What is the team's purpose?

Note:

MS Teams is currently available to all current SFU faculty, staff and graduate students. MS Teams should not be used for teaching and learning purposes. Here is our recommendation depending on the purpose of your team: For project, campaign, or incident/issue For department/unit, office, or functions


Step 1. What is the team's purpose?

We recommend creating:

a group chat if the purpose is only for a relatively short time (e.g., 2 - 4 weeks). a channel within an existing team, if all members are already a part of a same team. a new team with corresponding channels, if the members are not a part of a same team.


Step 1. What is the team's purpose?

We recommend creating:

a new team with corresponding channels. If you'd like to proceed with creating a new team, please consult your department's IT support points to ensure the purpose of your team is unique and align with internal processes/procedures (if any) on the team name and structure. To proceed with creating a team, continue to the next step → Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Step 2. What is the team name?


Step 2. What is the team name?

OVERVIEW

This article describes the second step to planning a team, the team name.


Step 2. What is the team name?

DETAILS

Once you've confirmed that creating a new team is the solution that meets your needs, the next step is to determine a name for your team .


Step 2. What is the team name?

Note:

The suffix "- SFU Teams" will be automatically appended to all team names (e.g., " IT Services M365 Team - SFU Teams "). We recommend leaving out the word "SFU" or "team" from your team name. Your team name should follow the guidelines listed in the table below:


Step 2. What is the team name?

Your team name must:

Your team name must not


Step 2. What is the team name?

:

Indicate the purpose of the team. Be specific enough to be identifiable and separable from other teams. Contain only letters, numbers, hyphens and spaces. Contain less than 80 characters. Attempt to masquerade as another entity at SFU. Appear to have relationship to any academic activity. Contain profanity. Contain any special characters, except hyphens. I have my team name ready, Let's identify the team owner(s) → Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Step 3. Who will be team owner(s)?


Step 3. Who will be team owner(s)?

OVERVIEW

This article describes the third step to planning a team, the team owners.


Step 3. Who will be team owner(s)?

DETAILS

Each team needs to have at least one team owner who has elevated privileges on the team. Only current SFU faculty, staff or graduate student who has enrolled in


Step 3. Who will be team owner(s)?

MFA

can become a team owner. To determine the team owner(s) of your team, identify at least one individual who will be taking responsibilities of the following items: Add or remove members/guests. Manage member/guest permissions in the team. Answer questions or provide training to members/guests on Teams. Add, delete, or manage channels. Archive or delete the team when team is no longer needed.


Step 3. Who will be team owner(s)?

Note:

For business continuity purpose, we highly recommend having at least two active team owners at any given time. I've identified my team owner(s), let's determine how they'll add/remove members → Related Services / Offerings (1) Microsoft Teams Microsoft Teams (MS Teams) is a virtual collaboration app that brings together Microsoft 365 services (such as Office and OneDrive) to keep you virtually connected to the SFU community from anywhere at any time.


Step 4. How will you add or remove members?

Software and Application Distribution Microsoft Microsoft Teams Plan a Team


OVERVIEW

This article describes the fourth step to planning a team, the approach to adding or removing members.


DETAILS

You can choose one of the two ways to manage your team membership


:

Manually-managed teams : Team owner(s) add / remove members via the "Manage Team" setting in MS Teams. Group-managed team : Team owner(s) add / remove members via SFU Groups - i.e., individuals are added/removed according to the group(s) synced to the team.