How to Improve Privacy and Security on Your Gmail Account

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Learn how to improve privacy and security on your Gmail account in 2026 with practical tips for passwords, 2-Step Verification, passkeys, recovery options, connected apps, Gmail settings, phishing protection, privacy controls, and account activity.

Introduction

Gmail is one of the most widely used email services for personal communication, professional work, online accounts, subscriptions, documents, and important notifications. Because so much information can be connected to a single Gmail account, protecting it should be a regular part of your digital-security routine.

Account security and privacy are closely related, but they are not exactly the same. Security focuses on preventing unauthorized access, while privacy focuses on understanding and controlling how your information and activity are stored, shared, and used.

Google provides several built-in tools to help with both areas. Security Checkup can provide personalized recommendations for strengthening an account, while Privacy Checkup helps users review and choose privacy settings.

For Gmail users, security also involves reviewing specific settings such as forwarding, filters, delegation, "Send mail as," POP/IMAP access, and automatic replies. Google recommends checking these settings to make sure they were configured intentionally and that no unfamiliar activity is present.

This guide explains practical ways to improve Gmail privacy and security in 2026. Whether you use Gmail for personal communication, freelancing, education, or business, these steps can help create a stronger and more privacy-conscious account.

1. Start With Google's Security Checkup

The first step is to review your overall Google Account security.

Google's Security Checkup provides personalized recommendations and can help you review important security areas such as recovery options, authentication methods, connected applications, and account protection. Google recommends completing Security Checkup regularly.

A basic security review should include:

Recovery information
Authentication methods
Recent security activity
Connected applications
Devices
Security recommendations

If Google displays a recommended action, review it instead of ignoring it.

2. Use a Strong and Unique Password

A strong password is one of the basic foundations of account security.

Google recommends using a strong, unique password for every account. Reusing one password across several services creates additional risk because a password exposed through another service could potentially be used against your Gmail account.

A good Gmail password should be:

Long
Unique
Difficult to guess
Not based on obvious personal information
Not reused elsewhere

A trusted password manager can help you generate and manage unique passwords.

3. Enable 2-Step Verification

2-Step Verification adds another layer of protection beyond your password.

Google explains that 2-Step Verification can help prevent unauthorized access even if someone obtains your password. Depending on your account and devices, available methods can include Google Prompts, authentication codes, security keys, and other supported options.

For an account containing important personal or professional information, enabling an additional authentication step is an important security improvement.

Quick Checklist

2-Step Verification enabled
Second-step method tested
Backup method available
Backup codes stored securely

4. Consider Using a Passkey

Passkeys provide a modern alternative to traditional password-based sign-in.

Depending on the device, a passkey can use:

Fingerprint
Face recognition
PIN
Device screen lock

Google explains that passkeys can help protect against phishing because they are tied to the user's device and cannot simply be copied or typed into a fake website.

Only create passkeys on devices that you personally own and control.

5. Keep Recovery Information Updated

Recovery information is an important part of both security and account recovery.

Google states that recovery phone numbers and email addresses can help:

Block unauthorized access
Receive suspicious-activity alerts
Recover an account when you cannot sign in

Review your recovery information and make sure:

Your recovery phone is current
Your recovery email is accessible
Old contact information has been removed
Your recovery email is itself protected

Do not add recovery information belonging to someone else unless you intentionally control and trust that recovery method.

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6. Review Recent Security Activity

Regularly reviewing account activity can help identify unexpected changes.

Watch for:

Unknown sign-ins
Unexpected password changes
New authentication methods
Recovery information changes
Unknown devices

If you see suspicious activity, Google recommends completing Security Checkup and following its account-security guidance.

Do not assume an unfamiliar event is harmless without checking it.

7. Check Devices Connected to Your Account

Over time, a Gmail account may be used on many devices.

For example, you may have previously signed in on:

Old smartphones
Laptops
Desktop computers
Tablets
Work computers

Review the devices associated with your Google Account.

If you no longer own a device or do not recognize it, investigate and remove access as appropriate. Google provides tools for reviewing recently used devices.

8. Review Third-Party Apps

Many websites allow users to sign in with Google.

Over the years, you may have authorized numerous applications that you no longer use.

Google recommends reviewing applications with access to your account information and removing access that is no longer needed.

