Setting up your University IT account - University of Leeds IT

This article explains how to set up your University of Leeds IT account for first use. It includes guidance on understanding your username, creating a password, registering for Multi-Factor Authentication (MFA), and configuring Self-Service Password Reset (SSPR).

Completing all the steps in this guide will help you securely access University services and recover your account if you forget your password.

Important

The University is transitioning from Cisco Duo to Microsoft Authenticator for Multi-Factor Authentication (MFA).

Students accessing their University account for the first time from July 2026 onwards will use Microsoft Authenticator as their default MFA method.
During the transition period, some services still require Cisco Duo.
It is recommended that you register for Duo as soon as possible if prompted.
You can register Duo using the email sent to your University mailbox titled "Duo Security Enrollment".
If you need help setting up Duo or Microsoft Authenticator, contact the IT Service Desk.

Step 1. Understand Your Username Format

You will receive an email at your personal email address containing your University IT account details.

Your username consists of four letters followed by four numbers.

Username Type	Format	Used For
Short username	aaaaNNNN	Initial password setup, printers, Employee Self-Service (annual leave and payslips)
Full username	aaaaNNNN@leeds.ac.uk	Microsoft 365, Outlook, Teams, OneDrive, Word, Excel, Minerva, eduroam Wi-Fi, University computers and Azure Virtual Desktop (AVD)

Step 2. Set a Password for Your IT Account

Before you can access University services, you must create a strong password. Find out more about Selecting a strong password and managing it securely.

Steps to set your password

Open the email sent to your personal email address containing your University IT account details.
Open the password setup link in an Incognito or InPrivate browser window.
- This helps prevent sign-in conflicts with other Microsoft accounts or services you may already be signed in to.
Select the personalised password setup link in the email.
When your username is displayed, select Continue.
Do not change the pre-populated username.
A verification code will be sent to your personal email address.
Check your inbox and spam/junk folders for the email.
Enter the verification code and select Continue.
Create your new password.
Enter the password in both fields.
Select Change password to complete the process.

If Your Verification Code Is Not Accepted

Verification codes remain valid for 15 minutes.
Expired codes cannot be reused.
Close your browser completely.
Return to the original email.
Select the personalised password setup link again to restart the process.

Step 3. Register for Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) provides an additional layer of security by requiring you to verify your identity when signing in.

You must register for MFA to access University services securely, Follow the Registering for Multi-Factor Authentication knowledge article for step-by-step guidance.

Step 4. Register for Self-Service Password Reset (SSPR)

Self-Service Password Reset (SSPR) allows you to reset your password without contacting the IT Service Desk, You can register for Self-Service Password Reset (SSPR) by following steps in the article: How to Register and Manage Your Details knowledge article.

Registering for Self-Service Password Reset (SSPR) allows you to:

Reset a forgotten password yourself.
Recover access to your account more quickly.
Reduce the need to contact support.
Maintain access to University services.

Completion Checklist

You have successfully completed your account setup when you have:

✅ Created a password for your IT account.
✅ Registered for Multi-Factor Authentication (MFA).
✅ Registered for Self-Service Password Reset (SSPR).
✅ Added recovery methods to help regain access if you forget your password.

Troubleshooting

I cannot find the password setup email

Check your Spam or Junk folder.
Ensure you are checking the personal email address used during registration.
If you still cannot find the email, contact the IT Service Desk.

My verification code has expired

Verification codes expire after 15 minutes.
Restart the process using the original password setup link contained in your email.

I cannot sign in using my username

Ensure you are using the correct username format:

aaaaNNNN for initial password setup and systems that require the short username.
aaaaNNNN@leeds.ac.uk for Microsoft 365 services and most University sign-ins.

I forgot to register for Self-Service Password Reset (SSPR)

Follow the Self-Service Password Reset (SSPR) - How to Register and Manage Your Details knowledge article.

My Duo registration session timed out

Return to the original Duo Security Enrollment email sent to your University mailbox.
Select the enrolment link again and restart the process.
If you cannot find the email, contact the IT Service Desk and request that the enrolment email is resent.

Frequently Asked Questions❓

Which username format should I use?

Use aaaaNNNN for initial password setup and any service that specifically requests your short username.

Use aaaaNNNN@leeds.ac.uk for Microsoft 365, Outlook, Teams, OneDrive, Minerva, eduroam, University computers and Azure Virtual Desktop (AVD).

Do I need both Duo and Microsoft Authenticator?

Possibly. During the University's transition to Microsoft Authenticator, some services still require Cisco Duo while others use Microsoft Authenticator. You may need both methods registered.

Can I use my University email address for SSPR recovery?

No. You should register a personal, non-University email address so you can recover your account even if you cannot access University systems.

What happens if I forget my password?

If you have registered for Self-Service Password Reset (SSPR), you can reset your password using your registered recovery methods without contacting the IT Service Desk.

What should I do if my Duo registration session times out?

Return to the original Duo Security Enrollment email and restart the registration process. If you no longer have the email, contact the IT Service Desk and ask for a new enrolment email to be sent.