Maintaining the security of your Google Workspace account is crucial. This involves using a strong password and enabling 2-Step Verification.

A. Changing Your Password: #

1. Go to your Google Account management page: myaccount.google.com.
2. In the left navigation panel, click on “Security”.
3. Under the “How you sign in to Google” section, click on “Password.”
4. You will be prompted to enter your current password to verify your identity.
5. On the next screen, enter your new password in the “New password” field.
6. Enter it again in the “Confirm new password” field. Ensure you choose a strong, unique password (see tips below).
7. Click “Change Password.”

B. Tips for Creating Strong Passwords: #

• Uniqueness: Use a password for your Google Workspace account that you do not use for any other online service.
• Length: Make it long – aim for at least 12-15 characters, or more if possible.
• Complexity: Use a mix of:
  • Uppercase letters (A-Z)
  • Lowercase letters (a-z)
  • Numbers (0-9)
  • Symbols (e.g., !, @, #, $, %)
• Avoid Obvious Information: Do not use easily guessable information such as your name, company name, birthdays, common words, or sequential keyboard patterns (e.g., “qwerty”).
• Consider a Password Manager: Using a reputable password manager application can help you generate and securely store strong, unique passwords for all your accounts.

C. 2-Step Verification (2SV / Multi-Factor Authentication – Highly Recommended): #

2-Step Verification (also known as Multi-Factor Authentication or MFA) adds a critical extra layer of security to your account. Even if someone obtains your password, they would still need access to your second verification step to sign in.

1. Enable 2-Step Verification:
   • Go to your Google Account management page: myaccount.google.com.
   • Click on “Security” in the left navigation.
   • Under “How you sign in to Google,” click on “2-Step Verification.”
   • Click the “Get Started” button.
   • You may be prompted to sign in with your password again.
2. Choose Your Second Verification Step: Google offers several options:
   • Google Prompts (Recommended): Receive a secure prompt on your trusted smartphone (Android or iOS with the Google app or Gmail app installed). You simply tap “Yes” on the prompt to approve the sign-in.
   • Authenticator App: Use an authenticator app (like Google Authenticator, Authy, or others) to generate time-based one-time passcodes (TOTP).
   • Text message (SMS) or voice call: Receive a verification code via SMS or a voice call to your registered phone number. (Considered less secure than prompts or authenticator apps due to risks like SIM swapping, but better than no 2SV).
   • Security Keys: A physical hardware key (USB, NFC, or Bluetooth) that provides the strongest form of 2-Step Verification.
3. Follow On-Screen Instructions: Set up your chosen second step(s). You may be asked to verify your phone number or pair your authenticator app.
4. Backup Codes (Crucial): Once 2-Step Verification is enabled, Google will provide you with a set of one-time backup codes. It is extremely important to print these out or save them in a very safe and accessible offline location. These codes can be used to sign in if you lose access to your primary second step (e.g., if you lose your phone).
5. Turn It On: Confirm your choices to fully enable 2-Step Verification.

Your Google Workspace administrator may also enforce certain password policies or 2-Step Verification requirements for your organisation.