Optimize Gmail’s Security: A Comprehensive Guide to Google’s Safety Measures and Enhanced Settings

Publication Date: 2023.12.04

Ever wondered whether Gmail’s security is enough for professional use? In this article, we delve into Google’s robust security measures for Gmail and provide insights into optimizing its safety levels through advanced settings.

When Gmail is opened, it is possible to see advertisements related to your interests. It is not uncommon to wonder if Google showing you ads based on your emails, however, no, Google does not read your emails. The ads in Gmail are not related to the content of your emails. They are based on the online activity of users logged into Google, such as Google searches.

Additionally, Google does not sell your personal information (such as your Gmail or Google Account information) and does not provide your personal information to advertisers without receiving explicit permission.

Blocks 99/9% of “spam mail” and “phishing”

Gmail operates with robust security, blocking malicious emails such as spam, phishing, and malware before they reach your inbox exceptionally well. Utilizing AI-powered spam filters, it safeguards over 1 billion users daily, blocking 99.9% of spam and emails containing dangerous links. This amounts to over 10 million blocked emails per minute. Additionally, advanced phishing protection notifies users of suspicious emails, putting control in the hands of the user。

Blocks Suspicious “Attachments”

With state-of-the-art AI malware detection, if a virus is detected in an attachment of a received email, Gmail blocks the email and notifies the sender. In cases where a virus is detected in an email attachment in the inbox, the attachment will be found frozen and not accessible.

Additionally, an error message may be shown to say “This email has been blocked due to suspicious activity”. This will occur when Gmail’s system detects the chance of a virus spreading through attached files or links in an email body.

For security reasons, Gmail will not allow the following types of files to be attached to emails.

  • Specific file formats such as “.zip” and “.cmd”
  • Documents containing malicious macros
  • Password protected archives

《Reference》File formats blocked by Google

.ade, .adp, .apk, .appx, .appxbundle, .bat, .cab, .chm, .cmd, .com, .cpl, .diagcab, .diagcfg, .diagpack, .dll, .dmg, .ex, .ex_, .exe, .hta, .img, .ins, .iso, .isp, .jar, .jnlp, .js, .jse, .lib, .lnk, .mde, .msc, .msi, .msix, .msixbundle, .msp, .mst, .nsh, .pif, .ps1, .scr, .sct, .shb, .sys, .vb, .vbe, .vbs, .vhd, .vxd, .wsc, .wsf, .wsh, .xll

Eliminate suspicious logins

Emails can be received from Google to confirm logins or to block an unauthorized login. These security alerts are sent when suspicious activity is detected from an unusual location or device. Its purpose is to raise suspicion about whether it’s the account owner who is accessing it.

《Reference》Free Gmail Lower Security Level

For corporate use, free Gmail is strongly not recommended as it does not maintain even the minimum level of security for compliance with corporate regulations and standards.
We strongly recommend installing Gmail for corporate business. Use your trusted domain.
Risks of Free Gmail for Business Use & Why Custom Domains Are Safer

Optimizing Gmail Security: Configuration Settings

Conduct Security Checks

Google offers a Security Check」that provides the ability to check an account’s safety and take recommended security measures. Let’s go through them.

  • Change password
  • Check password strength
  • 2 Factor Authentication
  • Check Login History
  • Security Alert Configuration

By optimizing your account for these security measures, you will be able to enhance your Gmail’s security level.

Optimize My Gmail Security Now: Google Account Security Checkup

Prevent sharing email content with others in “Information Protection Mode”

Use Gmail’s Confidential Mode to restrict recipients from sharing email content with others. Below are the key features of Gmail Confidential Mode.

SMS Identity Verification A password to open emails will be sent via SMS to the receiver. This ensures that the only person reading the email is the intended recipient.
Enable 2 Factor Authentication (2FA) In confidential mode, 2FA will require recipients to more than one authentication method to access their email.
Shared Work Limits The ability to transfer, copy, or download shared files can be implemented
Email Expiration Dates Set expiration dates for sent emails. After an expiration date has passed, an email will be inaccessible to recipients.

The 4 key features make Confidential Mode in Gmail an extremely useful and powerful tool for safeguarding email information.

《Important》Sending a password-protected zip file through email is pointless

In the past, an email security protocol known as PPAP was widely used to separate zip files into two emails. However, it has since been abolished to be taken over by Gmail’s Confidential Mode.

Advanced Protection Features with Security Key

Upgrade your security protection even more with Google’s Titan Security Key As a physical device, users must plug this device into their computer to use as a fingerprint reading physical key to protect their account. Titan keys are compliant with FIDO standards and have enhanced hardware security features.

Secure highly valuable data in your Google account with advanced protection features. Recommended for roles in information security, executives, politicians, election officials, and similar positions, these features provide enhanced security beyond two-factor authentication and complex passwords.

Security in Google Workspace, Including Gmail

Google Workspace is a paid office suite that includes Gmail and an abundance of other cloud-based tools and applications. Used by over 5 million companies around the world, Gmail’s security measures are trusted among them all and have received great praise.

《Reference》Commonly used Google Workspace Tools

  • 【Gmail】Block 99% of spam mails with Google Workspace
  • 【Google Drive】Expandable cloud storage
  • 【GoogleCalendar】Share and set schedules with team members
  • 【Google Docs, Sheets, and Slides】An all in one set of office tools
  • 【Google Form】Easily create responsive surveys and collect responses
  • 【Google Meet】Safe video conferencing from anywhere
  • 【Google Chat】Encrypted chat service for maximum security
  • 【Googleサイト】Create a website without being a specialist
  • 【Google Keep】Put down eye catching memos on PC and smartphone
  • 【Management Console】Tighten security and organizational protection through a centralized console.

Pricing for Google Workspace, Including Gmail

Google Workspace offers various editions for users at every level. However, those including Gmail are categorized into five, each with different pricing and user capacity based on cloud storage capacities through Google Drive. Additionally, there are variations of the tools that are available in Google Workspace, making it essential to be aware of Google Workspace Pricing

  Business Starter Business Standard Business Plus Enterprise Standard Enterprise Plus
Annual Contract(monthly) RM25
Monthly Contract (Flexible Plan) RM34.2/
Number of Participants Available ~300 Users ~300 Users ~300 Users unlimited unlimited
Drive Storage(per user) 30GB 2TB 5TB 5TB 5TB
Meeting Up to 100 users Up to 150 users Up to 500 users Up to 500 users, (Up to 10,000 live stream viewers) Advanced Video Conferencing Up to 500 users, (Up to 100,000 live stream viewers) Advanced Video Conferencing

View Price Plan

Affordable Access to High-Security Gmail with TS Cloud

As the security of Gmail has been defined, it must be recognized for business use. As an authorized reseller of Google Workspace, including Gmail, TS Cloud provides excellent and prompt support via phone or email. If there are any concerns about Google Workspace, do not hesitate to consult with TS Cloud! Simply submit a form and we will contact you promptly.

Get started on your free trial!

If you are interested in using
Google Workspace

Schedule a Consultation

We provide consultation and support for our products.

Apply Now for Your Free Trial

Explore the features before starting the paid subscription.