Ensuring the security of your digital accounts is more critical than ever, and Google Workspace provides robust tools to help protect user data. One essential feature is 2-Step Verification (2SV), an added layer of security designed to prevent unauthorized access. This guide will explore how 2SV works within Google Workspace, and tips on setting it up effectively. By implementing 2SV, organizations can greatly enhance account protection, keeping sensitive information safe from threats.
This setting controls users' ability to enable or disable their account’s 2-Step Verification settings in Security Settings. This is required if Google Workspace Administrators are enforcing 2-Step Verification.
This screenshot shows the Google Workspace Security Settings page, where the parent organizational unit is selected, and 2-step Verification is turned on for everyone in the organization. It helps illustrate how the admin sets up security for all user accounts.
This setting forces users to use 2-Step Verification when logging in.
Here, this screenshot in Google Workspace highlights the Enforcement options for 2-Step Verification, allowing administrators to choose between turning it off, enforcing it immediately for users who have already set it up, or setting a future date for enforcement for those who have not yet activated the feature.
After completing the 2-step verification, the Administrator can advise users to proceed with the following steps:
Set up 2-Step Verification from the end-users' end:
1. Ask your user/s to sign in to their Google Account: myaccount.google.com
2. Go to Security > look for “How you sign in to Google” > click 2-Step Verification
3.
The above screenshot shows the Security page on the user's myaccount.google.com in Google Workspace, where they can activate 2-Step Verification to enhance the security of their Google account.
4. For security purposes, it’ll ask your user to sign in back to their Google account
5. Once signed in, click Turn on 2-Step Verification
This screenshot features the option to activate 2-Step Verification in Google Workspace, highlighting the "Turn on 2-Step Verification" button that users can click to enhance their account security.
6. Follow the on-screen steps to complete the 2SV setup.
This screenshot prompts users to enter a phone number to receive verification codes as part of the 2-Step Verification setup in Google Workspace. It ensures an added layer of security by allowing users to verify their identity through a mobile device.
The above screen shows the user to enter the verification code sent to their phone to complete the 2-Step Verification setup in Google Workspace. This step ensures the user's identity and enhances account security.
Here, this screen shows a confirmation message that indicates the user has successfully enabled 2-step Verification in Google Workspace, enhancing their account security.
7. After turning on the 2-step verification, the user must either select all “Second steps” methods or select one of the “Second steps” that the user prefers to set up.
This screenshot shows the various secondary verification methods in Google Workspace's 2-Step Verification setup. Users can choose from options like security keys, Google prompts, the Authenticator app, and backup codes, each designed to enhance account security by providing an additional layer of protection during the sign-in process.
When an Administrator Enforces 2-Step Verification or when the users are not able to set up 2SV during the enrollment period, users get locked out. Before deploying 2SV, communicate your company’s plans to your users.
Group the affected users to an Organizational Unit and set a new deadline. See: Enforcing 2-step verification section, if users have not yet set it up.
Administrators can track their user’s 2SV enrollment by using Admin Console’s Security Reports
Note: Only Google Workspace Business Plus and up have access to this feature.
Here, the screenshot shows the Security Reports section in the Google Workspace Admin Console, where administrators can view the enrollment status of users for 2-Step Verification, helping them manage and monitor security compliance across the organization.
To give new users time to enroll before enforcement applies to their accounts, Admin Console’s 2-Step Verification settings allow a New User enrollment period. You can select a time frame from 1 day to 6 months. During this period, users can sign in with just their passwords.
This screenshot shows the 'New user enrollment period' section in the Admin Console's 2-Step Verification settings for Google Workspace. It allows administrators to set a specific timeframe for new users to enroll in 2-Step Verification. This helps enhance security by ensuring all new users complete the verification process within the designated period.
In summary, rolling out 2-Step Verification (2SV) on Google Workspace is a solid move for better security. It’s a team effort—admins set it up and enforce it, while users pick their preferred method, like prompts or backup codes. Keeping track of who’s onboard is easy with reporting tools, and a grace period helps new users ease into it. With everyone playing their part, you’re all set for a smoother, safer workspace.
