The Best Google Workspace Security Settings for Your Business

As remote and hybrid workforces become the norm, securing your organization's digital tools has never been more crucial. Google Workspace is the backbone for many businesses' collaboration, communication, and data storage needs.

But with that responsibility comes the need for enhanced security settings. The protection of sensitive data, user credentials, and company assets relies heavily on a properly configured Google Workspace environment.

This article walks you through the best security settings and practices that can safeguard your business in Google Workspace, with a special emphasis on how gPanel can automate and simplify these security measures.

Account & Authentication Settings

Password Management

One of the simplest, yet most effective ways to secure accounts is through strong password policies. In Google Admin Console, you can enforce these settings under Security > Password Management:

• Minimum password length: 12+ characters
• Enforce strong passwords
• Disable password reuse
• Optional password expiration (if 2FA is enabled)

With gPanel

You can automate password resets across multiple users in one click, create custom reset policies for specific groups or organizational units (OUs), and even trigger resets based on specific user actions or behaviors.

gPanel removes the manual work and reduces the risk of lapses in password security.

Two-Factor Authentication (2FA)

Enforcing 2FA is a non-negotiable step in protecting your Google Workspace accounts. You can apply this setting under Security > 2-Step Verification:

• Enforce 2FA for all users
• Allow "trusted devices" for usability
• Use security keys or authenticator apps for added protection

With gPanel

gPanel lets you audit which users have 2FA enabled, apply bulk enforcement policies for departments or roles, and even schedule recurring 2FA checks with automatic reminders. This makes it easy to ensure all users are compliant without manually checking each account.

Drive & Document Security Settings

External Sharing Restrictions

Files in Google Drive are critical assets, and sharing them improperly can lead to major security breaches. In Apps > Google Workspace > Drive and Docs > Sharing Settings, consider these best practices:

• Turn off "Allow users to publish files publicly or unlisted"
• Enable "Warn before sharing externally"
• Disable "Link sharing: ON by default"

With gPanel

You can use Drive Sweep to detect and revoke public links, enforce sharing policies by OU, and even export reports on externally shared files and their owners in bulk.

Shared Drives Settings

Shared Drives are great for collaboration, but they can be a security risk if not managed properly. In Drive and Docs > Shared Drives:

• Prevent users from creating Shared Drives (set to OFF)
• Block managers from overriding security settings
• Disable the ability for viewers/commenters to copy, download, or print files

With gPanel

gPanel provides visibility into all Shared Drives, allowing you to monitor and manage access, delegate permissions, and quickly assess the risk by viewing the permission hierarchy.

Gmail Security Settings

User Settings

Misconfigured email settings can lead to data exfiltration. To restrict settings in Gmail, go to Apps > Google Workspace > Gmail > User Settings and consider the following:

• Disable user-delegated mailbox access (admins only)
• Restrict auto-forwarding of emails to external domains

With gPanel

gPanel enables you to create, monitor, or remove delegates across multiple accounts, set or revoke forwarding rules domain-wide, and audit inbox rules that might be used for exfiltration.

Spam, Phishing & Malware Controls

Protect your users from email threats by configuring Gmail’s spam, phishing, and malware settings under Gmail > Safety:

• Enable phishing and malware detection
• Move suspicious emails to spam
• Enable spoof protection and DKIM/SPF checks

With gPanel

gPanel offers advanced monitoring for malicious email reports, allowing you to export audit logs and auto-flag risky messages or settings using the Rules Engine.

End-User Access Control Settings

IMAP/POP Restrictions

IMAP and POP access should be restricted unless absolutely necessary for legacy systems. You can disable these settings under Security > IMAP/POP Access.

With gPanel

gPanel allows you to view POP/IMAP usage across users, schedule reports to monitor trends over time, and apply group-based restrictions to ensure only the right users have access.

Auto-Forwarding & Outbound Gateways

Prevent unauthorized external forwarding and control outbound gateways by disabling them under Security > Auto-Forwarding Settings.

With gPanel

You can set domain-wide forwarding policies, monitor mail forwarding configurations across users, and automatically remove external forwarding rules when deprovisioning users, keeping your environment secure.

User & Device Management Settings

Managing who has access to your Google Workspace environment is crucial for maintaining security, especially as the number of remote employees grows.

By setting clear device management and user control policies, you can ensure that only authorized users have access to your company's resources.

Google Admin Console Settings

Under Devices > Mobile & Endpoints, the Google Admin Console allows you to set policies that help secure devices accessing your data. Consider these settings:

• Require device encryption for mobile devices
• Set up device wipe in case of lost or stolen devices
• Implement password policies for mobile devices
• Disable third-party apps from accessing company data without approval

With gPanel

gPanel extends the control you have over devices by enabling real-time monitoring of device activity across your organization. You can enforce compliance across multiple devices with just a few clicks, suspend or wipe devices remotely, and ensure that security measures are in place for any device accessing sensitive company data.

Automate Security & Compliance with gPanel

gPanel’s advanced automation tools ensure you don’t miss critical security actions. Here are some ways gPanel makes Google Workspace security simpler and more efficient:

• Policy Automation: Use the Rules Engine to create triggers like "If a user joins Marketing, remove external Drive shares and enforce signatures" or "If a user is suspended, transfer Drive & Calendar ownership, forward mail, reset password."
• Reporting & Auditing: gPanel’s centralized logging system provides visibility into file-sharing activity, email rule creation, and calendar event delegation. Easily track user behaviors and make adjustments quickly to stay compliant.
• Bulk Actions: With gPanel, you can execute sweeping changes across thousands of accounts with no scripting required. Bulk actions reduce manual errors and streamline the process of securing your organization.

Get Started With gPanel

Google Workspace security doesn’t have to be overwhelming. With gPanel, you can simplify your administration, enhance compliance, and protect your business from security breaches.

Whether it’s enforcing 2FA, automating password resets, or managing shared drives, gPanel centralizes security management into a single platform. Take control of your Google Workspace security and schedule a demo with gPanel today.