Google Two-Factor Authentication

During the 2022 summer, the Adams 14 Technology Department enabled a technology called two-factor authentication within Google. You may know it by other names like 2FA, two-step verification or multi-factor authentication (MFA). Throughout this page, we will use these terms interchangeably. This feature is turned on for all staff accounts.

What is two-factor authentication?

Two-factor authentication adds a second layer of protection during the login process online. Generally, an online account is tied to a password or "something you know." Two-factor verification adds the second layer of “something you have” (typically your smartphone and if that is absent, a USB security key). You most likely already have experience using two-factor verification with an online banking account so enabling it within Google hopefully will not be a new experience.

Why are we implementing two-factor authentication?

Bad actors (hackers, nation-state actors, criminals) are using new and old techniques in creative ways to acquire user passwords; they can buy lists of usernames and passwords on the dark web, they can use social engineering and email phishing tactics to steal passwords, and they can use brute force methods to guess weak passwords. Adding a second form of verification dramatically decreases the likelihood of your password being compromised.

How often will I need to use two-factor authentication?

Google will not require two-factor authentication every time you log in. Once you authenticate and complete two-step verification on your phone or computer you will have the option to “remember this device.” From that point on Google will not prompt you to perform 2FA on that device unless you clear your browser’s cache, change your password, or if Google suspects that your account has been breached. This is really important. The Technology Department's goal is not to have a big impact on your normal workflow. Its goal is to try and limit a bad actor’s ability to use your account, just by getting access to your password.

The Google training videos below show why you want to use two-step verification with your Google Workspace account and how to enable it, and how you can use 2FA if you don’t have a phone.

Help Protect Your Account With Two-Step Verification

Setting Up Two-Step Verification for Your Google Workspace

How to Use Two-Step Verification Without a Phone

Frequently Asked Questions

Is Google two-step verification required to log onto district computers?

Why should I use Google prompts?

The easiest verification method is Google prompts. Using this method, you just tap a prompt rather than enter a verification code. Google prompts can help protect against phone number-based hacks such as SIM card swaps. It is more secure than using voice or text messages. Below is some key information:

Google prompts are push notifications you receive on Android or iPhone devices that are signed in to your Google account.
Based on the device and location info in the notification, you can:
- Allow the sign in if you requested it by tapping "Yes"
- Block the sign in if you did not request it by tapping "No"
Google may occasionally also ask you to tap a pin number that matches the one displayed on your screen, for extra security

Note: If you sign in to your Google account on any eligible phone, Google prompts is added as a method for two-step verification automatically

How do I turn on Google two-step verification?

To turn on two-step verification:

Browse to Google’s two-step verification enrollment page.
Sign in with your credentials if needed.
Click the "GET STARTED" button. (Have your phone nearby.)
Follow the step-by-step setup process.
Once you’re finished, you’ll be taken to the Google two-step verification settings page. Review your settings and add additional verification methods. Be sure to add several alternative methods.

How do I keep from being prompted each time?

If you are using a device that is primarily assigned to you, such as your office computer or your own mobile device, you can mark that device as trusted so that you do not have to enter a verification code each time you sign in. To do this, follow these steps:

Sign into your Adams 14 Google Workspace account on a computer or device you trust.
When you enter the verification code, also select the option “Don’t ask again on this computer.”

Why am I not seeing Google prompt notifications on my phone?

On Apple iOS, be sure that:

Your phone is connected to the internet. You need Wi-Fi or cellular data turned on to receive notifications.
You turn off Focus or Do Not Disturb in Settings if it is turned on.
You have turned on push notifications for the Gmail app, Google app or Smart Lock app.

On Android, be sure that:

Your phone is connected to the internet. You need Wi-Fi or cellular data turned on to receive notifications.
You turn off Do Not Disturb, if the setting is turned on.
Your phone has the latest version of Google Play services.
Check that you are signed into your Google Account: Open Settings. Tap Accounts and then Google. If you aren’t signed in, follow the on-screen steps.

My application doesn't support "Sign in with Google." How can I log on now that I have two-step verification turned on?

Nearly all modern apps and programs support “Sign in with Google” in which they take you to a Google web page to sign in when you add your account. This works with 2-Step Verification. Make sure your app or program is the latest version. You should be all set.

If an app doesn’t offer “Sign in with Google,” you can either:

Switch to a more secure app or version (recommended!)
Use App Passwords

An App Password is a 16-digit passcode that gives a less secure app the ability to access your 2-Step Verification-enabled Google Account.

To learn how to generate and use App Passwords, please read Sign in with App Passwords on Google’s support site.

Apple users: please note that iPhones and iPads do not require App Passwords—they can use “Sign in with Google,” which is more secure.

Why should I configure more than one verification method?

What two-step verification methods are supported for Adams 14 Google Workspace?

Adams 14 supports use of the following Google 2-Step Verification second step methods.

Google prompts. After you enter your password, Google prompts are securely sent to every mobile device where you’re signed into your Google account. Just tap the notification to review and sign in. No need to enter verification codes.

Authenticator app. Generate a verification code using an app on your smart phone. Commonly-used authenticator apps are Google Authenticator and Microsoft Authenticator.

Voice or text message. Receive a verification code using SMS text message or voice on your registered phone. (Note: this is a less secure method than using Google prompts or an authenticator app.)

Backup codes. Use a single-use code from a set that you download or print. You can generate a new set when you run out. Be sure to always store these codes securely!

What if I don't have my phone with me?

If you will be somewhere without your mobile device, you can use backup codes for two-step verification.

To learn how, please read sign in with backup codes on Google’s support site.

Please note:

Once you use a backup code to sign in, that code becomes inactive.
You can generate a new set of 10 backup codes whenever you want, using the instructions above.
When you generate a new set of codes, the old set automatically becomes inactive.

I just turned on two-step verification. Why are some of my apps prompting me to log in again?

Why am I not receiving the SMS text message verification codes on my phone?

There are several reasons this might happen.

You will not receive a verification code if Google prompts is your default second step. Instead, look for the system notification (Android) or open the Gmail app, Google app, or Smart Lock app signed in to your Google Account (Apple iOS) and respond to the prompt.
Google may not send you a verification code if they notice anything suspicious about how you sign in.
You may be in a location with marginal service. Delivery speed and availability varies by location and service provider.

Related: If you requested and received multiple verification codes, only the newest one will work.

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