You cannot deny the fact that today, personal and professional communication heavily relies on email communication. Sensitive information can easily be misused if you are not careful when sending it to someone. To manage this issue, Gmail has Confidentiality mode which increases the level of security information is protected to. This option is accessible to both Google Workspace paid accounts users and Gmail free account holders.

Reasons why you might want to utilize confidentiality mode

There are many features of the confidentiality mode that can help safeguard your sensitive information.

Prevents Abuse: Any email sent with Confidentiality Mode will not allow forward, download, or print access to the email. This way, your data remains secure.

Set expiration dates: Confidentiality mode allows users to set expiration dates and times so that the email is deleted on expiration. This is helpful to ensure that certain information is not stored on the server for longer than it is supposed to be.

Password Protect: Adds an additional layer of security by restricting opening the email to recipients only after they input a code that is sent via SMS.

Confidentiality Mode

Steps on how you can secure your emails by placing Confidentiality Mode on.

• Write Your Email:Begin by writing the email that you wish to send.
• Enabling Confidentiality Mode To enable the confidentiality mode; click on the confidentiality mode button which is located next to the send button on the right. Confidentiality Mode will now be activated.
• Select Your Preferences The first of the many options titled ‘Recipients will not be able to forward, print or download this message’ is selected. The message will now be able to be set to expire at the click of a button. One day, week or a custom time all are suitable options.
• Add Passcode (Optional) Optionally, for the phone numbers of the intended reader; more security can be added to the email. They will be sent a passcode via SMS and the email can only be read by entering the code.
• Removing Access The email can still be sent with the passcode enabled and altered at any time. If the email has already been forwarded, then the reader can have their access revoked by returning to the email and clicking ‘Remove Access’

Important Considerations

Even with the given increased privacy of the email; information considered sensitive should not shared as the recipient is still able to capture pictures of the emails. While these copies may not hold legal merit, it is still best to be safe when revealing private information.

The Most Important Points

• Confidentiality mode helps to mitigate abuse of emails by prohibiting actions such as forwarding, printing and downloading.
• Set a confidentiality password during the expiration date for more robust security.
• Understand that recipients can always take a screenshot of your protected information, so exercise caution when sharing sensitive data.
• Use Gmail and feel free to share sensitive information via email with ease by applying the confidentiality mode.