How to set up 2-Step Verification for your Google Account: Google prompts method

Pinch punch, first of the month – it’s October! And for those who don’t know, October is also known as Cyber Security Awareness Month. Therefore, it makes sense that our tech tips over the coming weeks should be dedicated to matters of security. We thought we’d hone in on one very important feature when it comes to protecting our online accounts: 2-Step Verification.

Today, we will be discussing how to set up 2-Step Verification for your Google Account. Your Google Account is the gateway to so many apps: Gmail, Google Docs, Google Photos, Google Sheets and YouTube. Therefore, if you haven’t already, it would be wise to set up 2-Step Verification as soon as possible. But, before we go any further, let’s first discuss…

What is 2-Step Verification?

Think of a medieval castle. One way to improve its defences is to make the walls stronger. The same goes for your online accounts. You can make your passwords stronger by making them longer and more complex. We have written a whole tech tip dedicated on how to do this here: How to make a strong password you can remember.

However, much like castles, our online accounts are prone to attacks. Out there exist legions of cybercriminals and hackers, who are on relentless pursuits to break into accounts and retrieve the precious cargo contained inside. We’re talking information such as our addresses, phone numbers or credit card details. Like the invading armies of old, they are constantly finding new and more sophisticated ways to hack passwords and ‘infiltrate the walls.’

However, the digital war is not lost! Throughout history, castles evolved in their design to combat attacks. Features such as moats, battlements, or palisade walls, were added as additional defensive layers to make the castle more secure. 2-Step Verification — also known as Two-Factor Authentication — is essentially the digital equivalent of this. By opting into it, you are adding additional layers of defence to your online accounts.

The first step of 2-Step Verification is you inputting your username and password as normal. The second step is an additional security check designed to ensure that it is in fact you who is logging into your account. That way, if your password does become compromised, hackers will be stopped at this second hurdle and prevented access to your account.

2-Step Verification and your Google Account

There are multiple ways to verify it is you in the second step of 2-Step Verification for your Google Account. You can use:

• Google Prompts
• Security Keys
• Google Authenticator/Verification Code Apps
• Verification Codes Via Text Message or Call 
• Backup Codes

However, Google themselves, recommends using the Google prompts method.

The Google Prompts Method

What are Google prompts? Google prompts are alerts that Google sends to one of their mobile apps (Gmail, Youtube, etc) in order to ask you to confirm that it is you who is logging in.

Google recommends using this method as it is a lot easier to tap through a series of prompts than to copy and paste verification codes. There is also a security benefit. They help to protect your account against “SIM swap and other phone number-based hacks.” Hackers are getting more devious and have found ways to steal SMS verification codes. The Google prompts method is more secure because it will only send prompts to your signed in devices. 

Google prompts also provide information about the location and time of sign-in attempts. That way, you can more easily recognise suspicious activity and act accordingly.

In order to use Google prompts, you will need an:

• Android phone that is signed into your Google Account and has the updated Google Play services.
• iPhone that is signed into your Google Account via any of the following apps: Gmail, Google, Google Photos, Smart Lock, Photos or YouTube.

How to enable 2-Step Verification for your Google Account

First things first, you need to enable the 2-Step verification feature on your Google Account. On your computer, phone or tablet:

1. Launch Google Chrome.
2. Go to your Google Account.
3. Select “Security” from the menu on the left-hand side.
4. Scroll down to the “How you sign in to Google” section. 
5. Click the “Google prompt” button at the bottom of this section.
6. Click “Get started.”
7. Follow the steps.

If you are trying to set up 2-Step Verification for your work, school or an account under another organisation, the above steps may not work for you. In that case, you would need to contact your Google Workplace administrator to give you permission.

FAO Google Workplace Administrators: How to allow users to turn on 2-Step Verification for their Google Account

In order to complete these steps, you need to be signed in as a super administrator.

1. Log in to your Google Admin console.
2. Go to Menu > Security > Authentication > 2 Step-Verification.
3. Select the relevant organisational unit(s) from the dropdown menu – found under “Security Settings” –  that you want to enable the 2-Step Verification feature for.
4. Tick the “Allow users to turn on 2-Step Verification” box. 
5. Select “Off” under “Enforcement.”
6. Click “Save” in the bottom right-hand corner.

How to verify it is you with Google Prompts

Now that you have set up 2-Step verification for your Google account, every time you sign in you will need to verify it is you with Google prompts. But how do you do that? Once you have completed step 1 — typing in your username and password — you will receive a Google prompt on your device.

1. Check the device and location info detailed in the notification:

• If it is correct: Tap “Yes” to allow the sign-in.
• If it is incorrect: Tap “No” to block sign-in.

And

• If you receive a Google prompt and you are not trying to sign-in: Tap “No” to block sign-in.

Skip second step on trusted devices

Once you have correctly completed the 2-Step Verification process for the first time, you will be offered the option to skip the second verification step in the future. A tick box with the option "Don't ask again on this device" will appear. It is only advisable to tick this box if you regularly use the device and do not share it with any other users.