Ask yourself:

Do I still use this application?
Do I recognize the developer?
Does it really need access?
Is the permission still necessary?

If the answer is no, consider removing access.

9. Review Gmail Forwarding Settings

Automatic forwarding can be useful, but an unfamiliar forwarding address can be a security warning.

Open Gmail settings and verify that messages are not being forwarded to an address you do not recognize.

Google specifically recommends checking forwarding settings when reviewing Gmail security.

Pay particular attention to forwarding rules you did not create yourself.

10. Check Gmail Filters

Gmail filters can automatically:

Archive messages
Delete messages
Apply labels
Forward messages
Organize incoming email

Filters are useful when intentionally configured, but unexpected filters can interfere with your inbox and potentially hide important messages.

Google recommends checking filters that automatically forward or delete messages.

Remove filters that you do not recognize or no longer need.

11. Review Gmail Delegation

Gmail allows users to grant another person access to their mailbox through delegation.

This can be useful in professional environments, but it should be reviewed regularly.

Open Gmail settings and check the account-access section.

Make sure:

Every delegated user is known
Every delegated user is still authorized
No unexpected person has mailbox access

Google specifically recommends checking "Grant access to your account."

12. Check "Send Mail As"

The "Send mail as" feature allows Gmail to send messages using additional configured addresses.

Review all addresses listed there.

Every address should be:

Recognized
Intentionally configured
Still relevant

Unexpected entries should be investigated.

This is one of the Gmail settings Google recommends reviewing for account security.

13. Review POP and IMAP Settings

POP and IMAP can allow external email applications to access Gmail.

If you use an email client, verify that its configuration is still necessary.

If you no longer use an external mail application, review whether the associated settings should remain enabled.

Google recommends verifying POP/IMAP settings as part of Gmail security checks.

14. Check Your Vacation Responder

Gmail's vacation responder can automatically send replies to incoming messages.

Check that:

The message is correct
The dates are appropriate
It is disabled when not needed

An outdated automatic reply can accidentally reveal unnecessary information or confuse people contacting you.

Google includes the vacation responder among Gmail settings users should review.

15. Review Your Gmail Signature

Your email signature can contain:

Your name
Job title
Company
Website
Phone number
Social profiles

Review it periodically and remove outdated information.

From a privacy perspective, avoid including more personal information than necessary.

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16. Be Careful With Phishing Emails

Phishing is one of the most important threats facing email users.

A fraudulent message may attempt to convince you that:

Your account is in danger
You must verify your password
Your payment failed
Your account will be closed
You won a prize
You need to click a security link

Google recommends not replying to suspicious messages or clicking links in messages that request personal or financial information.

If you receive a suspicious message, use Gmail's reporting tools rather than interacting with the sender.

17. Never Share Your Password

Your Google password should remain private.

Google states that it does not ask for your password through email, messages, or phone calls.

Be cautious if someone claims to be:

Technical support
An account manager
A security specialist
A website administrator
A friend helping with account recovery

Legitimate support should not require you to reveal your password.

18. Never Share Verification Codes

Verification codes are another sensitive security credential.

If someone obtains your password and then convinces you to provide a verification code, they may be able to bypass an important security layer.

Keep authentication codes private.

Google notes that 2-Step Verification helps protect an account even if a password is stolen because the attacker would still need the additional authentication factor.

19. Store Backup Codes Securely

Backup codes can provide another way to access your Google Account when your normal second-step method is unavailable.

Google allows users with 2-Step Verification to use backup codes as a recovery option.

Store them securely.

Do not:

Post them online
Send them to strangers
Store them in publicly accessible documents
Share them unnecessarily

20. Keep Your Browser Updated

An account can have strong settings while the device accessing it remains outdated.

Google recommends keeping your browser, operating system, and applications updated.

Use the official update mechanism provided by your browser or operating system.

21. Keep Your Phone and Computer Updated

Regular updates can include security fixes.

Keep the following updated where applicable:

Windows
Android
iOS
macOS
Chrome
Gmail app
Other browsers

Google recommends using current versions of browsers, operating systems, and apps to improve security.

22. Remove Unnecessary Browser Extensions

Browser extensions can sometimes access information from websites.

Review installed extensions and remove those that are:

Unknown
Unused
Suspicious
Installed from unreliable sources

Google recommends removing apps and browser extensions that you do not need.

