How to Secure Google Workspace from Phishing: A Complete Beginner’s Guide

Phishing continues to target organisations that rely on Google Workspace, and attackers use smarter, faster, and more personalised techniques today. Because Gmail, Drive, Docs, and Meet hold critical data, securing Google Workspace from phishing has become essential for every business using cloud tools.

Many leaders assume Google Workspace is secure by default, however, phishing can bypass default controls. This is why businesses often turn to Cybersecurity Services, Cybersecurity Firms, and specialised Cybersecurity Solutions to add stronger protection.

This guide explains how to secure Google Workspace from phishing using proven, beginner-friendly methods. You’ll also find practical security tips, recommended tools, and useful internal and external resources.

What Makes Google Workspace a Common Phishing Target?

Google Workspace is popular, easy to use, and widely adopted, so attackers know that one successful phishing email can compromise an entire organisation. Because employees trust branded Google notifications, cybercriminals often impersonate:

• Google Drive sharing alerts
• Gmail security warnings
• Password reset prompts
• Google Doc collaboration requests
• HR or finance updates using Workspace email accounts

When users interact quickly, they often miss red flags.

1. Enable Multi-Factor Authentication (MFA) for All Users

Turning on MFA is one of the fastest ways to secure Google Workspace from phishing since it blocks attackers even if passwords are exposed.

Use these MFA options in Google Workspace

• Google Authenticator
• Security keys
• Google Prompt
• Passkeys
• Hardware MFA tokens

Set your policy to enforce MFA for every account, including interns, contractors, and visiting users.

Tip:

A compromised password without MFA is all an attacker needs to access emails, Drive files, and admin settings.

2. Strengthen Gmail Anti-Phishing and Anti-Spam Controls

Google Workspace provides advanced security settings inside the Admin Console. These filters detect harmful messages before they reach users.

Key Gmail settings to enable

• Spoofing and authentication protection
• Automatic scans for suspicious attachments
• Safe Browsing warnings
• Enhanced pre-delivery threat analysis
• Attachment compliance rules
• Machine-learning-based spam filtering

You can customise Gmail rules to block or quarantine high-risk content.

Pro Tip: Many organisations review these settings only once; however, phishing tactics evolve rapidly, so regular reviews are essential.

3. Configure DMARC, SPF, and DKIM Properly

Email authentication frameworks prevent attackers from impersonating your domain. Without proper configuration, phishers can send emails that appear to come from your organisation.

SPF: Defines which servers can send email on behalf of your domain.

DKIM: Adds a digital signature so recipients can verify email integrity.

DMARC: Instructs receiving servers how to handle unauthenticated emails.

Best practice: Move DMARC from monitoring (none) → quarantine → reject once all legitimate senders are verified.

4. Train Employees with Realistic Phishing Awareness

Technology protects systems, but training protects people. Humans remain the most common entry point in phishing attacks.

Training should include

• Real phishing email demonstrations
• How to identify suspicious links
• Spotting domain spoofing
• Avoiding credential harvesting
• Reporting phishing quickly

You can use internal awareness programs or professional training.

Try our Cyber Awareness Training to build employee resilience against phishing.

5. Run Regular Phishing Simulations

Simulations help employees recognise phishing attempts before attackers exploit gaps. When done regularly, behaviour improves across the organisation.

Benefits of phishing simulations

• Measures real-world user risk
• Reinforces training
• Reduces click-through rates
• Creates a security-first culture
• Helps identify high-risk roles

6. Secure Google Drive and Shared Files

Phishing attempts frequently hide inside Google Drive links. Attackers may share infected files to bypass email filters.

Drive security essentials

• Restrict external file sharing
• Enable link expiration
• Use Data Loss Prevention (DLP) rules
• Block users from downloading sensitive data
• Set alerts for suspicious Drive activity

Because Drive syncs across multiple devices, any compromise spreads quickly. Using Google Workspace-specific protections is vital.

Enhance cloud safety with our Google Workspace Security Services.

7. Protect Admin Accounts with Advanced Controls

Admin accounts hold the keys to your entire system. If an attacker gains access, they can change passwords, export data, or create backdoor accounts.

