At Cloud Sultans, our mission is to help businesses large and small collaborate better and achieve high productivity with their teams by maximising the power of Google Workspace (formerly GSuite).
In this article, we’ll dive deeper into valuable insights on how we can strengthen the security of your Google account as part of our best practices in Cloud Sultans. We’ll explore the top tips and recommendations to improve your Google Workspace security, protect your business from potential risks, and avoid losing all your valuable data.
Tip 1: Lock less secure apps
It’s important to review the permissions of less secure apps in your Google Workspace. To improve security, go to your Google Workspace admin panel, especially the Security settings. Here you can restrict access to less secure applications, reducing potential vulnerabilities. While this may be slightly inconvenient for your team, it is a necessary step to protect your business from potential security breaches from third-party extensions or applications.
Tip 2: Implement two-factor authentication (2FA)
Two-factor authentication is the cornerstone of Google Workspace security. Implementing 2FA adds an additional layer of protection to your Google accounts. It ensures that even if your password is compromised, an additional verification step is required for access. Cloud Sultans recommends using a password manager and considering physical security keys like Yubikey for extra protection or even better. Enabling the new Workspace Google Keypass feature. This way, no password can be leaked, corrupted or forgotten. These measures can significantly improve your security posture.
When two-factor authentication (2FA) is enabled on your Google account, the following happens:
1. Login Process: After entering your password to log in, you will be prompted to provide a second verification method to prove your identity.
2. Verification methods: You can choose from different verification methods, such as receiving a code on your phone or using an authenticator app.
3. Improved security: 2FA adds an extra layer of security, making it much harder for unauthorized people to access your Google account, even if they know your password.
To set up 2FA on your Google account:
1. Sign in: Go to the Google account sign-in page (https://accounts.google.com) and sign in.
2. Go to Security Settings: Click your profile picture at the top right, then select “Manage your Google Account”.
3. Security: In the left menu, click on “Security”.
4. Enable two-step verification: Under “Sign in to Google”, click “Two-step verification” and follow the on-screen instructions to set up your preferred verification method.
5. Verify setup: Complete the setup process and verify that 2FA is working by entering a code or confirming on your device.
Once enabled, you will need to use the second verification method every time you sign in to your Google account for added security.
Tip 3: Avoid Sharing Accounts
Sharing passwords among team members to access email can introduce security vulnerabilities. Instead, take advantage of features like delegated mailbox in Google Workspace to share access without compromising security. By doing so, you reduce the risk of password sharing and unauthorized access, a fundamental step in securing your business.
To delegate email access with Gmail, you can grant someone else permission to access your Gmail account without giving them your password. This is a useful feature for assistants, colleagues, or family members who need access to your emails.
Follow this link to Secure and Collaborate Effortlessly: Guide to Delegating Shared Mailboxes in Gmail
Tip 4: Beware of Phishing Attacks
Phishing attacks are a widespread threat and can target even the most secure Google accounts. Cloud Sultans underlines that enabling 2FA significantly reduces the risk of falling victim to phishing emails. By requiring an additional verification step beyond the password, you can protect your accounts against these deceptive attacks.
Tip 5: Google Marketplace Security
There are also a lot of concerns about Google Marketplace security. Developers creating tools and plugins for Marketplace could pose a risk if they engage in phishing tactics. While restricting access to less secure apps can help, Cloud Sultans suggests that Google implement stricter controls and verification processes for Marketplace apps to improve overall security.
In conclusion, Google Workspace offers robust security features, but implementing them effectively is crucial to protecting your business. By following these tips and striking a balance between security and convenience, you can strengthen the security of your Google Workspace account. Remember that security is an ongoing process and it is essential to regularly review and update your settings to stay ahead of potential threats.
If you have any questions, comments or feedback regarding our article, we will be happy to hear them in the comments section below. We always like to immerse ourselves in healthy discussions. If you also feel that you are not using Google Workspace optimally, contact us at Cloud Sultans (contact@cloudsultans.com). We offer a free consultation or system audit to find you the best possible solution.
