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Two factor Authentication (TFA)

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Two Factor Authentication (TFA) - an extra layer of security for your Zoho Account 

 

Two Factor Authentication is the most practical way to strengthen authentication which provides an additional level of security or a second factor besides the basic username and password. The password is something that a user knows and if it can be ensured that the user also has something apart from the password which no one else can access, his/her accounts will be in safe hands.

How TFA works:

Once you enable the Zoho Two Factor Authentication, it will generate a unique verification code for your account, which you will receive on your phone via SMS text, voice call or using Google Authenticator mobile app. This verification code along with your password will help you to access your Zoho Account. Hence TFA uses two layers of protection to make sure that nobody else but only you can have access to your Zoho account.


TFA - Set up: Steps to follow

1) Sign in to your Zoho account using your email address and password


2) Click on the "Two Factor Authentication" link available in your account home page


3) Choose the mode for using Two Factor Authentication (TFA); you can select one of the following two modes:

a) SMS Text Message / Voice Call    or    b) Google Authenticator


a) In case of SMS Text Message/ Voice call:

  • Enter the mobile no. in which you want to receive the verification code
  • Choose whether you want to receive them by SMS or Voice mail
  • Click on "Text me"
  • You will receive a verification code on your phone


b) In case of Google Authenticator :
If you choose this mode, then you have install "Google Authenticator " mobile app in your phone (iOS/Android, etc.,). To configure your account in Google Authenticator, scan the barcode image displayed in the "Setup" page.



If any problem in loading the image, then you can use the 16-character "secret key" displayed on clicking the "Have problem in loading the image ?" to configure you account in Google Authenticator.


  • Google authenticator will generate a verification code
  • Enter the verification code that you have received on your phone/ generated by Google authenticator
  • Tick the "Trusted Browser" option
  • Click "Verify"


  • Enter your account password(for security reasons) and click on "Turn on"


  • Click the "Continue" option when the window shown below pops up


  • Add a back up phone no. to which the verification code can be sent in case of your primary device is inaccessible
  • Click on "Send Code"


  • Store the back up verification codes using any of the three options available - 1) Save as text    2) Print codes    3) Send email
  • Back up verification codes are for the times when you do not have a freshly generated verification code; e.g - your phone is lost, no network coverage etc
  • Click on "Continue"


  • Two Factor Authentication will be successfully configured for your account




General Information:

1) Verification Code 


These are the codes that are generated uniquely for your account when you sign-in to your Zoho account using your account password. You can receive the verification code in anyone of the following ways:

  • Zoho can send verification code to your phone via SMS text message

  • Zoho can call your phone or landline with your account verification code

  • Google Authenticator mobile app can generate verification code

  • If you are not receiving the verification code, then try to use "Resend" option to send the verification code. Depending on the mobile service provider, SMS text messages may take time to receive, so please wait for sometime.

2)
Backup Verification Code

These are the codes that can be used when you can't receive the verification code in your phone. You can print, download or receive via an email and keep it safe as a set of one-time use backup verification codes for times when your phones are unavailable or when you are out of mobile network coverage area, such as when you travel.

How to get backup codes for my account ?

  1. Go to, https://accounts.zoho.com

  2. Under "Two Factor Authentication" link, click "Manage Backup Verification Codes"

  1. Set of backup codes will be listed and you can click "Save as text" to save it locally. If required, you can print the backup codes and keep it secure.

  2.           You can also receive the backup verification codes via an email which we will send to you.
  3. These codes are one-time use only and can be used in place of verification code, when you Sign-In to your account.

  4. In case, if you want to regenerate the backup codes, click "Generate new codes", which will delete the existing code and generate new set of backup codes. .

Where should I use the backup codes ?

  1. These are one-time valid verification codes.

  2. Can be used in place of "Verification Code" after Sign-In to your account with password.

  3. Click "Can't access your phone?" in the Sign-In Verification code page and enter one of the backup code saved to Sign-In to your account.

IMPORTANT : If your phone is unavailable, these codes will be the only way to sign in to your account. So, make sure to keep them in a secure and accessible place.

Note: The backup verification codes will be stored under the heading "Critical information - Backup verification codes" in case you save it in your notepad or receive them via email. Hence, you can search for the same  if you have any difficulty in finding these codes.


3) Application Specific Password

TFA cannot be achieved in some non-browser based applications like POP/IMAP mail clients (Outlook, Thunderbird, IPhone, Android mails), Jabber Chat clients, Plug-Ins, ActiveSync, etc., To access your account using these applications, you need to generate an application-specific password. And, this application-specific password has to be entered in the password field of your application instead of your regular account password. You can create a new application-specific password for each application you require to access.

 

Note : Mobile Apps (iOS/Android) from Zoho don't require 'application specific password'. To Sign-In to those apps, you have to use email with your normal Zoho account password, followed by 'TFA verification code' in the next screen, as like you Sign-In from Web Browser.



How to generate an application-specific password ?

  1. Go to, https://accounts.zoho.com

  2. Under "Two Factor Authentication" link, click  "Manage Application Specific Passwords"

















Enter a descriptive name for the application (Device or App Name) you want to access, such as "iphone email" along you account password (Current Password) for security purpose and then click “Generate".






  1. You'll then see the application-specific password, which you can use to access the required application. Note that, application-specific password will be shown only once and if required, you have generate new one again.

  2. On the same page, at the right bottom "Show Generated Passwords" link will list you the already generated application-specific password details with Device/App Name and option to "Revoke" to delete any generated password permanently.


4) Trusted Browsers

Your trusted browser on a computers don't ask for a verification code every time you sign in for 30days. You can mark a browser on a particular computer as trusted browser by selecting "Trust this browser" option, when entering your verification code during Sign-In process.


How to view/delete trusted browsers ?

  1. Go to, https://accounts.zoho.com

  2. Under "Two Factor Authentication" link, click "Manage Trusted Browsers".


 

  1. This will list you the details of the browsers trusted on any computer IP Address for your account already.

  2. You may also delete the trusted browser at any time from the above list using "Revoke" link. By doing this, you will require to enter a verification code the next time you sign in on those browser in a computer.


5) Back up Phone number

Backup phone numbers are used to send you verification codes in case your primary phone is unavailable or lost during Sign-In process. We will use this only when you ask us to send code and for account security.

 

How to add/delete backup phone numbers ?

  1. Go to, https://accounts.zoho.com

  2. Click "Two Factor Authentication" link, and then add backup phone number by clicking the icon next to you mobile number.





Join and protect your Zoho Account with strong Two Factor Authentication !!






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