How to maintain G Suite security settings ?
If maintaining security is not at the forefront of your business model, then you are opening yourself up to hackers and data loss. G Suite offers security features to help protect your employees' accounts and maintain your company's data integrity. This blog post will explain how to maintain: G suite security settings.
As a G Suite administrator, you can access user security settings to ensure password strength is up to code and turn on two-step verification security protocols. To do this, you must first log into your administrator account and access the administrator console.
On the user's screen, you can verify the status of two-step verification enrollment. If you do not see a column listed for the two-step verification, click the more icon and choose select columns to expand your screen to include any missing options.
Select the user whose security settings you wish to check.
Click Security. Again, if security is not an option, select show more to find the missing section.
If the user has enabled the two-step verification, the backup verification codes are accessible by clicking show backup verification codes. Google suggests all G Suite users utilize the two-step verification process for maximum security. As an administrator, you can disable this feature if an employee no longer has access to the mobile number they used to set up their security.
To begin the two-step verification initiation process log into your administration console and select set up two-step verification for your domain. At this point, you should notify all your users of your new security protocol and include instructions on how they can finish setting up their enrollment.
All users must opt into the two-step verification themselves regardless of company policy. After they choose to opt-in, users need to navigate to the two-step verification page to set up their codes. Once on the two-step verification page, select Get Started.
Enter the email and password associated with the G Suite user account.
Click the start set up button.
When prompted, enter a mobile phone number in which to send a text message containing a six-digit verification code.
Verify the phone number by entering the six digit code which you received.
Confirm that you want to use two-step verification.
Unless the computer is a trusted device, each time your user logs in they will be required to enter the six-digit verification code. Mobile devices using Gmail and Google calendar may require app passwords in addition to their verification code. The app password is entered once and remains the same until the user updates their login information.
As the G Suite administrator, you can help protect your users' accounts by monitoring and managing the length and strength of their passwords. Setting a length requirement prevents users from creating short passwords which are easy to hack. Start by logging into your G Suite administration console.
On the dashboard navigate to security and then basic settings. If the security option is not visible on your panel, select more controls to browse to the security features.
In the section labeled password strength, enter a minimum and maximum length the user passwords must abide. For example, must be between eight and 20 characters.
Also in the security section of the G Suite administration dashboard, you can monitor how secure user passwords are. Navigate to the password monitoring area of the security section. From here you can view a graph showing the overall strength of your users' passwords. This bar graph will change over time depending common passwords that are known to be vulnerable and your password length requirements.
Keeping your G Suite user accounts secure is your best line of defense against hackers and data loss. It is also a good idea to back up all G Suite user information. CloudAlly offers an affordable backup service for all your G Suite accounts.
In this edition of How to, we will discuss how to import Gmail messages into a local email application. While Gmail allows you to import other email services into your Gmail inbox, it is not as simple to work in the opposite direction. However, with the adjustment of a few settings, you can push your Gmail messages to a third-party email service.
Businesses using G Suite automatically have access to Gmail for their users. However, many companies still use email software loaded locally on each employee's computer hard drive. Because of this, Google has POP or IMAP options to load Gmail messages into these software titles.
For Gmail to work correctly with a third-party email software such as Thunderbird or Outlook, each user must first turn on either the POP or IMAP features in their Gmail settings. To do this, start by logging into your Gmail account and selecting the settings icon in the top right-hand portion of your inbox.
Choose settings from the drop-down list.
On the configuration screen, select the Forwarding and POP/IMAP tab.
If you plan on only using one third-party external email, you may wish to use the POP settings. However, if you want to use multiple computers with external email programs, the IMAP settings are what you need to focus.
To configure Gmail for POP service, you will need to set the POP download section of the screen.
If this status for pop shows as disabled, select Enable POP for all mail (even mail that has already been downloaded) or enable POP for all mail that arrives from now on.
Under When Messages Are Accessed with POP, choose an option from the drop-down box. You can decide to keep Gmail's copy, Mark Gmail's copy as read, archive Gmail's copy, or delete Gmail's copy. Choose the option that works best for you.
In your local email service, you may need to configure the Gmail account. Start by adding a new account and entering your username and password. If you receive an error message, go into the advanced settings to ensure that you correctly set the incoming and outgoing servers. You may also need to adjust the port numbers to match Gmail's configuration.
Check with G Suite administrator to verify outgoing port and server settings are correct.
To configure Gmail for IMAP service, scroll down to the IMAP settings found beneath the POP settings.
If this status for IMAP is disabled, choose the enable IMAP option.
For the setting when I mark a message in IMAP as deleted, decide between auto-expunge on which immediately updates the server or auto-expunge off which allows the user to update through the web browser.
Under the when a message is marked as deleted and expunged from the last visible IMAP folder option, choose between archive the message (which is the default and the only alternative for auto-expunge on), move the message to the trash folder, or immediately delete message forever.
Finally, choose the folder size limits to meet your needs. You can decide not to restrict the number of messages in an IMAP folder, or you can set it to 1000, 2000, 5000, or 10,000.
Recovery of Gmail messages may be involved. Deleted emails go to the trash folder. Restoration from the trash is easy. However, once you empty the trash bin, recovery of email is harder. Administrators may be able to restore the file. However, if it has been longer than 30 days, or the employee's account is purged, recovery is impossible.
The use of an additional online backup does prevent email loss due to accidental deletion or employee account removal. Unlike some competitors, CloudAlly makes it very easy to restore Gmail messages to third-party email platforms. When restoring missing messages from user accounts, administrators can choose to download the files in Outlook compatible format. The user quickly integrates the downloaded data into their desktop application.