2FA with Google Apps

2nd Factor Authorisation (2FA) with Google 

Also known as 2-step verification, means making your account more secure by requiring a second device—usually your mobile phone—to authorise your access to your account. If you use online banking you've probably being doing this for years, but the second factor was a dongle, not the most convenient of devices to have on hand, whereas most of us usually have a mobile phone within reach. To learn more about this process from Google, click here.

1. Initiate Setup - SMS

You may not wish to use your personal number for this, that's okay, you can just use it to initiate the process, and then choose another method afterwards.

To start the setup process, click here. It's relatively straightforward, but you will (obviously) need access to your mobile phone to complete the set-up.

Once you've complete this step there is no need to continue unless you'd like to add/change your preferred 2FA method, which I would encourage.

Google App

2. Alternative/Additional Access

If find tapping in random codes tedious, or/and you don't always use the same mobile number, then you will want to opt for the ADD GOOGLE PROMPT option, using the Google App, or the GMail App.  You'll need to install the app on your phone and sign into your college account. Then you'll be able to add this option, so instead of typing in a code that's been texted to you, you can just tap YES to a prompt from the app.

3. Google Authenticator App

Google Authenticator App

As a third option, (or as an alternative to using the Google App) you can use the Google Authenticator App this will generate the codes you need.

Once you've installed the Authenticator app on your smartphone, when you log into your college google account providing your user name and password to the site, then you can run the Authenticator app. The app displays a six-digit one-time password.

Shared Accounts

For role-based and departmental accounts the person primarily responsible for checking or using the account should set-up the verification process.  All of the above methods are available, as you can add multiple mobile numbers to one account as back-up options to receive the code. So each person who needs access to that shared account, can add their mobile number to the same account.

If you are using the Authenticator App, then you can have multiple accounts linked to the App on one phone. So again, each person with access can link their Authenticator App to the shared account.

Receiving a voice call to a fixed line or even printing out a set of codes are other possibilities. It is best to set-up at least two of the options to provide alternatives.

Finally, you can generate and save a set of back-ups codes from the alternative second step options. Obviously, do not leave these codes next to a computer!

[Adapted from an original document by Ben Morgan]