Discover how to use Gmail more safely. Learn how to protect your account from cyber threats, manage offline data, use confidential mode, recall sent messages, and block unwanted emails.
How to use Gmail more safely?
Email has become an integral part of our professional and private lives. As one of the leading email service providers, Gmail offers many features that make it easier for us to communicate on a daily basis. However, with its popularity comes threats that can put our data at risk. Cybercriminals are constantly looking for new ways to gain access to our personal information, so it is important that we are aware and properly secure our accounts.
In this article, we’ll cover best practices and tools to help you keep your Gmail account secure. You’ll learn how to create strong passwords, use 2-step verification, monitor account activity, and avoid suspicious emails. We’ll also cover how to manage offline data, use confidential mode, retract sent messages, and block unwanted emails.
Strong password – the basis of security
The first step to securing your Gmail account is to create a strong password. A good password should meet the following criteria, among others:
- length – at least 12 characters,
- complexity – combination of lowercase and uppercase letters, numbers and special characters,
- uniqueness – the password should not be used on other websites.
Avoid passwords that are easy to guess, such as birthdates or the names of loved ones. You can also use a password manager to help you create and store strong passwords.
Two-step verification – an extra layer of protection
Two-step verification (2FA) is one of the most effective methods of securing your Gmail account. In addition to your standard password, you will need to enter an additional code that you will receive on your mobile device. You can set up 2FA in your Google account settings:
- go to “Google Account Management”,
- select “Security”,
- Go to the “Signing in to Google” section and select “2-Step Verification.”
You can choose between SMS codes, Google Authenticator, or a security key.
Regular updates – stay up to date
Google regularly updates its services with new features and security fixes. Make sure you’re always using the latest version of the browser and Gmail app on your device. Updates usually contain fixes for known security holes that can be exploited by cybercriminals.
Confidential Mode – An Extra Layer of Privacy
Gmail offers a confidential mode that lets you send messages with an expiration date and the option to require a password to open the message. Confidential mode prevents messages from being copied, printed, or forwarded:
- when composing a new message, select the padlock icon with a clock,
- set expiration date and password option.
This is ideal for messages containing sensitive information.
Unsent message in Gmail
Gmail offers a feature to undo sent messages, which can save you from the consequences of accidentally pressing the “enter” button, not where you should. You can set the time to undo a sent message in the settings:
- go to Gmail settings,
- go to the “General” tab,
- set the undo send time (“Undo Send”) to the maximum value, i.e. 30 seconds.
This feature gives you some extra time to unsend a message before it reaches the recipient.
Blocking unwanted email addresses – effective spam control
Gmail makes it easy to block unwanted senders, which is incredibly useful in the fight against spam and harassing messages. To block an email address:
- open a message from an unwanted sender,
- click the three vertical dots in the upper right corner of the message,
- select “Block (sender name)”.
Once blocked, messages from this sender will automatically go to your spam folder, helping to keep your inbox tidy.
Monitoring account activity
Gmail offers tools to monitor activity on your account. Regularly checking this data will help you spot suspicious logins. To check activity:
- go to the Gmail website, click on your avatar and go to the “manage your Google account” section.
- In the “Security” tab you can check which devices and other services are connected to your Google account.
You can also see a list of recent logins and IP addresses there. If you see anything suspicious, change your password and contact Google Support.
Suspicious Messages: Be Cautious
Phishing is one of the most common methods used by cybercriminals to steal data. If you receive a suspicious email, be careful:
- do not click on links or download attachments from unknown senders,
- pay attention to unusual requests for personal information,
- check the sender’s email address carefully – it often differs slightly from the real address.
Google automatically filters many suspicious messages, but it pays to always be vigilant.
Safe use of public Wi-Fi networks
Using public Wi-Fi networks can be risky because cybercriminals can intercept your data. To minimize the risk:
- use a VPN (Virtual Private Network) that encrypts your internet traffic,
- avoid logging into your Gmail account on unknown devices,
- If you must use public Wi-Fi, make sure the sites you use use HTTPS.
Backups – prepare for the worst
Regularly backing up your emails will help you recover important data if you lose access to your account. Gmail offers a tool called Google Takeout that lets you download a backup copy of all the data stored in your Google account, including emails.
Deleting data offline
Gmail allows you to use your email offline, which can be useful when you don’t have access to the internet. However, storing your data offline can pose a risk if your device falls into the wrong hands. You can control what data is stored offline and delete it when it’s no longer needed:
- go to Gmail settings,
- go to the “Offline” tab,
- Delete data from your device when it is no longer needed.
