How to Enable 2-Step Verification for Google Workspace

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2-Step Verification places an extra barrier between your business and cybercriminals who attempt to steal usernames and passwords to access business data. Turning on 2-Step Verification is the single most important action you can take to protect your business data.

What is 2-Step Verification?

With 2-Step Verification, your users sign in to their account via two steps with something they know (their password) and something they have (their phone or a security key). Learn how this works for Google Workspace (G Suite) in this article.


Do small businesses need 2-Step Verification?

Cybercriminals target businesses of all sizes. If a hacker gets into your administrator account, they can see your email, documents, spreadsheets, financial records, and more. A hacker could steal or guess a password, but they can’t reproduce something only you have.


2-Step Verification Options for Google Workspace (G Suite)

Option 1: Mobile device

Users can set up their Android or Apple mobile devices to receive a sign-in prompt. Then, when signing into their Google Account on their computer, they will receive a “Trying to sign in?” prompt on their mobile device. The user will then simply confirm their login attempt by tapping their mobile device. Signing in this way adds the security of 2-Step Verification and is quicker than entering a verification code. Learn more about phone prompts here.


Option 2: Verification code generator

Users can generate a one-time verification codes on a hardware token (small hardware device) or an app on their mobile device, such as Google Authenticator. The user enters the code to sign in to their computer and other devices, including the mobile device itself. Google Authenticator and other apps don’t need an internet connection to generate codes.

2-Step Verification supports software and hardware tokens that use the TOTP (Time-based One Time Password) standard.


Option 3: Backup codes

If a user doesn’t have their mobile device or works in an area where they can’t carry mobile devices, they can use backup codes for 2-Step Verification. Users can generate backup verification codes and print or write them, saving them for later use.


Option 4: Text message or phone call

Users can opt to enable Google to send a 2-Step Verification code to mobile devices in a text message or voice call. 


How to get started with 2-Step Verification

Partner with HiView Solutions to get the most out of 2-Step Verification. Our team will help you quickly and easily set up 2-Step Verification for your organization, employing best practices and guidance that suit your team’s specific needs. Whether you want to require 2-Step Verification as part of your organization’s security standards or simply encourage it, we are happy to help on both the technical optimization and user sides. Contact us to get started.