A Step-by-Step Guide to Entra ID Authentication and Conditional Access
You want to protect your Microsoft 365 and cloud from threats. Attackers use many ways to try to get in, like:
Phishing attacks trick users to give away passwords.
Malware and ransomware can steal or lock your data.
Business Email Compromise is when someone acts like a trusted contact.
Changes to AD groups and roles may give someone too much access.
Failed login attempts can show a possible breach.
Entra ID Authentication helps you check who signs in. It makes sure their access follows your company’s rules.
Key Takeaways
Entra ID Authentication makes things safer by checking who you are before you use cloud apps.
Conditional Access works like a guard. It checks who you are, where you are, and what device you use before letting you in.
Always use multifactor authentication (MFA) for important accounts. This helps stop people who should not get in.
Check and change your Conditional Access rules often. This helps keep up with new security problems.
Try out tools like 'What If' and 'Report-only' modes. These help you see if your rules work before you use them for real.
Entra ID Authentication Overview
What Is Entra ID Authentication
You need a strong way to keep your cloud safe. Entra ID Authentication helps by checking who you are before letting you in. It works with Microsoft 365 and other cloud apps. You can use it anywhere, not just at work. This system uses new protocols like OpenID Connect, OAuth, and SAML. These protocols help keep your sign-ins safe.
Let’s see how Entra ID Authentication is different from old ways:
Entra ID Authentication gives you more security with smart controls. The system checks your identity, your device, and where you are. It also looks at risk factors. You get access only when everything matches your company’s rules.
Authentication Flow
When you try to sign in, Entra ID Authentication asks for your credentials. You might type a password, use your fingerprint, or scan your face. The system checks your info and makes sure you are really you.
Here’s how the flow works:
Cloud-First Authentication: You can sign in from anywhere. You do not need old ways.
Single Sign-On (SSO): You use one login for many apps.
Passwordless Authentication: You can use ways that do not need passwords.
After you sign in, Entra ID Authentication checks your access with company rules. It looks at your device, your location, and your risk level. The system decides if you can get in or if you need to show more proof. This happens every time you try to use a protected app. You get fast and safe access, and your company stays protected.
Conditional Access Basics
What Is Conditional Access
Conditional Access is like a guard for your cloud apps. When you try to sign in, it checks who you are. It also checks where you are and what device you use. The system uses signals about your identity to decide if you can get in. If something seems risky, you may need to enter a code from your phone.
Conditional Access helps keep your organization safe. You can work from anywhere and still protect important data. If you want to use an app like Microsoft 365, you might need multifactor authentication. This extra step keeps attackers out, even if they know your password.
Conditional Access policies help you balance safety and work. You can set rules that fit your needs. For example, you can allow access from trusted places but block unknown ones. You can also ask for strong authentication for sensitive apps.
Tip: Conditional Access works with Entra ID Authentication to make sure only the right people get in.
Policy Evaluation
You need the right license to use Conditional Access. Here are some things you should know:
You need at least a Premium P1 license to make custom policies.
Risk-based policies need a P2 license.
Microsoft 365 Business Premium comes with P1 features.
You can make your security stronger with third-party tools like Duo Security. Duo checks if your device is healthy before letting you in. It can also be your multifactor authentication provider. Duo finds risky sign-ins, like strange login attempts, and blocks them if needed. This helps stop threats before they reach your data.
Prerequisites
Licensing and Permissions
You need the right licenses and permissions before you start. These help you use security features and make policies to keep your group safe. The table below shows what you must have:
You must have a Microsoft Entra ID P1 license for Conditional Access. If you want to use risk-based policies, you need a P2 license. Make sure you have the right admin role. You can use the Conditional Access Administrator, Security Administrator, or Global Administrator role. These roles let you make and manage policies. They also help you control who can use your apps and data.
Note: Always check your licenses and roles before you begin. This step helps you avoid problems later.
Environment Preparation
Get your environment ready before you turn on Entra ID Authentication and Conditional Access. Follow these steps to prepare:
Give admin roles, such as Global Admin or Conditional Access Administrator, to manage policies.
Choose which user groups need policies and which groups should not have them.
Try to apply policies to all apps. This keeps things simple and safe.
Use report-only mode to test your policies before turning them on for everyone.
Set up clear names for your policies. Good names help you find and manage them later.
Plan for emergencies. Make backup policies and block access from places you do not trust.
Tip: Planning now saves time and trouble later. Always test your policies before you use them for everyone.
Security Defaults
Enabling Security Defaults
You want to keep your group safe from threats. Security defaults in Entra ID help you do this fast. These settings give strong protection without hard setup. You turn on security defaults in the Entra admin center. The system adds important security steps for all users.
Security defaults protect your group with key settings. The table below shows what each setting does:
You get protection for both users and admins. The system blocks old sign-in ways that attackers like. You also keep important places safe, like the Azure portal. Security defaults make sure everyone uses multifactor authentication when needed.
Tip: You do not need to be a security expert to use security defaults. The system does the hard work for you.
