Multi Factor Authentication for Staff

Setting up Multi-Factor Authentication

1. Download the Microsoft Authenticator App to your mobile phone.
You can get the Microsoft Authenticator App for Apple iPhones here
and for Android phones (e.g., Samsung/Google/Motorola/OnePlus/Huawei etc)

2.  Multi-Factor Authentication has been enabled on your account.
You will be prompted to set up MFA next time you authenticate to any Office 365 services. On your PC or laptop device, once you’ve entered your username and password as usual, you’ll see the following screen:

Click ‘Next’ and the Additional security verification screen will appear. In the drop-down box, select ‘Mobile App’ and ‘Receive notifications for verification’ as in the image below.

Now click ‘Set up’ – you’ll see the next screen:

3. On your mobile phone, start the Microsoft Authenticator App.

Once in the App, you need to:

  • Click on the 3 dots in the top right-hand corner of the screen
  • Click ‘Add account’
  • Select ‘Work or school account’
  • Select ‘Scan a QR code’
  • Allow any permissions for your app to use the phone camera
  • Scan the QR code on your screen using your phone. The account is now linked to your App.

4. On your PC, click ‘Next’ and you should see a message indicating that the App has been set up. You can click Next again – at this point you will be asked to respond to a pop-up notification on your phone from the Authenticator App – this is how you will be prompted every time you access your account on an unknown device.

Once the setup is complete, you’ll be prompted to enter a phone number. Please provide this: it will help if, for some reason, you lose access through the App. The phone number will not be used for marketing purposes.

Click ‘Finish’.  Your account is secured with Microsoft Multi-Factor Authentication. Nobody can access your HWU account without being in possession of your username, password, and – most importantly – your unlocked mobile phone.

Library Building Occupancy tile on the portal – Edinburgh Campus

We have introduced a great new feature to the student and staff portal to show Library Building Occupancy at our Edinburgh Campus Library. 

The tile shows, in real time, how many study spaces are being used in the Library.
This means that you can tell how busy it is and if spaces are available for you to book before you come to campus.

Due to the current restrictions, and to comply with university and government guidelines, it is mandatory to book a space in advance.  Instructions for booking a study space

We currently have up to 250 spaces available, all for individual, physically distanced study.

Please remember that you need your student ID card to access the Library and face coverings must be worn at all times. 

Key Server – remote access to on campus software

Key Server remote access connects you to an on-campus PC via your own device. When you are connected, you can access software that is usually only available when you are on campus.
Details of how to connect to Key Server can be found on the Information Services webpages including video guides
Log in using your Heriot-Watt username and password at

Helpdesk Self Service – Staff Systems tile for HR, Payroll and Finance Systems

Following on from the Information Services Helpdesk system improvements and developments earlier this year, the new system is now available for HR, Payroll and Finance Systems faults, requests and enquiries from staff.

SSP Staff System

Selecting the Staff Systems tile will open up service tiles for HR, Payroll and Finance Systems and the service pages will give information about these services including forms to submit requests and enquiries.

TOPdesk finance systems

It is possible to continue using the existing email addresses  or  or for enquiries, as they will be routed into the new system.
However, by using the Self Service facility to submit requests via the tiles and custom forms, your enquiry will be more efficiently managed.

As with enquiries and requests to you will be able to track progress of your ticket via the ‘Track Tickets’ tile.

Track tickets

If you would like any more information, please contact and check out how to access the Helpdesk Self Service via the staff portal.



12 Apps of Christmas: MindGenius and SimpleMind

Today is the last day of our 12 Apps of Christmas feature. We hope you’ve found some useful new apps that will help you. For our final post, we’re going to look at two apps that help you to create mind maps – MindGenius for iPad and SimpleMind. Mind maps are fantastic tools for brainstorming, helping you to visualize and plan essays and projects. If you’ve never used them before, why don’t you look at our Power Hours or contact your campus library for help getting started.

MindGenius for iPad icon

MindGenius allows you to make mind maps from scratch or by using a broad range of templates. As a companion to the MindGenius software installed on all IS supported PCs, the iPad app allows you to work on your mind maps while on the go. You can also get the full software for use on your home Windows PC.

To download the software and iPad app, follow the instructions on the IS website


If you don’t have an iPad, there are other mind mapping apps available. One such app is SimpleMind. It is a straight forward and easy to use app that lets you build and edit mind maps on the go. There is a basic, free version and a premium version with some additional features. To compare the two, go to the website.

To download, go to:

Android: SimpleMind

iOS: SimpleMind

12 Apps of Christmas: Class Timetable

unnamedToday’s app, Class Timetable, lets you keep track of all your scheduled classes from your mobile device. Keep track of where you should be with a widget on your home screen and optional notifications before each class.

To download, go to:

Android: Class Timetable 

iOS: Class Timetable  

12 Apps of Christmas: Sonocent

Today’s app, Sonocent Recorder, allows you to take high quality audio recordings asonocentrecordernd annotate with colours, photos and text notes. Remember to always get permission before recording anyone else.

The recordings can then be transferred into Audio Notetaker for further processing.

To download, go to:

Android: Sonocent

iOS: Sonocent

12 Apps of Christmas: EverNote

Today’s app is Evernote, a great note taking app which is also available for yoevernoteur desktop or laptop PC and in your browser. With EverNote Basic you can group your notes into notebooks and share them with others. Other features include:

  • Attach documents to notes
  • Search for text inside images
  • Add information straight from webpages
  • Add a passcode to secure your notes

There are paid for versions of Evernote, Evernote Plus and Evernote Premium, which have additional features. For a comparison, visit their website.

The app is available on iOS and Android.

iPad users can also download Penultimate, a handwriting app which allows you to use a stylus to handwrite notes on the iPad.

To download, go to:

Android: Evernote

Browser: Evernote

iOS: Evernote

Other: Evernote

Penultimate: Penultimate

12 Apps of Christmas: Take a Break

Today’s app, Take a Break, is take-a-break-logodesigned to help you relax through short, guided meditation sessions. You can choose to listen to the music provided in the app or use your own.

To download, go to:

Android: Take a Break

iOS: Take a Break

12 Apps of Christmas: Quizlet

Today’s app is Quizlet, a fun online learning tool that helps you quizletstudy on the go. With Quizlet you can create flashcards and quizzes, or use ones made by other users. You can also access it in your browser at

It’s available on iOS and Android. To download, go to:

Android: Quizlet

iOS: Quizlet

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