23. Use a Screen Lock

Physical access to your device can become a privacy problem.

Use a secure screen lock such as:

PIN
Password
Fingerprint
Face recognition

Google recommends screen locks as part of protecting devices from unauthorized use.

24. Complete a Google Privacy Checkup

Security Checkup focuses primarily on account protection, while Privacy Checkup helps users review privacy-related choices.

Google's Privacy Checkup is designed to help users choose the privacy settings that are appropriate for them.

Use it to review how your information and activity are managed across Google services.

25. Review Google Activity Controls

Google provides tools that let users review and control activity saved to their accounts.

Depending on the services you use, this may include:

Search activity
Websites visited
Videos watched
Location-related information
Other account activity

Google's account privacy tools allow users to review and manage saved activity.

You do not necessarily need to delete everything. Instead, review the settings and choose what you are comfortable saving.

26. Review Personal Information

Your Google Account can contain personal information such as:

Name
Profile image
Contact information
Other profile details

Review what information is stored and what may be visible to others.

Google provides account controls for editing personal information and managing who can view certain information.

27. Review Ad Personalization Settings

Google provides controls that allow users to manage information used for personalized advertising.

You can review your ad settings and adjust them according to your preferences.

This is primarily a privacy preference rather than an account-security feature, but it is an important part of understanding how your Google Account is configured.

28. Review Gmail Smart Features

Gmail provides features such as:

Smart Compose
Smart Reply
Smart inbox features
Other personalized experiences

Google explains that users can control whether Gmail data is used for certain smart features and personalization options.

Review these settings and choose the options that match your privacy preferences.

29. Understand How Gmail Handles Your Data

Google says Gmail content is encrypted in transit and at rest and provides privacy controls through your Google Account. Google also states that it does not process Gmail content to serve personalized ads.

Understanding these controls can help users make informed privacy decisions instead of relying on assumptions.

30. Use Google Dashboard to Review Stored Data

Google Dashboard can provide an overview of data associated with different Google services.

It can help you understand which Google products you use and what information is stored.

Reviewing this information periodically can be especially useful for long-established accounts.

31. Download Important Data

If your Gmail account contains important emails, contacts, or other Google data, consider maintaining an appropriate backup.

Google provides tools that allow users to download or transfer data such as emails, contacts, documents, and photos.

A backup can be useful if you later need access to important information outside your Google Account.

32. Clean Up Old and Unnecessary Information

Privacy management is not only about changing settings.

It can also involve reducing unnecessary stored information.

Consider reviewing:

Old newsletters
Unnecessary promotional emails
Duplicate messages
Old attachments
Outdated contacts
Unused connected services

Before deleting anything, make sure it is not needed for legal, financial, professional, or personal reasons.

33. Use Labels to Improve Organization

Better organization can improve productivity without sacrificing security.

Useful Gmail labels may include:

Work
Personal
Finance
Clients
Projects
Receipts
Important

Labels make it easier to locate important messages and review your inbox efficiently.

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34. Archive Instead of Keeping Everything in the Inbox

A crowded inbox can make important messages harder to identify.

When a conversation no longer requires action, consider archiving it instead of leaving it in the main inbox.

This can help maintain a cleaner workspace while preserving the message for future searches.

35. Be Careful With Sensitive Information

Avoid unnecessarily storing highly sensitive information in email.

For example, do not use ordinary email messages as a permanent password-storage system.

For credentials and other authentication information, use appropriate security tools such as a reputable password manager.

36. Review Account Access Regularly

Your account's access environment can change over time.

A good periodic review should include:

Devices
Connected applications
Recovery methods
Authentication methods
Gmail forwarding
Filters
Delegation

Google recommends reviewing linked apps and devices as part of account-security management.

37. Know the Signs of a Security Problem

Potential warning signs include:

Emails you did not send
Unexpected password changes
Unknown devices
Unknown applications
Unfamiliar forwarding addresses
Strange filters
Unexpected recovery changes
Security alerts you do not recognize

If you notice suspicious activity, investigate immediately.

Google recommends checking for unknown devices, completing Security Checkup, and following Gmail security guidance when unexpected activity appears.

38. What to Do if You Suspect Unauthorized Access

If you believe someone accessed your Gmail account:

Step 1: Change Your Password

Reset your password immediately.