Defaults vs. Custom Policies
Security defaults give you an easy way to protect your cloud. You get basic security that works for most groups. If you want more control, you can make custom Conditional Access policies.
Security defaults use one set of rules for everyone.
Custom policies let you pick rules for certain users, groups, or apps.
Security defaults turn on multifactor authentication for all at once.
Custom policies let you choose who must use multifactor authentication.
You get better tracking and reports with custom policies.
Security defaults only ask for multifactor authentication for risky sign-ins.
Custom policies give you more choices and flexibility.
You pick what works best for your group. Security defaults are good for quick protection. Custom policies help you set up security for special needs. Both keep your group safe, but custom policies let you change settings as needed.
Policy Creation
Accessing Admin Center
To make Conditional Access policies, you must start in the right place. The Microsoft Entra admin center has all the tools you need. Here are the steps to begin: First, log in to the Microsoft Entra admin center. Next, go to Protection and pick Conditional Access. Then, click + Create New Policy. Type a name for your policy. Use a name that is easy to remember, so you can find it later.
You will see choices for assignments, target resources, network settings, and conditions. You can pick which users or groups the policy will cover. You also choose which apps or resources need protection. Set the places and IP addresses for your policy. Pick the risk level for sign-ins that should trigger the policy.
Tip: Always give each policy a good name. This makes it easier to manage and update your policies.
Creating Policies
You want to keep your cloud safe. Conditional Access policies help you decide who can get in and how. Here are some best ways to make strong policies: Always require multifactor authentication (MFA) for everyone, especially for administrators. Do not include emergency access accounts, so you do not get locked out. Leave out service accounts and service principals to keep services working. Use clear names for your policies. Try Conditional Access templates to save time.
Let’s see two examples:
Example 1: Require MFA for Admin Center Access
Admin accounts need extra safety. Attackers often try to get into these accounts. Starting October 15, 2024, MFA will be needed to sign in to the Azure portal, Microsoft Entra admin center, and Intune admin center.
To set up this policy: Assign the policy to all administrators. Under Access Controls, pick Grant access and require MFA. Turn on the policy and test it with a few admin accounts. Watch sign-in logs to check if the policy works.
🔒 Note: MFA helps keep your admin center safe from people who should not get in.
Example 2: Block Legacy Authentication
Legacy authentication uses old sign-in ways that attackers like. You can stop these ways with a Conditional Access policy.
Sign in to the Entra admin center as a Conditional Access Administrator. Go to Conditional Access > Policies and pick New policy. Give your policy a clear name. Under Assignments, include all users. Leave out accounts that need legacy authentication. Under Target resources, pick all resources. Under Conditions, set client apps to include Exchange ActiveSync clients and other legacy clients. Under Access controls, pick Block access. Set the policy to Report-only first. Test it before you turn it on for everyone. Make and turn on your policy.
⚠️ Tip: Always test new policies with a small group before using them for everyone.
After you make your policies, use the sign-in logs and Conditional Access insights workbook in the portal. These tools help you see how your policies work. You can check if users get blocked or if risky sign-ins happen.
Entra ID Authentication works with Conditional Access to keep your cloud safe. You decide who can get in and how. You keep your data and users safe.
Assignments
Users and Groups
You choose which people your Conditional Access policies will cover. First, pick users and groups that need extra safety. You can select everyone, or just certain teams or roles. This lets you control who must follow your security rules.
Some users need more protection, like administrators or people with sensitive jobs. You can make special groups to test new policies. Testing helps you see if changes work before using them for all.
Here are some things to think about when you assign policies:
Tip: Test new policies with a small group first. This helps you find problems before everyone uses them.
Apps and Resources
You also pick which apps and resources your policies will protect. You can choose cloud apps like Microsoft 365, Exchange Online, or SharePoint. You can include custom apps that use Entra ID to sign in.
Start with the most important apps. Protect apps that hold sensitive or business data. You can set different rules for each app. For example, you might need multifactor authentication for finance apps. Less important tools can have easier access.
You can also protect things like APIs or management portals. This gives you more control over who can use important parts of your system.
🔒 Note: Picking the right apps and resources keeps your data safe and helps users work better.
Conditions and Controls
Sign-In Risk
You need to know if a sign-in attempt is safe. Entra ID checks sign-in risk every time someone tries to log in. The system looks at many signals to decide if the login is normal or suspicious. Microsoft analyzes trillions of sign-ins each day. This helps spot patterns and find risky behavior fast.
Entra ID gives each login a risk score from 0 to 100.
The score shows how risky the sign-in is. Higher scores mean more risk.
Risk levels are grouped as low, medium, high, or critical.
If the risk is high, Entra ID can ask for more proof or block access.
Microsoft Entra ID Protection acts quickly if it sees something strange. You get extra security without slowing down your work.
Device State
Your device matters when you try to access apps. Entra ID checks if your device is managed and follows company rules. If your device is compliant, you get access. If not, you may need to use multi-factor authentication or get blocked.
