You can never be too careful when it comes to online security, especially when technology forms such a critical part of your business. To that end, many online systems now employ 2-step verification technology as standard, and with Google, this offers an extra layer of security against security breaches to your email, online calendar and other associated Google Apps.

If you use Google for Work, or any other Google products, you may well have already encountered the 2-step verification process. It’s fairly straightforward when accessing from a browser, however, if you are trying to access a Google product via another method (for example via your iPhone or a third party application) then you may have to apply for an app password instead.

What is “2-step verification”?

2-Step Verification adds an extra layer of security to your Google Account by sending a code to your mobile phone to verify your identity after logging into a new device with your username and password. This process dramatically reduces the possibilities of hackers breaking into your online account and stealing your personal information because it means that not only would they have to know your email address/username and password, but they would also need access to your mobile phone.

Setting it up…

There’s an easy setup wizard available to turn on 2-step verification, here’s how to do it:

  • From your Google Account, click the Toolbox icon in the top right hand corner of your screen then select ‘settings‘ from the menu2 step verification (14)
  • Select the ‘accounts‘ tab > Google Account settings (Found under the ‘change account settings‘ section near the top of the page) to change your password and security options and access other Google services.2 step verification (13)
  • You’ll then be presented with the account settings page, scroll down to the ‘signing in‘ section > click the option for 2-step verification to start the wizard > click ‘start setup2 step verification (6)
  • You’ll then be prompted to enter your account password and confirm your telephone number
  • Select whether you would like to receive codes as a text or voice call, and then Google will then send you a code via your chosen method.2 step verification (10)
  • Once the code arrives, enter this when prompted and click Verify and then on the next screen click Confirm and you’re all done!
  • You’ll be prompted to sign into your Google account again and don’t forget if you have other connected devices to your account, such as a mobile phone or iPad, you’ll need to reconnect these now the security on your account has increased.
  • Depending on the devices you wish to connect, you may need to generate an App Password.2 step verification (7)

 

Generating App Passwords

Some Google owned apps may already have 2-step verification built into it, but often third party apps, or Gmail on mobile devices will require an application specific password (a 16-digit pass code) instead of working with the traditional 2-step verification method. If you are receiving a password error in an app or mobile device, it might be that you need to authorise the device with an app password first

If you get prompted to provide an app password, you first need to generate it from the security area:

  • From your Google Account, click the Toolbox icon in the top right hand corner of your screen then select ‘settings‘ from the menu
  • Select the ‘accounts‘ tab > Google Account settings (Found under the ‘change account settings‘ section near the top of the page) to change your password and security options and access other Google services.
  • You’ll then be presented with the account settings page, scroll down to the ‘signing in‘ section > click the option for App Password
  • From the next page, select the Google product you would like to work with and the device you’d like to authorise2 step verification (5)
  • Click ‘generate
  • Your code will then be displayed on the screen along with some instructions2 step verification (2)
  • You can generate as many of these codes as you need, and revoke them at any time if you need to2 step verification (1)

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