Google Workspace has become an indispensable tool for businesses and organisations. In this comprehensive guide, we will explore the common security risks in Google Workspace and provide actionable tips on how to mitigate them. We’ll also answer important questions such as what the risks are, how to improve security, what security measures Google Workspace employs, and how to protect your data effectively.

Google Workspace is a suite of cloud-based productivity tools that are used by millions of businesses around the world. It offers a range of applications that streamline communication and collaboration, but with this convenience comes the responsibility of ensuring robust security.

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What are the security risks Google Workspace can help you address?

There are a number of security risks that Google Workspace users face. Some of the most common risks include:

Phishing Attacks

As is the case with any email service, phishing is one of the most prevalent security risks in Google Workspace. The number of phishing attacks recorded in 2022 saw a 61% increase compared with 2021. Attackers often send deceitful emails or messages pretending to be from trusted sources, convincing users to reveal sensitive information such as login credentials.

How to mitigate phishing attacks?
Educate users about identifying phishing attempts, enable two-factor authentication (2FA), and implement email filtering solutions.

Data Leakage

Accidental data leaks can occur when sensitive information is shared with the wrong individuals or mistakenly exposed publicly. This risk becomes more significant when employees work remotely or collaborate with external parties.

How to avoid lata leakages?
Implement strict access controls, regularly review sharing settings, and educate users about data classification and sharing best practices. Consider a Google Workspace Health Check service to identify and fix any misconfigurations that might cause security issues along the line.

Unauthorized Access

Unauthorized access to Google Workspace accounts can lead to data breaches and compromise user privacy. Weak passwords and improper account management can facilitate such breaches.

How to prevent unauthorized access?
Enforce strong password policies, implement 2-Step Verification, and regularly review user access privileges.

Malware and Ransomware

Malicious software and ransomware can infect Google Workspace accounts, leading to data loss, financial losses, and operational disruptions. Third-party apps can be useful, but they can also introduce new security risks to Google Workspace. If an app or extension is not developed by Google, it could pose a threat to your data.

How to mitigate the risk of malware and ransomware?
Use antivirus solutions, educate users about downloading files from untrusted sources and installing third-party apps, and implement email scanning for malicious attachments.

What security measures does Google Workspace use?

Google Workspace uses a variety of security measures to protect its users’ data. Some of these measures include:

  • Data encryption: Google Workspace encrypts all data in transit and at rest. This means that your data is protected even if it is intercepted by unauthorized individuals.
  • Malware scanning: Google Workspace uses malware scanning to detect and remove malicious software from its servers.
  • Access controls: Google Workspace uses access controls to restrict who can access your data. You can control who can access your files, folders, and emails.
  • Logging and monitoring: Google Workspace logs all activity in its systems. This allows Google to detect and investigate security incidents.

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How do I protect data in Google Workspace?

In addition to the security measures that Google Workspace uses, there are a number of things you can do to protect your data. Some of these things include:

Use file permissions

Use file permissions to control who can access your files. You can set permissions so that only certain people can view, edit, or download your files. Classify data based on sensitivity and apply appropriate access controls. Not all data needs to be accessible to every user.

Use 2-Step Verification

2-Step Verification, also known as two-factor authentication (2FA) adds an extra layer of security to your Google Workspace account by requiring you to enter a code from your phone in addition to your password when you sign in. Also remember to enforce strong password policies and encourage your users to use unique, complex passwords. Consider using a password manager for added security.

Google Workspace Security Checks

Comprehensive Google Workspace Security Audits can identify and mitigate common security risks, ensuring that your organisation’s data remains protected. A Google Admin expert can deliver a report tailored to your organisation, along with suggestions to enhance the security and functionality of Google Workspace.

At Refractiv, we understand that every organisation is unique, and so are its security needs. Our Google Workspace Health Check Service offers a custom approach to enhancing your domain security. Our experts are ready to discuss with you the best security practices, your user access settings, email filtering, and more.

Back up your data

Regularly backup your Google Workspace data to ensure you can recover it in case of data loss due to accidental deletion, malware, or other threats. To do this, you can use one of our recommended backup services Spanning or Backupify.



Google Workspace offers powerful tools for collaboration and productivity, but it’s essential to be aware of the common security risks and take steps to mitigate them. By implementing robust security practices, leveraging Google’s built-in security features, and educating your users, you can significantly improve the security of your organisation’s data in Google Workspace. Remember, security is an ongoing process, so stay vigilant and proactive to protect your valuable information effectively.

Are you concerned about the security of your Google Workspace account? If you want to make sure that your data is safe from unauthorized access and malicious attacks consider a Google Workspace Security Check.