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Google 2-Step Verification / Multi-Factor Authentication

Google 2-Step Verification / Multi-Factor Authentication

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Last Updated On
byBrian Lowrance
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3.13.24.1

2-Step Verification is required for all BPSD employee’s by April 3, 2024. You can enable it at your leisure ahead of the deadline.

Below you will find instructions on how to set up 2-Step Verification but first we wanted to answer some common questions concerning Google 2-Step Verification. Skip to Instructions (link)

What is Google 2-Step Verification?

2-step verification is an additional layer of security for your Google Account to help keep others out of your Google Mail, Drive, etc.. In addition to your username and password, you’ll enter a code that Google will send you via text, voice message or you’ll tap ‘Yes’ on a mobile prompt upon signing in. 2-step verification drastically reduces the chances of having the personal information in your Google account monitored and/or stolen by someone else. Google will remember devices you sign in to using 2-Step so you will only have to do this once on each device you use on a day to day basis. Your device(s) may require you to provide your 2-Step authentication after a password change for further confirmation.

What if I don’t want to use my phone?

Don’t want to use your phone? That’s ok, you will need to receive an initial text message or voice call with a code to set up 2-Step Verification at first but then you can come back to these instructions and change your authentication method to an alternative such as an Authenticator App or physical Security Key. See the end of this section for examples.

Get your backup codes!
First, lets get your “Backup Codes(link)” just in case something goes astray.
**Important! You must first setup 2-step verification using the instructions in the “Let’s Begin” section further below before you can proceed with this section.
1. Go to https://myaccount.google.com/security
2. Click on 2-Step Verification
3. Scroll down and click “Backup Codes” (you will need these before removing your phone)
4. Click Get backup codes.
Save these codes where you can access them for logging into your Google account (don’t save in Google Drive, Email, etc as you will need these to gain access to these services on a new computer/browser)
5. Click the left arrow next to “Backup codes”

Now, let’s set up a different factor than your phone number. At this time, you can use either an Authenticator App or Security Key (see examples at the bottom of this section).

Method: Authenticator App
1. Go to https://myaccount.google.com/security
2. Click on 2-Step Verification
3. Click the right arrow next to “Authenticator App“
4. Scan the presented code with your authenticator app
5. Click Next
6. Verify by typing the code shown in your authenticator app and saving.
7. Add another alternate factor or move to “Remove my phone number as a second factor“

Method: Security Key
1. Go to https://myaccount.google.com/security
2. Click on 2-Step Verification
3. Make sure your security key is not connected to your computer.
4. Click the right arrow next to “Security Key“
5. Click Add Security Key
6. You will be prompted to insert your security key (and tap/press the button if it has one).
7. Confirm that it was successfully added.
8. Add another alternate factor or move to “Remove my phone number as a second factor“

Remove my phone number as a second factor:
**Note: You can only do this after the enrollment deadline if you have set up either an Authenticator App or Security Key. If you retire or are otherwise no longer employed, this will go away when we delete your account.
1. Go to https://myaccount.google.com/security
2. Click on 2-Step Verification
3. Click the right arrow next to your phone number
4. Click the trash can icon to the right of the phone number you wish to remove.
5. If you decide to add your phone number back, you can do so on this same page by clicking the right arrow next to “Voice or text message” under “Add more second steps to verify it’s you“

Example Authenticator Apps (free – others are available as well):
Google Authenticator
Microsoft Authenticator
Any other Authenticator app that allows you to scan a QR code and save a time-based authentication token.

Example Security Keys (examples, others are available as well; Search term “Fido2 security key”)
Yubico – USB-C + NFC
Yubico – USB-A + NFC
A USB-A / USB-C adapter may be useful depending on the device(s) that you use.

What if I lose my phone or it is stolen?

If your phone was lost or stolen, we strongly recommend that you change your BPSD Account password and remove your device from your Google account trusted devices list (link). This will help prevent others from accessing your BPSD Google Account from your phone. Learn more here. 

Why does Google keep asking for verification every time I log in, even though I check the box to remember my device for 30 days? 

Most likely you need to enable cookies in your browser or your browser is set to automatically clear the cache when you exit. 

As always, if you have any issues you can submit a ticket by visiting our workorder and we would be more than happy to assist you in setting up 2-Step Verification.

LET’S BEGIN!

Instructions for setting up 2-Step Verification

Here is a good EdTech YouTube video describing the process and some options: https://www.youtube.com/watch?v=Lx5K12CfdZA
*** Please note, this video initially describes the “Google Prompt” method, that we have not described below. The “Google Prompt” method is convienant but requires that you have one of the following apps installed and logged into your school account: Gmail app, YouTube app, Google app, Photos app or Smart Lock app — You are not required to do this. You may already have installed one or more of these and logged in on your own. For more information on this method please visit https://support.google.com/accounts/answer/7026266
The method described below is simply a text message/voice call with a code from Google ***

We hope that you find the process either at the YouTube link or below easy to follow.

  1. Start by logging into your Google Account at myaccount.google.com
  2. Select the Security menu item on the left side of the pane.
  3. Scroll down to the Signing in to Google section and select 2-Step Verification
  4. Click the GET STARTED button
  5. Next you will be presented with Let’s set up your phone. Enter your phone number and select whether you want a text message or a phone call. Then click NEXT.
    (Please note, privacy and security goes both ways! Rest assured that adding a text/voice number doesn’t give BPSD any access to your phone. It simply provides a way for Google to ask you if you are who you say you are by authenticating your password AND adding a second step by verifiying with something that you and only you should have (text message, voice call, authenticator app codes). This transaction is between you and Google alone. BPSD does not gain any access to your phone/device or it’s contents as a result of this -Brian Lowrance, Technology Director, brian@bentonschools.org)
  6. The next step will confirm you have the correct number entered. Google will text or call you with a code that you will enter into the box where it says Enter the code. After you have input the code click NEXT.
  7. Next you should see It worked! Turn on 2-Step Verification? Click the TURN ON button to finish setting up 2-Step Verification.

  8. On the last screen Google will show Available second steps that are enabled and below that Add more second steps to verify it’s you.
    1. You can add back up phone numbers by clicking on Voice or Text Message and following the prompts to add additional numbers.
    2. You also have the option of using Backup codes for 2-Step Verification or a variety of other alternative second steps. We recommend you choose at least one alternative option in case you are not near your phone or do not have cellular service or wifi available.

Keyword list: 2FA, 2-Factor, 2 Factor, MFA, MultiFactor, Multi-Factor, Backup Codes, Google Authenticator, TOTP

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