A Simple Guide to Google Security: What Indian SMBs Need to Know

As the owner of a small or medium-sized business in India, you rely on Google Workspace for so many things—from sending emails to collaborating on documents. But with all the new technology, it’s easy to get confused by security terms like “Less Secure Apps” and “App Passwords.”

Don’t worry. This guide will make it simple. We’ll explain what these terms mean and show you the best way to keep your business data safe.

The Office Analogy: Your Master Key vs. a Single-Use Key

Imagine your Google Workspace account is your business office. It holds all your important files, customer data, and communication. To let someone in, you have to give them a key.

• Less Secure Apps (LSA): Giving Away Your Master KeyThis is an old, outdated way of working. It was like giving a third-party app—such as an old email client or a scanner—your one and only master key (your main Google password).
  • Past Use Cases:
    • An old desktop email program (like a very old version of Microsoft Outlook) that you used for your Gmail.
    • A legacy office printer that needed your full password to email scanned documents.
    • A custom software built years ago that used your main password to send notifications.
  • The Big Problem: If that app or device was ever hacked, a cybercriminal would get hold of your master key. They could walk right into your “office,” steal all your data, and lock you out. This method is extremely risky and is no longer supported by Google.
• App Passwords: A Specific, Limited-Use KeyThis is a much safer solution for older tools. An App Password is a special 16-digit code that you create just for one specific app. It’s like giving a vendor a temporary, single-use key to just one room in your office—not the whole building.
  • The Key Requirement: To use App Passwords, you must have 2-Step Verification (2SV) enabled on your Google account. This is the foundation of your security.
  • Current Use Cases:
    • Legacy Printers & Scanners: Your office’s multi-function printer might need an App Password to send scanned documents to your email.
    • Older Software: You might have an older accounting software or an internal tool that needs a special password to connect with your Google account.
    • Dedicated Email Clients: If you use a very specific email client that doesn’t support the modern “Sign in with Google” method, you might need an App Password for it.
  • Why It’s Safer: If a hacker somehow gets this 16-digit code, it’s only for that single, specific app. They cannot access the rest of your account. You can simply go into your Google settings and deactivate that one password, without ever having to change your main password.

The Modern Standard: “Sign in with Google”

While App Passwords are a good bridge for old tools, the best and most secure method is modern authentication, which you see as the “Sign in with Google” button.

This method never shares your password. Instead, you are securely redirected to Google’s sign-in page, and once you prove who you are, Google gives the app a secure token. This token acts like a temporary permission slip that the app can use to access only the information you explicitly allow.

Your Security Checklist for Your Indian SMB

1. Enforce 2-Step Verification: Make this mandatory for all employees in your Google Workspace Admin Console. It’s the most effective way to prevent unauthorized access.
2. Use “Sign in with Google” Always: This should be your first choice for any new app or service. It’s the simplest and most secure option.
3. Use App Passwords Sparingly: Only create them when absolutely necessary for a legacy device or an app that doesn’t offer modern sign-in.
4. Regularly Review Access: Periodically check your Google account security settings. Remove access for any apps or devices you no longer use. This includes deleting old App Passwords.

Need Help Securing Your Google Workspace?

Managing security can be complex, especially when you have a business to run. At ManagedInbox, we specialize in helping small and medium-sized businesses in India secure and optimize their Google Workspace accounts. We can help you set up 2-Step Verification, manage App Passwords for your team, and ensure your business data is always protected.

Contact us today to schedule a free security review and make sure your business is safe from digital threats.