Admin account hardening

• Enforce MFA with physical keys
• Block sign-ins from unknown locations
• Enable admin email alerts
• Restrict access to domain-wide controls
• Monitor OAuth app access

Set a policy that admin accounts cannot browse the web casually or access personal email.

8. Use Data Loss Prevention (DLP) to Stop Sensitive Data Sharing

DLP settings in Google Workspace help prevent users from accidentally or intentionally leaking sensitive information.

DLP protects

• Credit card numbers
• Customer records
• Employee data
• Confidential files
• Internal strategy documents

Create automated rules so high-risk data cannot leave your Google Workspace environment.

9. Monitor Accounts for Suspicious Activity

Google Workspace provides built-in dashboards in the Security Centre, yet many organisations do not monitor them daily.

Monitoring helps detect early signs of phishing-related compromise, including:

• Login attempts from new countries
• Unusual file downloads
• High volumes of forwarded emails
• Disabled MFA
• OAuth app access spikes

Consider our Cyber Security Monitoring Services for real-time detection.

10. Use Backups to Recover from Phishing-Related Data Loss

Phishing sometimes leads to data deletion, ransomware, or account takeover. That’s why backups are critical.

Recommended Google Workspace backup strategy

• Automated daily backups
• Version-controlled file recovery
• Backup of Gmail, Drive, and Calendar
• Off-site encrypted storage

Protect your cloud data with Google Workspace Backups.

11. Review Third-Party App Permissions

Many phishing attacks start when users unknowingly allow access to malicious third-party apps.

What to check

• Apps granted “full access”
• OAuth risk scores
• Marketplace apps not approved
• Suspicious automation tools

Remove apps that do not align with your security policies.

12. Conduct Regular Security Assessments

A security assessment helps you understand gaps in your Google Workspace configuration before attackers do.

Assessment checks include

• Admin configurations
• Account protection
• Email authentication
• Drive sharing policies
• Phishing filtering rules

Use our Security Assessment to identify top vulnerabilities.

13. Strengthen Security with Professional Cybersecurity Services

Many organisations prefer managed support from a Cybersecurity Agency.

Professional services enhance your protection with:

• Threat monitoring
• Compliance readiness
• Incident response
• Advanced configuration
• Expert Google Workspace security tuning

For advanced maturity, organisations consider:

• Compliance & Certification
• Essential Eight readiness
• SMB1001 compliance
• NIST Cybersecurity Framework
• CISO as a Service

Advanced Layering: Combining Technology and Training

To achieve the highest level of security, the most effective strategy is to combine sophisticated technical filtering with targeted user awareness training. While Google’s default controls are strong, attackers continue to bypass them. A modern approach involves deploying advanced security tools that integrate directly with Google Workspace, offering immediate, in-inbox protection against emerging threats, unlike traditional mail-relay filters. This technical step should be paired with frequent, highly relevant training that focuses on the specific ways attackers target cloud platforms.

• API-Based Filtering: Prioritise third-party security solutions that use API integration with Gmail, as this provides real-time, in-inbox threat detection and bypasses the potential vulnerabilities found in older mail-relay filtering methods.
• Targeted Simulation Templates: Ensure your phishing simulations use templates specific to Google Workspace (e.g., fake Drive sharing requests or Calendar invites), which accurately reflect the sophisticated attacks your employees are most likely to encounter.
• Immediate Corrective Training: Implement mechanisms, such as a “Report Phishing” button, that not only enable user-driven defence but also immediately provide short, educational content to staff who fail a simulation, turning every mistake into a critical learning opportunity.

Start Securing Google Workspace from Phishing Today

Securing Google Workspace from phishing requires the right mix of configuration, monitoring, training, and expert guidance. Because phishing continues to evolve, your organisation needs ongoing protection, not one-time fixes.

By enabling MFA, strengthening Gmail controls, monitoring activity, running phishing simulations, and using cybersecurity services, you can significantly reduce risk and keep your organisation safe.

If you want hands-on help securing Google Workspace or improving your phishing resilience, explore our Cybersecurity Services, security assessments, and cloud-protection solutions at Sentry Cyber.

Frequently Asked Questions (FAQ)