How to Use Gmail Confidential Mode
33In this video I'll show you how to use Gmail Confidential Mode to send emails that recipients can't forward or print, and can only be viewed in a defined window of time.
Timestamps:
Introduction: 0:00
Steps to Use Gmail Confidential Mode in Gmail App: 0:53
Steps to Use Gmail Confidential Mode on Gmail Website: 3:39
Conclusion: 6:02
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Video Transcript:
If you're worried about someone forwarding or printing an email that isn't meant to be shared with other people, don't worry, Google has you covered. Sending an email using Gmail's Confidential Mode means that email can't easily be printed or forwarded. Additionally, you can also remove the recipient's access to view the email after a defined period of time, and even go so far as to require the recipient to have to enter a passcode that will be sent to them at a number you choose to even view the message. In this video I'll show you how to send emails using Gmail Confidential Mode using both the Gmail app and the Gmail website.
First let's walk through the steps to send an email using Gmail Confidential Mode in the Gmail app for iPhone, iPad and Android.
Step 1. Launch the Gmail app on your iPhone, iPad or Android device, and then tap "Compose" to write a new email message in Gmail. A new message window is displayed.
Step 2. Enter the email address you want to send your confidential message to, give your message a subject line, and then type the body of your message.
Step 3. Tap the ellipses at the top of the screen after filling out your email. A menu is displayed.
Step 4. Tap "Confidential Mode" in this menu. The Confidential Mode menu is shown.
Step 5. First, make sure "Confidential Mode" is toggled on at the top of this menu. Next, tap the "Set Expiration" section to define how long the recipient will have to view the message. You can choose as little as one day or a maximum of five years, but after your defined period of time passes the message will no longer be viewable. At the bottom of this section, tap the "Require Passcode" field to choose whether you want to use a standard passcode or SMS passcode. If you choose "Standard Passcode," the recipient will be able to read the message without entering a code if they are accessing it with their Gmail account, but they will need to enter the passcode that was emailed to them if they are using a non-Gmail account. Alternatively, if you choose "SMS Passcode," you'll need to eventually provide a phone number that the recipient can use to retrieve a passcode that will be required to read your message. In this example, I'll choose "SMS Passcode." Tap the check mark at the top of the screen when you're finished. You'll return to your confidential Gmail message where you'll now see a note at the bottom of the email letting you know when this message will expire for the recipient and what they won't be able to do.
Step 6. Tap the "Send" icon to try sending your message. If you chose to protect your confidential email by requiring an SMS passcode you'll see a prompt that says you're missing required information and that a phone number is required. Tap "Add Missing Information." The Missing Information screen is displayed.
Step 7. Enter a phone number where the recipient can receive the passcode that will be required for them to access your message, and then tap the check mark at the top of this screen. You'll return to your Gmail confidential message.
Step 8. Tap to send your message again. Your confidential message will be sent, and the recipient will get a message similar to what's on the screen where they will need to click a link to view your confidential email message and, if necessary, enter a passcode to do so.
Next let's look at how to send an email using Gmail Confidential Mode on the Gmail website.
Step 1. Open a web browser, navigate to www.Gmail.com, and then log into your Gmail account if you're not logged in by default. You'll land on your Gmail home screen.
Step 2. Click "Compose" to compose a new Gmail message. A New Message window is displayed on the screen.
Step 3. Enter the email address you want to send your confidential message to, give your message a subject line, and then type the body of your message.
Step 4. Navigate to the bottom of the New Message window, and then click the "Confidential Mode" icon that features a padlock and a clock. The Confidential Mode window is displayed.
Check out the video for more!