Manage Gmail

Learning Objectives

After completing this unit, you’ll be able to:

Configure common Gmail settings.
Set basic Gmail compliance policies.

Explore Gmail Management Features

Manage Common Settings in Gmail

After a meeting with Alex, you both decided that several important Gmail features and user access settings need to be set up.

Let users choose their own themes.
Don't allow email read receipts to be sent.
Let users delegate access to their mailbox to other users.
Enable Gmail web offline.
Do not allow contractors to delegate access to their mailbox or use Gmail web offline.

If you are not already signed in, sign in to your domain as the administrator at admin.google.com.
Navigate to the Gmail service via the Apps icon | Google Workspace icon | Gmail.
Then, click User settings.
Review the settings for Gmail. Several policies are already configured while others must be changed.
1. Click the Themes section. Ensure Let users choose their own themes is checked. Click Save if you have made any changes.
2. Click the Email read receipts section. Ensure Do not allow email read receipts to be sent option is selected. Click Save if you have made any changes.
3. Click the Mail delegation section. Check the Let users delegate access to their mailbox to other users in the domain box. Click Save if you have made any changes.
4. Click the Gmail web offline section. Check the Enable Gmail web offline box. Click Save if you have made any changes.
Click the Contractors OU (left side of page).
Note the OU policies are inherited from the top level organization. In the mail Delegation section, deselect the Let users delegate access to their mailbox to other users in the domain box.
Then, click Override.
In the Gmail web offline section deselect the Enable Gmail web offline box, then click Override.

Great! You’ve gotten the essential Gmail configurations taken care of. When you meet with Alex to report on your progress, you also discuss the need to limit Google Workplace Sync to the executive team.

Enable Google Workplace Sync for Executives

The company wants to restrict Google Workspace Sync for Microsoft Outlook (GWSMO) to the executive team. You must ensure that only users in the Executive OU can use GWSMO.

If you are not already signed in, sign in to your domain as the administrator at admin.google.com.
Navigate to the Gmail service via the Apps icon | Google Workspace icon | Gmail.
Click End User access. You may need to scroll down to see this section.
Click your top-level organization on the left and ensure that POP and IMAP access is set to Off.
Click the Google Workspace Sync row and ensure Enable Google Workspace Sync for Microsoft Outlook for my users box is deselected.
If you made changes, click Save.
Now click the Executive OU.
Click the Google Workspace Sync row and check the Enable Google Workspace Sync for Microsoft Outlook for my users box.
Then, click Override. You are overriding the inherited setting from the top-level organization.

Now, GWSMO is enabled for executives only. Great job!

Configure Gmail Compliance Policies

Google Workspace provides a rich set of email compliance policies you can configure for an organization or the entire domain.

The IT manager wants to follow Google best practices to configure only a few compliance policies to start and possibly add more later.

Your organization will continue to use their compliance footer which will be appended to the end of all email messages leaving the company, but not for internal messages.
Your organization also wants to prevent their users from receiving attachments that are video, multimedia, and music from external users. Google Workspace can remove these attachments, yet deliver the message. For now, these file attachments can be sent internally between employees. You and Alex decide to revisit this policy later.

If you’re not already signed in, sign in to your domain as the administrator at admin.google.com.
Navigate to the Gmail service via the Apps icon | Google Workspace icon | Gmail.
Scroll down and click Compliance.
Scroll down to the Append footer row, then click Configure. The Append footer dialog box displays.
Enter a short description that will appear within the setting's summary, such as Company compliance footer.
In the For all outbound email messages, append the following footer field, enter:

This message (and any associated files) may contain confidential and/or privileged information. If you are not the intended recipient or authorized to receive this for the intended recipient, you must not use, copy, disclose or take any action based on this message or any information herein. If you have received this message in error, please advise the sender immediately by sending a reply email and delete this message. Thank you for your cooperation.
1. Optionally modify the text by changing the font size and style.
Click Save. Now configure a compliance rule to strip video, multimedia, and music attachments from all inbound messages.
Scroll down and hover over the Attachment compliance row, then click Configure. The Attachment compliance dialog box displays.
Enter a short description that will appear within the setting’s summary, such as Remove video and music attachments.
In the Email messages to affect section, check the Inbound box.
Under Add expressions that describe the content you want to search for in each message, click Add.
Then select Video and multimedia and Music and sound as the type of attachments.
Click Save.
In the If the above expressions match, do the following section, ensure Modify the message is selected, and check the Remove attachments from the message box.
1. Note how you can optionally append a message to notify recipients that attachments have been removed.
Click Save.
Verify the above policies:
1. Send an email from your training account to your personal email. Does it include the compliance footer?
2. Reply to the email and attach a video or music file. Does the training account user receive the message with the attachment?

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