How to Secure Your Gmail Account (Best Practices for All Users)

Who This Applies To

All staff and users with a Google Workspace email account

Best Practices

1. Use a Strong, Unique Password

• Use a password manager like 1Password
• Avoid reusing passwords across systems
• Do not share your password with anyone

2. Enable 2-Step Verification (2FA)

• Always enable 2FA on your account
• Prefer using an authenticator app like Google Authenticator
• Avoid SMS-based codes when possible

3. Store Backup Codes Securely

• Generate backup codes in your Google account
• Store them securely in Box or your password manager
• Do not save them locally on your computer or email

4. Keep Recovery Information Updated

• Add a backup phone number
• Add a recovery email address
• Ensure both are accessible and current 

5. Be Aware of Phishing Attempts

• Do not click suspicious links
• Verify sender email addresses carefully
• Be cautious of urgent or unusual requests
• When in doubt, report it to IT

6. Avoid Public or Shared Devices

• Do not log into Gmail on shared/public computers
• If necessary, use Incognito Mode and log out completely

7. Regularly Review Account Activity

• Visit Google Account → Security → Your devices
• Remove any unfamiliar devices
• Review recent activity for anything suspicious

8. Keep Devices Updated

• Install updates for:
  • Your browser
  • Your operating system
• Updates often include security patches

Troubleshooting / Common Issues

Issue: Didn’t receive 2FA code
→ Check authenticator app or use backup codes

Issue: Suspicious login alert
→ Change password immediately and notify IT

Need Help?

If you believe your account has been compromised, contact IT immediately.