Keeping up with multiple Gmail accounts can be time-consuming and confusing, especially for business travelers or freelancers. It can also be difficult to maintain security.
Using App Passwords allows users to generate a unique password for each device or application associated with their Gmail account. This separates their Google account login credentials from third-party apps, reducing the risk of credential theft in phishing attacks.
1. Use Shift
Gmail account switching can be time-consuming, frustrating and prone to errors. Inaccurate logins and signouts can also disrupt workflow, resulting in a loss of productivity and the risk of data breaches.
While it’s possible to access multiple accounts by using the “Check mail from other accounts” feature in Gmail, this solution is browser-based and requires switching between tabs or opening a Chrome Incognito window. This can make it difficult to manage the emails, contacts, Drive files, calendars and extensions for each of your Google accounts simultaneously.
Alternatively, you can use a multi-accounting browser to access all of your Gmail accounts with ease. This tool creates a unique digital identity for each browsing session, so that each account isn’t associated with your other online activities. This can help protect your Google accounts from sudden bans and prevent you from having to re-establish a connection when you switch browser profiles or computers.
Another advantage of using app passwords is that it can be easier to grant or revoke access for apps on behalf of users, especially in a corporate setting. This streamlined process can save businesses time and resources by allowing administrators to more efficiently onboard new employees and decommission access for exiting staff members. It can also provide an additional layer of protection against phishing attacks by separating your app passwords from your primary account credentials.
2. Set up two-factor authentication
App passwords are a useful security feature that allow users to sign in to their Gmail accounts from third-party apps without risking their primary account credentials. These specialized passwords are generated for specific apps or devices, so even if an unauthorized person obtains one, they won’t be able to use it across different platforms. This helps to keep your primary account protected from unauthorized access and phishing scams.
Another way to secure your account is by enabling two-factor authentication. When enabled, two-factor authentication requires a username, password and an additional factor such as a phone number to authenticate your login. This ensures that no one can gain unauthorized access to your account.
The two-factor authentication system will prompt you to enter a code received through text or voice call when you log in to your Gmail account from an unfamiliar device or location. This extra step will help to protect your email account from phishing attacks and other malicious activities.
This feature is especially helpful for businesses that utilize various tools and applications to manage their teams’ communication. It allows for an increased level of security, while easing the burden on team members to keep track of multiple passwords. It also makes the process of revoking access in the event of a staff member leaving or switching roles much easier.
3. Use a password manager
With the number of third-party apps and tools that connect with Gmail, it is crucial to safeguard your accounts from cybercriminals. The App Password feature offers a layer of protection by separating your main account password from your app login details. This ensures that if your app password is compromised, hackers won’t have access to your personal information in other applications. It also makes it easier to manage multiple accounts without compromising security.
However, it’s important to remember that the protection provided by app passwords is limited and not a substitute for 2FA. Using two-factor authentication with Shift is the best way to protect your Gmail accounts and prevent cyberattacks. In addition, it is essential to keep backup codes in a secure location like a password manager so that they can be used in the event of an account breach or loss.
Whether you need to access multiple Gmail accounts or want to streamline your workflow, using a password manager and implementing the tips listed above will help you make your digital life more organized and efficient. To get started, download the free version of Keeper Password Manager to secure your online data.
4. Use two-factor authentication with Shift
Having to enter two-factor authentication every time you sign in can be a drag, but the extra security step is vital to protect your accounts. Two-factor authentication is a combination of a password and a secondary verification method like SMS, phone callback, hardware token, biometrics, or an authenticator app.
Using Gmail’s app password feature helps prevent hackers from accessing your accounts by creating unique passwords for each third-party service. This separates your app login credentials from your primary account password, decreasing the risk of your email and other sensitive information being exposed in the event of a third-party service data breach.
Additionally, the use of app passwords can help you manage multiple Gmail accounts from one unified inbox. It’s a great solution for teams who want to connect multiple email addresses or personal aliases without having to sign in and out of each of them.
For businesses, the implementation of app passwords is a key feature for safeguarding sensitive business information and keeping employees focused on their work. It also aligns with best practices in cybersecurity that recommend separating app login information from primary account credentials, helping businesses reduce the risk of credential exposure in case of a data breach on an external application.
