With many businesses now adopting a hybrid working model, it has never been more vital that devices and data are fully protected no matter where they are located. Hackers are becoming more ingenious and determined to find new ways to gain access to information. The traditional username and password are no longer judged secure enough to ensure that your sensitive data is safe. Instead, two factor authentication (2FA), is widely recommended as a way to add another layer of protection to your account, app or service.
Many big service providers now offer 2FA as standard, e.g. Amazon, Dropbox, Facebook, Google etc. You have probably already come across it if you use online banking. It is also recommended for many Microsoft services, including Exchange email.
What is Two Factor Authentication (2FA)?
2FA is another layer of protection that strengthens access security to online accounts. It requires two methods, known as authentication factors, to verify identity.
- Password
- Security Info
The second authentication factor, security info, can be biometric information (fingerprint), QR code, hardware token etc. However, 2FA is usually implemented via a security code sent to either your phone or a specialised authenticator app e.g. the Microsoft Authenticator App. The Authenticator App will need to be downloaded and installed on your smartphone or tablet in advance.
What do you need to set up 2FA?
Having a variety of backup options is preferable. As a minimum, you will need
- Two email addresses, the one you normally use and a backup one
- A phone number or access to an Authenticator app that you have downloaded
What happens when you turn on 2FA?
When you sign in to your account, you will enter your email and password as usual. In addition, a security code will be sent to your chosen device, i.e. your phone or authenticator app etc.
How often will I have to authenticate with 2FA?
Every time you sign into your account on a new device or from a new location, you will need to verify with 2FA. However, you will not need 2FA every time you sign in. Verification settings can be configured to meet business requirements e.g. after a password reset or inactivity of 14 days etc.
2FA and Exchange Email
With Microsoft Exchange email, a user’s mailbox resides on an Exchange server and emails are accessed via a client application, e.g. Outlook. To activate 2FA on Exchange email, an Active Directory service is required, e.g. Azure AD.
Is setting up 2FA worth it?
Absolutely! With 2FA installed, if a hacker obtains your password and tries to access your email account, they will fail. In fact, a report from Microsoft in 2019 concluded that 2FA blocked 99.9% of automated attacks. A Google report around the same time published similar findings.
To learn more about 2FA and how it can make your business IT services more secure, contact your local IT support company.
DATA Computer Services is an experienced IT support company in Edinburgh. To find out more about our business IT services, get in touch or call us for a chat on 0131 657 1666.