How to use Gmail’s confidential mode?

How to Use Gmail’s Confidential Mode?

Gmail’s confidential mode will become generally available for G Suite users from 25th June.

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How-To

Confidential mode in G Suite was unveiled last April, but yet hasn’t been made available for public. It allows user to send an email with expiration dates, revoke old sent messages, and eliminate options like forward, copy, print and download via built-in Rights Management (IRM) controls. All this to protect personal data of G suite Users.

By default, Confidential Mode in G Suite is enabled, however, G suite users can disable it easily.

How to use Gmail’s confidential mode

Here we shall explain, why G suite Users and others should use G Suite Confidential Mode, how to send messages and attachments using Confidential mode Gmail, remove early access and more.

Before that, if you are really worried about identity theft and want to protect yourself from being a victim to ID Theft. We recommend using Advanced Identity Protector, the best ID Theft protection tool to secure your passwords, email accounts, credential details, credit card information and social security number, etc.

Why use Confidential Mode?

G Suite Confidential Mode provides control to the sender to create expiration dates for their emails and revoke previously sent messages.

How to Get Started with G Suite’s Confidential Mode?

Before we start, remember if you are using Gmail with work or school account, you’ll need to contact the system administrator to use Confidential Mode Gmail.

Administrator: If you are an administrator you can decide whether your G suite users can use Confidential Mode in G suite or not. For this navigate to Apps > G Suite > Gmail Settings > User settings. From here select from the following options to allow or disallow G Suite users to use Confidential Mode in G Suite:

Disable

Enable

Steps to Use Confidential Mode Gmail on Your PC:

  1. Open your Gmail account > Compose an email.
  2. Look for Turn on confidential mode (if disabled), you’ll see it at the bottom right of the window.

Note: If Confidential Mode is enabled, you’ll need to go to the bottom of the message and click Edit.

  1. Now, send the passcode and expiration date. These options will work for both message and attachment.

If “No SMS passcode” is selected recipient using Gmail app can open it directly. While recipients who don’t use the Gmail app will get an email with a passcode.

If “SMS passcode” is selected recipient gets a passcode via text message.

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Tip: Here, you’d need to enter recipients phone number, not yours.

  1. Click Save.

Now, whichever message you’ll send it will be secured via G Suite Confidential Mode.

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How to Remove Early Access using Confidential Mode in G Suite?

How to use Gmail’s confidential mode - 3

To stop the recipient from viewing the email before expiration date follow the steps below:

  1. Open Gmail.
  2. Click Sent > Confidential email > Remove access.

How to Disable Confidential mode?

To disable Confidential mode Gmail, follow the steps below:

  1. Go to G Suite’s Admin console.
  2. Navigate to Apps > G Suite > Settings for Gmail > User settings.
  3. Here look for “Enable confidential mode” checkbox.
  4. When active users see a button (to the right of the “insert image” shortcut on the toolbar beneath the message body) to turn on confidential mode for an individual email. It opens a pop-up where they can set an expiration date or require a passcode.

How to Access an Email Sent with G Suite’s Confidential Mode?

If you have received an email with Confidential Mode, you can open both message and attachment before the expiration date or until the access is removed by the sender. To view the email if you are Gmail user follow the steps below:

  1. Open Gmail.
  2. If the sender does not need SMS passcode, you’ll be able to access the email directly. However, if you use another email client, you’ll need to open the email, click on View the email link and sign in using your Gmail credentials to view the message.
  3. If the sender requires SMS passcode, you’ll need to follow the following steps:

Choose Send passcode > you’ll receive it on your phone > enter the same and click on Submit.

If you are using another email account then, open email > select View the email link. This will open a new page, select Send passcode > check for the message with passcode > enter it and click on Submit.

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How does G Suite Confidential Mode Work with Vault and eDiscovery?

When a message with Confidential Mode is sent, Gmail replaces message body and attachments with a link. This means when a user sends a message using G Suite confidential mode, Vault holds, preserve, looks for and exports confidential mode messages. The message is only accessible when the sender of the message is from within the organization.

What to do if you Rceive Email has Expired and Provided Number is for an Unsupported Country Error Message?

While using Confidential mode in Gmail if you receive Email has expired error message, then there’s a possibility that the email access is been removed before the expiration date. In such a case you’ll need to ask the sender to resend the email.

If you receive provided number is for an unsupported country, remember you can only send SMS passcodes for numbers that belong to these regions:

North America

South America

Europe

Australia

Asia: India, Korea, and Japan

How Confidential Mode Gmail Works on Recipients End?

Google sends a link, when opened in either app or web it displays the content of the message in line. If the recipient is not Gmail user, they’ll need to click to view an email in separate cloud hosted portal.

In addition to this, if you want to use Confidential Mode in G Suite on Android, iPhone & iPad follow the steps below:

How to use G Suite Confidential Mode on Android, iPhone & iPad?

  1. Open Gmail App > tap Compose.
  2. Tap More three horizontal dots in the top right > Confidential Mode.

If Confidential Mode is enabled go to the bottom > tap Edit > enable Confidential Mode.

Once done if you want to set a passcode, expiration date, and other controls choose from either:

No SMS passcode

SMS passcode

After this tap Done.

This way you’ll be able to send a message using Confidential Mode from your Android, iPhone & iPad.

Hope you enjoyed the article and will use Confidential Mode to secure your data provided by G Suite. If there is anything else, you would want us to write about leave us a comment.

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