Google Workspace Security Checklist for Growing Businesses
A practical Google Workspace security checklist covering admin accounts, 2-Step Verification, Drive sharing, Gmail protection, third-party apps, devices and alerts.
/ Guide map
Which Google Workspace security settings matter most?
How do you roll these changes out without disrupting staff?
How is this different from a Microsoft 365 security checklist?
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Business owners and IT managers running Google Workspace
Decision support
Direct answer
A Google Workspace security checklist should cover admin accounts, sign-in protection, file sharing, email authentication, third-party app access, devices and monitoring. Start with five checks: 2-Step Verification enforced for everyone, separate super admin accounts protected with security keys, restricted default Drive sharing, SPF, DKIM and DMARC on your domain, and control over which third-party apps can reach your data.
Which Google Workspace security settings matter most?
Review stolen-password exposure, public or excessive file sharing, and third-party apps with unnecessary access. Check the current tenant configuration and available monitoring, then prioritise changes by business impact and access dependencies.
| Area | What to set | Why it matters |
|---|---|---|
| Admin accounts | Separate super admin accounts used only for admin work, protected with security keys | A phished super admin controls the whole tenant |
| Sign-in | Verify 2-Step Verification enrollment, approved methods and recovery before enforcing the policy | Reduces account-takeover risk from stolen passwords |
| Drive sharing | Confirm restricted default link access and review existing external or public grants | Reduces unintended access to business files |
| Gmail | Validate SPF and DKIM, then monitor DMARC before moving to quarantine or reject | Helps receiving servers identify unauthorised use of your domain; does not prevent every phishing or impersonation attempt |
| Gmail safety | Review available pre-delivery scanning, attachment and link protections | Adds checks for malicious content alongside email authentication |
| Third-party apps | Restrict unconfigured apps in API controls and review existing OAuth grants | Limits unapproved access and identifies grants that need removal |
| Devices | Review platform, enrollment, encryption, screen lock and supported wipe actions | Reduces exposure; offline devices and some local copies can retain data |
| Monitoring | Review available alert rules and sign-in events; use security health where the edition includes it | Supports investigation within the tenant's licensed capabilities |
How do you roll these changes out without disrupting staff?
Admins first
Review Google's administrator 2-Step Verification requirements, separate privileged accounts, and confirm recovery before changing access policies.
2-Step Verification with a deadline
Announce the policy, confirm enrollment and approved recovery methods, then stage enforcement with support available.
Tighten Drive sharing for new files
Confirm the restricted general-access default for new items, then review existing public links and external grants separately.
Email authentication in stages
Publish DMARC at p=none, read the reports, fix legitimate senders, then move to quarantine.
Review app access
Remove apps nobody uses and restrict new ones to an approved list.
Monthly review
Check alerts, admin changes and external sharing as part of the regular IT report.
How is this different from a Microsoft 365 security checklist?
Both platforms need sign-in, sharing, app-access and recovery controls, but their settings are not one-to-one equivalents. Microsoft 365 can provide MFA through Security Defaults or licensed Conditional Access. Google Workspace uses 2-Step Verification, organizational units or configuration groups, and API controls. Check each platform's edition and policy behavior before applying a shared security objective.
- Separate, key-protected super admin accounts
- 2-Step Verification enforced for every user
- Restricted default Drive sharing
- SPF, DKIM and DMARC on every sending domain
- Third-party app access reviewed and restricted
- Alerts reviewed as part of monthly reporting
Want your Google Workspace reviewed against this checklist?
We can review your settings, prioritise gaps and plan controlled changes with your team, including user communication and recovery checks.
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Questions buyers ask
Is Google Workspace secure by default?
Google protects the platform and provides default controls, but your business still needs to review account access, sharing, email authentication, third-party apps and recovery. Google is enforcing 2-Step Verification for administrator accounts; check your organisation's enforcement status and staff policy rather than assuming every account is protected in the same way.
Does Google Workspace need a separate backup?
Assess the recovery requirements against Google's native recovery options, their time limits and the data covered. Vault supports retention and eDiscovery rather than a backup restore workflow. Configured backups can provide recovery options beyond those native limits; test the result for your required data and scenario. BPro managed clients receive daily backups, with protected data and retention documented in the service schedule.
Which Google Workspace edition do we need for these controls?
Check your edition before following the checklist. Core sign-in, sharing and email-authentication controls are widely available, while the security health page, advanced device actions, Vault and Context-Aware Access have specific edition or management requirements. We map the recommended controls to your existing licences and devices before proposing changes.
Can BPro Technologies audit our Google Workspace?
Yes. We can review your admin console against this checklist, prioritise findings and agree a staged implementation. Before enforcing access changes, confirm enrollment, recovery options, user communication and a pilot so the team can identify and reduce disruption.
What are the most important Google Workspace security best practices?
Review 2-Step Verification and phishing-resistant methods; keep privileged accounts separate; restrict third-party app access; review Drive sharing; validate SPF, DKIM and DMARC; manage supported devices; inspect available alerts and sign-in events; and test recovery. Prioritise findings by business risk, existing controls and dependencies rather than assuming one order fits every tenant.
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