Step 2: Complete Security Checkup

Review Google's security recommendations.

Step 3: Check Devices

Look for unknown devices.

Step 4: Review Gmail Settings

Check forwarding, filters, delegation, and other settings.

Step 5: Review Connected Applications

Remove suspicious access.

Step 6: Verify Recovery Information

Make sure recovery information still belongs to you.

Google specifically recommends resetting your password immediately if you believe someone has unauthorized access.

39. Create a Regular Privacy and Security Routine

You do not need to review every setting every day.

A practical routine can look like this:

Weekly

Check suspicious messages
Avoid suspicious links
Review unexpected security alerts

Monthly

Review recent account activity
Check devices
Remove unnecessary applications

Every 3–6 Months

Complete Security Checkup
Complete Privacy Checkup
Review recovery information
Review Gmail forwarding
Review filters
Review delegation
Review connected apps
Review privacy settings

Google recommends taking Security Checkup regularly.

Gmail Privacy and Security Checklist

Account Security

Strong unique password
2-Step Verification enabled
Passkey considered
Backup codes stored safely
Recent security activity reviewed

Recovery

Recovery email current
Recovery phone current
Recovery methods accessible
Old recovery information removed

Gmail Settings

Forwarding reviewed
Filters reviewed
Delegation reviewed
"Send mail as" reviewed
POP/IMAP reviewed
Vacation responder reviewed
Signature reviewed

Privacy

Privacy Checkup completed
Activity settings reviewed
Personal information reviewed
Ad settings reviewed
Smart features reviewed
Google Dashboard reviewed

Device Protection

Screen lock enabled
Operating system updated
Browser updated
Gmail app updated
Unnecessary extensions removed

Phishing Protection

Password never shared
Verification codes never shared
Suspicious links avoided
Suspicious messages reported
Unknown attachments avoided

Frequently Asked Questions

How can I make my Gmail account more secure?

Start with Security Checkup, use a strong unique password, enable 2-Step Verification, consider a passkey, keep recovery information current, review connected devices and applications, and check Gmail settings such as forwarding and filters.

How can I improve Gmail privacy?

Use Privacy Checkup to review your privacy choices, manage saved activity, review personal information, control personalization settings, and examine connected services.

Is 2-Step Verification worth enabling?

Yes. Google says 2-Step Verification provides an additional security layer and can help protect your account even if someone obtains your password.

Are passkeys useful?

Passkeys can provide a convenient and phishing-resistant sign-in method when used on trusted devices. Google supports passkeys as an alternative to traditional password-based sign-in.

What should I do if I see an unknown device?

Review the device immediately. If you do not recognize or own it, follow Google's account-security guidance and remove access where appropriate.

Should I remove every application connected to Google?

No. Remove applications that you no longer use or do not recognize. Keep legitimate applications that you still need.

How often should I check my Gmail security?

A full security and privacy review every three to six months is a practical approach. Investigate immediately whenever you notice suspicious activity or receive an unexpected security alert.

Does Gmail scan email content to show personalized ads?

Google states that it does not process Gmail content to serve personalized ads. Users can also control various privacy and personalization settings through their Google Account.

Can I download my Gmail data?

Yes. Google provides tools for downloading or transferring data such as emails, contacts, documents, and photos.

Conclusion

Improving Gmail privacy and security is not about changing one setting and forgetting about the account. Effective protection comes from combining strong authentication, careful privacy choices, secure devices, regular account reviews, and good email habits.

Start with Google's Security Checkup and make sure your password, recovery information, authentication methods, devices, and connected applications are properly maintained. Google also recommends keeping your browser, operating system, and applications updated and removing unnecessary apps and browser extensions.

For Gmail specifically, do not overlook forwarding, filters, delegation, "Send mail as," POP/IMAP, signatures, and automatic replies. These settings can affect who has access to your messages or how your email behaves.

Privacy deserves equal attention. Use Privacy Checkup to review your choices, examine activity controls, review personal information, manage personalization options, and understand what information is stored in your Google Account.

Finally, remain cautious about phishing. Never share your password or verification codes, avoid suspicious links and attachments, and investigate unexpected account activity promptly.

By making these practices part of a regular routine, you can create a Gmail account that is not only more secure but also more private, organized, and manageable throughout 2026 and beyond.

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How to Improve Privacy and Security on Your Gmail Account