How to set up and use security keys for 2-factor authentication

2-factor authentication (2FA), sometimes called two-step verification (2SV), is a way to prove who you are in a two-step process. 2-step verification adds an extra barrier to reduce or prevent cyber attacks by protecting logins. Having 2FA on as many accounts as possible provides important protection for your account, data and school or kura. 

It doesn’t matter what sort of 2FA you use, whether it’s receiving a text message, using a code from an app on your phone or using a hardware token like a security key.

Security keys

Security keys give an elevated level of security for the accounts you use them on and are easy to use. They are for individual use only and must not be shared. The same key can be used to manage a user’s accounts on multiple services, and they can be reallocated if a person leaves or changes roles.

When a user sets up 2FA with their security key, they tap the key to confirm it’s them trying to log in instead of manually entering a code generated by text message or an authenticator app. 

When considering which accounts to secure, we recommend two categories to focus on first:

  • Admin accounts: those who can add access for others or delete files or access.
  • High-risk accounts: include admin accounts and any staff who have access to sensitive data and/or pay invoices – like your finance manager, payroll admin, and principals.

Getting started

Setting up security keys has a different process depending on whether you are setting up a Google or Microsoft account, and whether you are an IT admin with global access, or a user. For schools and kura who use both Microsoft and Google you’ll need to go through both processes.

Google

First, you need to enable 2SV in your Google Workspace. Someone with global admin rights will need to do this.

How to enable 2SV in a Google Workspace

Security key instructions

Each user should follow these instructions. Make sure the global admin has enabled 2SV in your workspace first.

  1. How to set up 2SV on your Google account
  2. How to use your security key

Microsoft

Microsoft IT admin

  1. How to set up security key use in Microsoft Azure
  2. How to set up a security key for a Microsoft Azure account

Microsoft user

  1. How to set up a security key for Microsoft Office
  2. How to log in to Microsoft Office and Azure using a security key

Getting help

Email digital.services@education.govt.nz or get help through your normal IT channels, like talking to a colleague or reaching out to your IT provider.

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