ホーム ー Google Workspace EN ー Using Google Workspace Security
ホーム ー Google Workspace EN ー Using Google Workspace Security
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To use Google Workspace securely, it is important not only to manage your account properly but also to take care when sending emails and sharing files.
This page explains important security precautions to follow when using Google Workspace.
Your Google Workspace account is an important account used for university work, education, and research activities.
To prevent unauthorized access, please follow these precautions:
Do not share your password with anyone.
Do not reuse the same password for other services.
Enable Two-Step Verification (2SV).
Store your backup codes in a secure location.
Do not approve unexpected sign-in verification requests.
When using a shared computer, do not leave your account signed in or save passwords or other login credentials.
When using Google Workspace on a computer, we also recommend using separate browser profiles for your university and personal Google accounts to avoid mixing them up.
Be aware of phishing emails that impersonate Tohoku University, Google, or other trusted organizations.
Phishing emails attempt to steal your account information, passwords, or verification codes by directing you to fake sign-in pages or other fraudulent websites.
Check the sender and the message carefully for anything suspicious.
Do not open suspicious links or attachments.
Do not sign in through links in emails without verifying that they are legitimate.
Do not enter your password or verification codes on suspicious websites.
Do not reply to suspicious emails.
Note: Even if an email appears to come from someone you know, their account may have been compromised.
Gmail may automatically move messages identified as spam to the Spam folder.
If you do not receive an important message from the university or a verification email, please check your Spam folder.
However, emails in the Spam folder are not necessarily safe. Always check their contents carefully.
If you receive a suspicious email, such as a targeted phishing email, please review the following instructions and report it to the Tohoku University CSIRT.
Sending an email to the wrong recipient or attaching the wrong file may result in the disclosure of personal or confidential information.
Before sending an email, please check the following:
Recipients: Are all email addresses correct?
Cc / Bcc: Is it appropriate for recipients to see one another's email addresses?
Attachments: Have you attached the correct files?
Message body: Does the message contain any information that should not be shared with the recipients?
Sharing links: Are the sharing permissions for Google Drive files set appropriately?
In particular, when sending an email to multiple recipients outside the university, be careful to use Cc and Bcc appropriately.
Also, check that Gmail's address autocomplete feature has not added unintended recipients.
You can use a Google Chrome extension to help prevent emails from being sent to the wrong recipients.
For example, Gmail送信前チェッカー (Gmail Pre-Send Checker) displays a pop-up confirmation of the To, Cc, and Bcc recipients before sending an email. This can help reduce the risk of sending emails to unintended recipients.
Gmail Pre-Send Checker (Chrome Web Store)
Note: Use of this extension is optional.
Google Drive allows you to share files and folders with other users.
Although this is a convenient feature, incorrect sharing settings may allow unintended users to access your information.
Check the email addresses of the people you are sharing files with.
Limit access to only those who need it.
Set appropriate permissions (Viewer, Commenter, or Editor).
Avoid unnecessarily allowing access to anyone with the link.
Remove sharing permissions when they are no longer needed.
Do not select the "Show in search results" option when sharing files.
Google Chat spaces allow multiple members to exchange messages and share files.
If the visibility settings of a space are incorrect, unintended users may be able to view messages and shared files.
Do not set the visibility of a Google Chat space to "国立大学法人東北大学" (National University Corporation Tohoku University).
The following situations may indicate unauthorized access to your account or a possible information leak:
You entered your password or verification code on a suspicious website.
You received an unexpected sign-in notification.
Emails were sent from your account without your knowledge.
You accidentally sent personal or confidential information to the wrong recipient.
If any of these situations occur, contact the Tohoku University CSIRT immediately.
To prevent further damage, do not consider the matter resolved based solely on your own judgment. Follow the instructions provided by the Tohoku University CSIRT.