2 Step Verification
Using 2 Step Verification (Or Multi Factor Authentication, MFA) is very common practice today for most everyday online accounts. It’s now used in everyday banking to verify that it is indeed the intended account holder accessing the account. It’s also commonly used when online shopping to verify transactions are being requested by the account holder.
These days, your school/work email accounts contain very sensitive information. To help protect that vital information, it’s highly recommended to turn on 2 Step Verification/Multi Factor Authentication (2SV/MFA). It’s not just highly recommended by us at ICT North, it’s also highly recommended by the NCSC (National Cyber Security Centre) along with all law enforcement agencies across the UK.
Any service that offers 2 Step Verification or Mutli Factor Authentication (2SV or MFA) it’s strongly advisable to turn it on to help protect your personal information and organisational data if it’s a work account.
What is 2 Step Verification and why should I use it?
It’s easier than you think for someone to steal your password
Any of these common actions could put you at risk of having your password stolen:
- Using the same password on more than one site
- Downloading software from the Internet
- Clicking on links in email messages
2-Step Verification can help keep bad guys out, even if they have your password.
Imagine losing access to your account and everything in it
When a bad guy steals your password, they could lock you out of your account, and then do some of the following:
- Go through – or even delete – all of your emails, contacts, photos, etc.
- Pretend to be you and send unwanted or harmful emails to your contacts
- Use your account to reset the passwords for your other accounts (banking, shopping, etc.)
To setup 2 Step Verification, please speak to your GSuite for Education administrator… This could be someone in your school IT support team, your IT support contractor, your local authority or Academy Trust.
If the setting is turned on but not enforced for your organisation, you can navigate here to enable it. If the setting is not enabled for your organisation, please speak with your GSuite Administrator.
Does two-factor authentication protect me from hackers?
How do I enrol in 2 Step Verification for Google?
1. Ensure you’re logged in with your school/academy G Suite account before continuing!
2. Navigate here
3. Enter your password again when prompted. Ensure it’s your school/academy account!
4. Click Add Phone
5. Enter your mobile phone number (No one sees this but you!)
6. Follow the on-screen instructions.
If you’re enrolling via a prompt when you login it’s even easier! Just follow the on-screen prompts!
Where do I get my Backup Codes?
Click here to find out how to get your backup codes… Please keep in mind, your backup codes may only be used once… Once you use them all up, you must go back to “Your Account” and generate more.
Do I need to use my phone each time to login to my account?
Yes and No!
Depending on how your GSuite administrator has your policies setup you may be able to sign in ONCE on a machine with your password, then tell the machine never to ask for 2 step verification requests again… Unless there is a technical fault with your machine and the machine is replaced/restored/wiped.
There are many alternative options you can choose besides a text message from Google to confirm your identity…
One option is “Security Keys” (Those of you who use CPOMS would probably be familiar with these!) They are small USB style devices that plug into your computer to authenticate you during the login process.
Another option is to use the “Google Authenticator” application on your mobile device or tablet (Check your school policies on mobile device use)
If you are unable to use the “Google Authenticator” application, you can always print off “Backup Keys” to assist login in emergencies, these backup keys are ONE TIME access keys that expire as soon as you use them (You are able to generate and print more as and when needed)
It is always best to have keep your emergency keys on your person, securely (Treat them as you would a debit or credit card, securely out of sight!)
Find out more here
Frequently Asked Questions (FAQ’s)
I'm worried I won't be able to access my account if I don't have a mobile signal, am I able to receive a code using WiFi?
Yes, absolutely!
Simply download and setup the Google Authenicator app on your Smartphone. Please note, this must be setup in advance before you move into an area with no mobile signal. Alternatively, you’d need to use one of your backup codes to sign in.
If you require help with this, please contact your school/learning trust’s IT Department. If you’re an ICT North customer, please raise a ticket on your schools helpdesk using the email or portal link you were sent when you signed up to our services.
Help! I can't sign in, I get a message on screen stating "Your sign-in settings don't meet your organization's 2-Step Verification policy. Contact your admin for more info."
In this instance, please contact your IT Support for assistance with this, once identity is verified you will be issued with backup codes to login to your account. Once you login, you should be prompted to enrol in 2 Step Verification immediately.
I've enrolled using my home telephone number by mistake. I'm in school and I can't access my account, help!
In this instance, please use one of your backup codes to gain access to your account. If you don’t have your backup codes with you, please contact your IT support team for help. Once identity is verified, you’ll be issued with a backup code.
Once you access your account again, its important to change your phone number to ensure it’s a mobile telephone number. Always remember, 2 step verification requires something you know (Your email account password) paired with something you physically have (Your mobile/smartphone to receive a text, phone call or authenticator app code or your printed/securely saved backup codes) to ensure it is indeed you accessing your account.
2 Step Verification Information & Tutorial Videos
Can’t see the videos below? Ask your Internet Service Provider to unblock YouTube or view from home.