How To Send **More** Secure Emails Through Gmail

“This message will self-destruct in five seconds.”

That quote was in the intro of every episode of the Mission: Impossible TV series. And it was carried over when the franchise was rebooted in the movie series starring Tom Cruise.

The self-destructing message was a clever plot device used to emphasize the secrecy and urgency of the information provided. And it ensured the details wouldn’t fall into the wrong hands.

While I’m assuming most of you reading this are not spies, I also assume you sometimes send sensitive information by email.

If you are a Gmail user, you can make your messages self-destruct using Gmail’s Confidential Mode.

It’s a practical tool that adds an extra layer of security to your emails, ensuring that sensitive information stays private.

Let’s dive into what Gmail Confidential Mode is, how it works, and how you can use it to protect your information.

What is Gmail Confidential Mode?

Gmail Confidential Mode is a feature that allows you to send emails with added security.

You can set expiration dates, require a passcode to access the emailEmail, or electronic mail, is a digital communication tool that allows users to send and receive mes... More, and restrict the recipient’s ability to forward, copy, download"Download" is a term used to describe the process of copying files from the internet or another remo... More, or print the email.

It’s like putting your email in a secure envelope that self-destructs after a certain time.

Benefits of Using Gmail Confidential Mode

1. Enhanced Privacy: Protect sensitive information from being shared without your permission.
2. Time Limits: Set expiration dates for how long the email is viewable, from one day to five years.
3. Extra Security: Require a passcode to open the email, adding another layer of protection.

Situations to Use Gmail Confidential Mode

There are many situations where Gmail Confidential Mode can be a lifesaver. For example:

• Sharing sensitive financial information, like bank details, credit card numbers, or sending your accountant tax information
• Sending confidential work-related memos or documents
• Sharing personal information, such as medical records or identification numbers
• Sending messages containing private family matters

Please note that Gmail Confidential Mode isn’t 100% foolproof (for example, the recipient can take screenshots of your email).

However, it adds an extra barrier, making it much harder for your information to be compromised.

How to Use

On a Mobile Device (iPhone, iPad, Android)

1. Open the Gmail AppAn app, short for application, is a type of software designed to help users perform specific tasks o... More: Ensure you have the latest version of the Gmail app installed. If you don’t have it, download it from the App Store (for iPhone/iPad) or Google Play (for AndroidAndroid, developed by Google, is a versatile and user-friendly operating system that powers billions... More).
2. Compose an Email: Tap the Compose button, usually a pencil iconAn icon is a small graphical symbol used to represent an object, action, or concept in a digital int... More, to start a new email.
3. Enable Confidential Mode: Tap the three dots in the top right corner of the screen. From the dropdown menu, select Confidential Mode.
4. Set Expiry Date: Use the dropdown menu to choose how long the email will be accessible. You can select a timeframe ranging from one day to five years.
5. Add a Passcode: For additional security, you can require the recipient to enter a passcode to open the email. Choose between a standard passcode (emailed to non-Gmail users) or an SMS passcode (sent via text message). If you choose SMS passcode, you will need to enter the recipient’s phone number.
6. Send Your Email: After setting the expiry date and passcode, tap Done. Then write your email as usual and hit Send. The recipient will see that the email is protected and will follow the instructions to access it.

On a Computer (Mac or PC)

1. Go to Gmail: Open Gmail in your web browser.
2. Compose an Email: Click the Compose button in the top-left corner of the screen.
3. Enable Confidential Mode: At the bottom of the new email window, look for a small lock icon with a clock. Click this icon to turn on Confidential Mode.
4. Set Expiry Date and Passcode: A pop-upA pop-up is a type of graphical user interface element that appears suddenly on top of the current c... More window will appear where you can set the expiration date and choose whether to require a passcode. Select your preferred options.
5. Send Your Email: Click Save to apply the Confidential Mode settings. Write your email and hit Send. The recipient will be prompted to enter the passcode if you’ve chosen that option.

Removing Access to Confidential Emails

If you decide to revoke access to an email you’ve sent, follow these steps:

Shortcomings of Gmail Confidential Mode

1. Go to Sent Emails: Open your Sent folder in Gmail.
2. Remove Access: Find the confidential email and open it. Click Remove access to prevent the recipient from viewing the email any longer.

Again, this technology isn’t perfect. Even with Confidential Mode, Gmail is not the most secure email platform around (we’ll be covering better, more secure options in future articles).

Here are just a few shortcomings of the product:

• Screenshots: Recipients can still take screenshots of your email that they can save.
• Limited Security: While it adds protection, it’s not foolproof against determined individuals.
• Accessibility Issues: Non-Gmail users might find it cumbersome to access your confidential emails. Also, some email clients and devices may not support the feature.
• Not encrypted: The emails still are not encrypted which means hackers can still steal and access the email.

In Summary

Gmail Confidential Mode is a valuable tool for sending emails with extra security. It allows you to control how long your emails are accessible and who can view them.

While it’s not perfect, it provides peace of mind when sending sensitive information.

Next time you need to send important details, give Confidential Mode a try and enjoy the added layer of protection it offers.