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Guide: Gmail 2FA

Two-Factor Authentication (2FA), also known as Multi-Factor Authentication (MFA) or Two-Step Verification, adds an extra layer of security to your company Gmail account. Beyond just your password, 2FA requires a second form of verification, typically from your phone, making it much harder for unauthorized users to access your account even if they know your password.

Why is 2FA Important?​

  • Enhanced Security: Protects your account from phishing attacks and unauthorized access.
  • Data Protection: Keeps company data and sensitive information safe.
  • Compliance: Helps the company meet security standards.

What You'll Need​

  • Your company Gmail account username and password.
  • Your smartphone (iOS or Android).

Step-by-Step Guide to Set Up 2FA for Gmail​

Follow these steps carefully to enable 2FA for your company Gmail account:

Step 1: Access Your Google Account Security Settings​

  1. Open your web browser and go to myaccount.google.com.
  2. If prompted, sign in with your company Gmail address and password.
  3. On the left-hand navigation panel, click on Security.

Step 2: Find the 2-Step Verification Option​

  1. Scroll down to the "How you sign in to Google" section.
  2. Click on 2-Step Verification.
  3. You may be asked to re-enter your password for security purposes.

Step 3: Start the Setup Process​

  1. On the 2-Step Verification page, click Get started.

Step 4: Choose Your Second Step​

Google offers several options for your second verification step. We recommend using a Google prompt or an authenticator app for the best security and convenience.

Option 1: Google Prompt (Recommended for ease of use)

This sends a prompt to your smartphone, which you simply tap to approve.

  1. Google will automatically detect if you have a compatible phone signed into your account. Confirm the phone listed is yours.
  2. Click Continue.
  3. On your phone, you will receive a "Trying to sign in?" prompt. Tap Yes to approve.
  4. Once approved, Google will confirm it worked. Click Turn on to activate 2-Step Verification.

Option 2: Authenticator App (Recommended for enhanced security)

This generates unique codes on your phone, even without an internet connection.

  1. On the "Add a second step" page, scroll down and find the Authenticator app option. Click Set up.
  2. Choose your phone type (Android or iPhone) and click Next.
  3. Open your authenticator app (e.g., Google Authenticator, Microsoft Authenticator, Authy) on your smartphone. If you don't have one, download it from your app store.
  4. In the authenticator app, look for an option to add a new account (usually a "+" sign). Select Scan a QR code.
  5. Scan the QR code displayed on your computer screen with your phone's authenticator app.
  6. Your authenticator app will then display a 6-digit code.
  7. On your computer, enter this 6-digit code into the field provided and click Verify.
  8. Once verified, Google will confirm it worked. Click Turn on to activate 2-Step Verification.

After turning on 2FA, you'll be directed to a page where you can add backup options. It's crucial to set these up in case you lose your phone or can't receive prompts/codes.

  • Backup codes: Generate and print a set of one-time use codes. Keep them in a safe place.
  • Backup phone: Add another phone number where you can receive verification codes via SMS.

What to Do After Setup​

  • The next time you sign into your company Gmail account on a new device or after clearing your browser cache, you will be prompted for your password, and then for your second verification step (e.g., Google prompt or authenticator code).
  • Do not share your 2FA codes or backup codes with anyone. IT will never ask for them.

If you encounter any issues during this setup process, please submit a request via Jira Service Management on Slack.