Step-by-Step Guide to Setting Up Two-Factor Authentication for Enhanced Security

The world is going through an immense tech revolution that might change the future forever. However, the changing dynamics can make cyber security a necessity in the future. That is why most tech enthusiasts are also opting for a Cybersecurity Course. A cybersecurity analyst can protect a company's data and limit access.

As per CISO (chief information security officers), three in four companies in the USA were at risk of a material cyberattack in 2023. They believe cyberattacks have been increasing in recent years which may further increase in the future.

This is when two-factor authentication (2FA) plays an important role. It is a reliable cyber security measure to add an extra layer of online protection. It can save businesses from data breaches, cyber threats, and financial fraud.

Moreover, social media continues to grow in popularity which may need stringent security rules. The rise of AI can easily be misused for user identity. It can lead to several cyber crimes in the upcoming years. Hence, a business needs two-factor authentication (2FA) security to protect all confidential details. This article will discuss important platforms where businesses need 2FA. Moreover, it will provide a step-by-step guide to set up 2FA on all the accounts.

What Is Two-Factor Authentication? Why Is It Used?

Two-factor authentication (2FA) (two-step verification) is a security method where users must provide two separate authentication factors to verify their identity. This approach tightens the security of user credentials and the resources they can access.

Single-factor authentication (SFA) only relies on a password or passcode. Someone may try fewer attempts and crack that code. However, 2FA combines a password (the first factor) with a second factor, such as a security token or biometric data.

It can be a magic link, an SMS, a fingerprint or facial recognition. Each authentication factor offers stronger protection against unauthorized access.

Types of Two-Factor Authentication Methods

Each online platform has a different 2FA method. It can offer security via Gmail, a text message, or a biometric.

Email Codes and Links

Email links and codes are quite popular among many platforms such as Facebook, Instagram, Google, etc.

For example, when a person logs into a Gmail account from a different browser or device, he often gets a confirmation email. It is then followed by a code which he must enter on the login page to verify identity.

This approach is simple and convenient for users. However, its effectiveness relies on the security of email accounts. If the email account is hacked, this method of 2FA can be misused as well. Therefore, one must have strong security measures to protect email accounts.

OTPs (One-Time-Passwords)

Whether it's a financial transaction or a marketplace login, One-Time-Passwords (OTPs) are a widely used two-factor authentication (2FA) method. Most platforms use it for sign-in verification or identity verification. One may get these codes via text message. However, it will be sent only to the registered phone number.

However, sometimes they can also send it via email but it's less common. Some banking services can offer the voice call option to send the code. Regardless of the delivery method, the goal is to confirm the user’s ability to access the phone number or account.

This way, even if someone steals the user's password, they won’t be able to log in without access to the registered phone number.

Biometrics: Fingerprint, Face, or Voice Recognition

Biometric authentication can be a futuristic concept for most people. However, it has already entered into the market and is contributing its part to cybersecurity.

Most smartphones now support fingerprint and facial recognition for authentication. Hence, it's easy for web applications to incorporate similar methods for 2FA.

One may find this type in government applications and websites. When a person tries to enroll for a government scheme or enquires about the tenders, the platform can ask for fingerprints or eSignatures. The most common example is when a business wants to get a food and safety license online. He might go through all the biometric 2FA to prove his identity.

This method has fewer drawbacks. While someone can change your password he cannot vanish your biometric data. He may only alter a fingerprint or eye scan but he could never change it completely. However, the new biometric systems are using AI for further clarification. Hence, it will eliminate these limitations in the future.

Two-Factor Authentication Security For Popular Business Platforms

A business can use several platforms for its operations. However, they must be careful of fewer ones like Google, Outlook, and social media accounts.

Gmail

A business Gmail account can have all the sensitive information. Once a person gets access to business Gmail, he will also have access to Google Docs, Google Sheets, Calendars, Contacts, Photos, and more.

Hence, a company must keep their and customers' information safe. One may follow these steps to enable two-factor authentication.

Step 1: Log into your Google Account

Step 2: Click the 3×3 square in the upper right corner

Step 3: Go to My Account and click on that icon

Step 4: Tap on Sign-In & Security

Step 5: Scroll down and click 2-Step Verification

Step 6: Click on “Get Started”

Step 7: Type your password

Step 8: Give your registered phone number and select either call or text

Step 9: Enter the code (It will be sent via text or call)

Step 10: Tap on Turn On

Meta Business Suite

More than 10 million businesses use Meta's ad tools. The biggest force behind the meta suit is the small and medium businesses with giant players like Amazon. Hence, one must adjust the settings in Meta Business Suite to avoid cyber attacks on any of the company’s social accounts. They can manage business settings and turn on the two-factor authentication method as follows:

Step 1: Log into the Accounts Center using Meta account information.

Step 2: Tap on Password and Security on the left

Step 3: Then click Two-factor authentication.

Step 4: Choose your Meta account.

Step 5: Follow the on-screen instructions, then click Next.

Step 6: Enter the confirmation code received on your registered number

Outlook

Outlook can help businesses in email management. It also has an integrated calendar for scheduling and collaboration tools. Hence, one must instill 2FA as an information security method. Mentioned below are the steps to enable 2-step authentication in Outlook

Step 1: Go to the Outlook.com website and log in.

Step 2: Select the gear icon.

Step 3: Tap on Options and go to Account details.

Step 4: They will display an account.live.com page where you must select Security & Privacy.

Step 5: Go to More Security Settings and select Set up two-step verification.

Step 6: It will ask you to confirm your identity via email, phone, or the Microsoft account App.

Step 7: Use an app-specific password to log in via the Outlook App.

Step 8: Now go to More Security Settings under Security & Privacy

Step 9: Scroll down and tap on “Create a new app password"

Is 2FA Enough to Secure Business Data?

Although 2FA increases security, it is not foolproof. It can add an extra layer of protection and secure a person’s identity. However, if hackers manage to get authentication factors, they can get unauthorized access to business accounts.

Hence, companies seek world-class network security and security analysts with prior experience with cybersecurity tools.

Final Thoughts

Cybersecurity is an unavoidable aspect of every business. Two-factor verification can help an individual but may only be effective at small enterprises. The AI revolution can pose a major necessity to hire cybersecurity experts.

These experts can protect sensitive data, and prevent cyber threats, and malware. If you want a professional certificate, the MAGES Institute offers a Professional Certificate in Cybersecurity. The program covers cybersecurity fundamentals, threat mitigation, host and network security, identity and access management. Contact the MAGES Institute of Excellence today and book your seat!