How to protect sensitive information in your emails

Problem

You don't want your user's email recipients to forward, copy, print, or download messages or attachments and to avoid sensitive information from being leaked.

Environment

  • Admin console
  • Gmail web

Solution

Turn Gmail confidential mode on or off for your entire domain, or for specific organizational units.

Turn Gmail confidential mode to entire organization
  1. Log in to the Admin console.
  2. Navigate to Menu > Apps > Google Workspace > Gmail > User settings.
    • Requires the Gmail Settings administrator privilege.
  3. Scroll to Confidential mode. 
  4. Check the Enable confidential mode box.  
  5. Click Save.
Turn Gmail confidential mode for a specific organizational unit
  1. Log in to the Admin console.
  2. Navigate to Menu > Apps > Google Workspace > Gmail > User settings.
    • Requires the Gmail Settings administrator privilege.
  3. On the left, select the organizational unit.
  4. Scroll to Confidential mode.
  5. Check the Enable confidential mode box.
  6. Click Save.
  7. Changes can take up to 24 hours but typically happen more quickly.

How to send confidential emails
  1. On your computer, go to Gmail.
  2. Click Compose.
  3. In the bottom right of the window, click the padlock icon to Turn on confidential mode.
    • Tip: If you've already turned on confidential mode for an email, go to the bottom of the email, then click Edit.
  4. Set an expiration date and passcode. These settings impact both the message text and any attachments. 
    • If you choose No SMS passcode, recipients using the Gmail app will be able to open it directly. Recipients who don't use Gmail will get emailed a passcode.
    • If you choose SMS passcode, recipients will get a passcode by text message. Make sure you enter the recipient's phone number, not your own.
  5. Click Save.

Cause

Confidential mode in Gmail not activated yet in the Admin console. The users are also not aware where Confidential mode toggle is located in the compose email window in Gmail.