Ever hit send on an email containing sensitive information, then instantly regretted it? Whether it’s confidential work documents or private photos, concern about its fate in the recipient’s inbox never goes away. This is where Gmail’s Confidential Mode comes in, giving you more control over the lifespan and access to your message. This article will guide you on how to use the Confidential Mode effectively and efficiently.
But, why choose Confidential Mode over a simple password-protected attachment? It’s about more than just encryption. Confidential Mode lets you set an expiration date for your message, meaning it self-destructs after a chosen period, automatically disappearing from the recipient’s inbox and eliminating the risk of forwarding or unauthorized access. Let’s understand in depth.
What is Confidential Mode in Gmail and Its Uses
Confidential Mode in Gmail is a feature designed to enhance the privacy and security of email communications. When Confidential Mode is enabled, you can set an expiration date or revoke access to the message at any time. Furthermore, the recipient cannot copy, download, or forward the content of the email, making it a more secure method for sharing sensitive information.
This feature is handy for sending confidential or time-sensitive information, such as financial details, personal data, or sensitive business documents. If you set an expiration date, the email content is only accessible for a limited time, and if you add a passcode, unauthorized individuals have a harder time accessing it.
Although Confidential Mode in Gmail enhances the security of email communication, it is essential to note that recipients may still take screenshots or use external devices to capture the information, so caution should still be exercised when sharing highly sensitive information.
Also Read: Top ways to hide your real email on mobile and desktop
How to Activate Confidential Mode in an Outgoing Email
You can activate and send confidential mail in Gmail on desktop and mobile. Let’s begin with the desktop version first.
On Desktop or Web
Step 1: Launch Gmail in a web browser. Then, click on Compose to write a new email, or click on an email in your Inbox and click on Reply.
Step 2: At the bottom of the New Message window, click on the icon with a clock and lock representing the Confidential Mode feature.
Step 3: In the Confidential Mode dialog box, you should see a list of options. Click on the drop-down box beneath Set Expiry if you would like to place an expiration date on the mail.
Step 4: Choose your desired expiration date from the list.
Note: There is no way to customize the expiration date beyond the available options.
Step 5: Check beneath the Set Expiry box for the Require Passcode. This option is typically set to No SMS passcode by default, but you can click on SMS passcode if you want the recipient to receive a passcode. Google generates all the passcodes for this function.
You can use this to add authentication to the email and ensure only the intended recipient can access and view it.
Step 6: Finally, click on Save at the bottom-right of the pop-up window to apply the settings.
You can opt for the Set Expiry, Require Passcode feature, or combine both options.
Step 7: If you selected the SMS passcode option, you should see a Confirm phone number box after clicking Send. Click on the tiny flag icon to open a drop-down list to select the country code of the recipient.
Step 8: Type the recipient’s number in the box beside the flag, then click on Send.
After you save the settings, you’ll see a notification of the Confidential Mode on the email. The notification will carry the expiration date of your email, if set.
On Gmail Mobile App
The steps are the same for both Android and iOS. However, for demonstration, we are going with Android. If you are on iOS, you can follow along.
Step 1: Launch the Gmail app on your Android or iOS app. Then, tap on the floating Compose button in the bottom right corner.
Step 2: In the New message screen, enter all the necessary details, including the content and any attachments you want to send as confidential. Then, tap on the three vertical dots in the top right corner and tap on Confidential mode.
Step 3: Now, much like on the desktop, under the Set expiration section, tap the chevron icon and select your desired expiration from the drop-down.
Step 4: Additionally, you can set a passcode to access the confidential mail. Do note that Google generates all the passcodes for this function. Once everything is set, tap the Save button in the top-right corner.
Note: If you select an SMS passcode, you will need to add the phone number of the contact to whom you are sending the email to verify their identity.
You will be brought back to the New email composition screen, from where you can edit the content or change the content expiry. Once done, tap on the Send icon at the top to send the mail.
That’s it. The email will be sent to the concerned recipient in a Confidential Mode.
How to Remove Early Access for a Confidential Gmail
Once the Confidential Mode has been activated on an email and sent out, users cannot deactivate it. However, senders can still control whether the email recipients get early access to the email. That is, whether email recipients can view the content of the email before its expiration date. Here’s how it works:
Step 1: Open Gmail in a web browser.
Step 2: Click on Sent from the left side of your Gmail window.
Step 3: Launch the sent email with the Confidential Mode.
Step 4: Within the body of the email, click on Remove access, and email recipients will be unable to access its contents.
Step 5: To grant access before the expiration of the email, click on Renew access.
There you go. You have successfully renewed access to the sent mail. If you don’t have access to your computer and want to do the same on mobile, continue reading.
On Gmail Mobile App
Step 1: Launch the Gmail app on your Android or iOS device. Then, tap on the hamburger menu in the top left corner, and from the side pane, select Sent.
Step 2: Under Sent, tap on the confidential mail you want to remove access to. Once in the mail, tap on the blue Remove access button to remove access to email recipients.
If you change your mind, you can revert this action by tapping Renew access, which will only appear after you remove the access in the first place.
Also Read: How to log out of Gmail app on Android, iPhone, and iPad
How to Access a Confidential Email as a Recipient
As a recipient of a confidential email from Gmail, you can only have access to it until the expiration date or if you can provide the passcode. Email recipients cannot copy, forward, or print the email contents. Let’s begin with the steps for desktop and web.
On Desktop or Web
Step 1: Open Gmail in a web browser.
Step 2: Click on Inbox on the upper-left side.
Step 3: Launch the email with Confidential Mode, and you should be able to see its contents.
Step 4: If the email has a passcode lock, click on Send passcode.
Step 5: Check your phone for the code, input the passcode in the body of the email, and hit Submit.
That’s it. You should be able to access the confidential mail on your desktop. If you don’t have access to your desktop and want to do the same on mobile, continue reading.
On Gmail Mobile App
Step 1: Launch the Gmail app on your Android or iOS device. Once launched, tap on the confidential mail you received.
You will see the content if the mail is not SMS passcode protected. However, otherwise, follow the below steps.
Step 2: Open the confidential email you received, tap Send passcode.
Step 3: Google will now send a passcode to your mobile number, which you will need to enter and tap Submit.
There you go. The confidential email will now be accessible to you. That said, if you have any queries, check out the FAQ section below.
FAQs on Using the Confidential Mode in Gmail
1. Do recipients need a Gmail account to open emails in Confidential Mode?
No, recipients do not need a Gmail account to open emails in Confidential Mode. They can access the email through a secure web portal provided by Google.
2. Are attachments sent in Confidential Mode also protected?
Yes, attachments sent in Confidential Mode are protected, and recipients need to authenticate their identity to access them.
3. Can I use Confidential Mode for business or work-related emails?
Yes, Confidential Mode is suitable for business or work-related emails, especially when dealing with sensitive information. It provides an additional level of protection for your confidential content.
Encrypting Outgoing Emails from Gmail
That’s it for how to activate Confidential Mode on Gmail. If you’re still worried about the confidentiality of the emails you send out from Gmail, you can also try encrypting the emails by using the SafeGmail extension.
Categories: How to
Source: thpttranhungdao.edu.vn/en/