Conditional Access uses device state to keep data safe. Only devices that meet security standards can reach sensitive resources. You can set policies to exclude trusted devices, like Hybrid Azure AD joined or compliant devices, from extra checks. This helps protect your group from risky devices.
Location and Client Apps
Where you sign in and what app you use can change your access. Location and client app conditions let you set rules for different places and apps. You can allow access from trusted locations, like your office, and block unknown places.
These conditions help you control who gets in and when. You can make sure only safe apps and locations are used. This keeps your data secure and helps you follow company rules.
Grant Controls
Grant controls decide what happens after all checks. You can set rules to allow or block access based on user context, device state, or location.
Grant controls give you the power to fine-tune security. You keep your cloud safe and make sure only the right people get in.
Enforcement and Testing
Enabling Policies
You must turn on your Conditional Access policies to keep your cloud safe. First, look at each policy in the Microsoft Entra admin center. Check that you picked the right users, groups, and apps. Make sure your settings for device state, location, and risk level are correct. When you turn on a policy, you decide who can use your resources. You can make the policy active right away or use report-only mode. Report-only mode lets you see what happens without blocking anyone. This helps you find problems before users notice them.
Conditional Access Evaluation (CAE) lets you act fast when security changes. CAE makes real-time links between Entra ID and your apps. If a user's access changes, like if their account is turned off, the system blocks them right away. You do not have to wait for the sign-in token to end. This keeps your cloud safe and current.
Tip: Always check your policies before turning them on. Try report-only mode first to test.
Testing Policies
Testing your Conditional Access policies is very important. You want to be sure your rules work and do not block the wrong people. There are a few ways to test your policies:
Conditional Access What If Tool: This tool lets you pretend to sign in. You can see how your policies affect a user right away.
Report-Only Mode: Use report-only mode to watch how users act with the policy. It does not stop their work.
Ring-Based Deployment: Start with a small group of users. Watch how the policy works for them. If it works well, add more users.
Testing helps you find problems early. You can fix your policies before everyone uses them. This keeps your users happy and your data safe.
🧪 Note: Always test with a small group first. Use what you learn to make your policies better.
Monitoring Impact
After you turn on your policies, you need to watch how they work. Monitoring helps you find problems and make things better.
You can use the Microsoft Entra admin center to look at sign-in logs. Look for failed sign-ins and blocked access. Use filters like username, date, and resource to help your search. Check which policies caused the block and why.
If you have problems, try these steps:
Read the error message when signing in. It gives hints about the problem.
Sign in to the Entra admin center as a Reports Reader.
Go to Entra ID > Monitoring & health > Sign-in logs.
Use filters like Correlation ID, Conditional Access, Username, Date, and Resource.
Click the Conditional Access tab to see which policies were used.
Check the Troubleshooting and support tab for reasons behind failures.
Use the sign-in diagnostic tool to look deeper.
⚡ Tip: Watch your policies often to catch problems early. Change your policies if needed to keep your cloud safe and your users happy.
Conditional Access Evaluation makes your security stronger. You get faster action when something changes. Your policies work right away, so you can protect your data and users without waiting.
Management and Best Practices
Policy Updates
You have to keep your Conditional Access policies current. Security threats change a lot. Your rules must change with them. Check your policies often to find problems early. Look at your rules when you add new apps, users, or devices. Risk-based policies let you change access if the risk goes up. This keeps your data safe but does not slow your team.
Here is a table of best ways to update your policies:
Tip: Set reminders to check your policies every few months. This helps you stay ready for new risks.
Common Issues
You might see some common problems with Entra ID Authentication and Conditional Access. Knowing these problems helps you fix them fast and keep users happy.
You can also use these tools and tips:
The Microsoft Entra sign-in diagnostic tool helps you find and fix sign-in problems.
The Conditional Access “What If” tool lets you test rules before you turn them on.
Microsoft Entra Identity Protection looks for brute force attacks and helps you stop them.
🛠️ Note: Testing and watching your policies keeps your cloud safe and your users working well.
You get strong safety for your group with Entra ID Authentication and Conditional Access. The table below lists the main good things:
Check your rules often so you can stop new threats. Then, turn on multi-factor authentication, use risk checks, and link device safety with Intune. Keep testing and watching your rules to make sure they work well.
FAQ
What is multifactor authentication (MFA) and why do you need it?
Multifactor authentication asks you for two ways to prove who you are. You might enter a password and a code from your phone. This keeps attackers out, even if they know your password.
How do you test a Conditional Access policy before turning it on?
You can use the “Report-only” mode or the “What If” tool in the Entra admin center. These tools let you see how your policy works without blocking anyone.
Can you block old sign-in methods with Conditional Access?
Yes, you can block legacy authentication. Create a policy that targets old apps and protocols. This stops attackers from using weak sign-in methods.
What should you do if users get locked out by a policy?
Check the sign-in logs in the Entra admin center. Use the “What If” tool to test changes. You can update the policy or add emergency access accounts to help users sign in.