Business Email Security: How to Enable Two-Step Verification

Your employees are great at what they do — whether that’s closing deals, building campaigns, or keeping operations running like clockwork. But when it comes to business email security? That’s not always in their wheelhouse.

And that’s a problem.

Because despite all the firewalls, software, and spam filters you might have in place, your people are still your biggest vulnerability. In fact, under-educated or unaware employees are the most common entry point for cyberattacks — especially in the form of phishing emails, social engineering, and credential theft.

Two-Step Verification for Business Email Security

You wouldn’t leave the front door of your office unlocked, right? So why leave your email accounts wide open with just a password?

Two-step verification — also called two-factor or multi-factor authentication (2FA/MFA) adds an extra layer of defense between your business and a would-be attacker. It’s one of the easiest (and most overlooked) ways to drastically improve email security.

Let’s break it down:

One-Step Verification (a.k.a. The Bare Minimum)

1. Employee enters email and password

2. Access granted
   
   

If a hacker gets ahold of that password — through phishing, a data leak, or sheer luck — they’re in. No alerts. No roadblocks.

Two-Step Verification (a.k.a. The Smart Way)

1. Employee enters email and password

2. A single-use, randomly generated code is sent to their phone (text, app, or authentication tool)

3. Access granted only if the code is correct and timely
   
   

Now, even if a hacker has the password, they’re stuck. Unless they also have the employee’s phone (which is unlikely), they’re out of luck.

How to Enable Two-Step Verification in Gmail

To keep your company and customer information safe, have all of your employees follow these steps to enable two-factor authentication.

1. Log into your Google Account
2. Click the 3×3 square in the upper right hand corner
3. Click on My Account
4. Click Sign-In & Security
5. Scroll down and click 2-Step Verification
6. Click Get Started
7. Enter your password
8. Enter your phone number and select either call or text
9. Enter in the code that was delivered via text or call
10. Click on Turn On
    
    

How to Enable Two-Step Verification in Outlook

1. 1. Sign in to your Outlook account
   2. Click your name in the top right corner
   3. Click Account Settings
   4. Scroll down and click Set up two-step verification
   5. Click Next
   6. Choose your verification method
      1. If you’re on a desktop or laptop, you can choose from a phone number or email address as your second verification method
      2. If you’re on a mobile device, it will ask to install an app
         
         

Phone

1. 1. 1. Enter your phone number
      2. Choose text or call and click Next
      3. Enter the code you received and click Next
      4. Click Next again
      5. Click Finish to complete
         
         

Email

1. 1. 1. Select an alternate email address
      2. Enter your alternate email address
      3. Click Next
      4. Go to your alternate email and enter the requested code, click Next
      5. Click Next again
      6. Click Finish to complete
         
         

App

1. 1. This will depend on your device and operating system. Follow the directions for your device within the app.
      
      

Following Cybersecurity Best Practices for Your Small Business' Safety

It’s not that your employees are careless. It’s that cyber threats are getting sneakier. A seemingly innocent link from a “coworker.” A file download that looks just like a client invoice. A login page that’s almost identical to your company’s portal.

Without proper training, even your top performers can unintentionally open the door to a data breach.

The solution? Ongoing education, simple security protocols, and clear reporting procedures. Empower your employees to be your first line of defense — not your biggest risk.