To use confidential mode in Gmail, click Compose, then the Toggle confidential mode icon at the bottom of the window, choose when the email should expire and whether recipients need an SMS passcode, then save and send. Recipients can't forward, copy, print or download it, but Google warns they can still take screenshots.
Confidential mode is Gmail's way of putting a little lock on an email: it can expire, it can need a passcode, and the recipient can't forward or print it. That's useful for sending contracts, personal details or anything you'd rather didn't travel. It isn't bulletproof, though, and Google says so plainly. Here's how to use it and where its limits are.
Send a confidential email
- Open Gmail and click Compose.
- At the bottom of the compose window, click Toggle confidential mode.
- Choose an expiry date from the drop-down.
- Choose No SMS passcode or SMS passcode.
- Save the settings, write your email and send it.
If confidential mode is already on and you want to change the settings, click Edit at the bottom of the email before sending.
What confidential mode does
| Feature | What it means |
|---|---|
| Expiry date | The email and attachments can't be opened after that date |
| No forwarding, copying, printing or downloading | Those options are switched off for the recipient |
| SMS passcode | The recipient needs a code sent to their phone to open it |
| Remove access | You can cut off access before the expiry date |
Passcode or no passcode?
With No SMS passcode, people using Gmail can open the email directly, and people using other email services get an email containing a passcode. With SMS passcode, the recipient gets the code by text message to their phone number, which they'll need to enter. Use the SMS option for anything particularly sensitive, as it means someone with access to their inbox alone can't open it.
The big limitation
Google's own warning is worth taking seriously: confidential mode can help stop people sharing an email by accident, but recipients can still take screenshots or photos of it, and someone with malicious software may still be able to copy or download it. So treat confidential mode as a strong 'please don't share this' rather than real security. For highly sensitive data, use a secure file-sharing tool or encryption your organisation approves.
Take back an email you sent
- Open the confidential email in your Sent folder.
- Click Remove access.
The recipient won't be able to open it any more, even if the expiry date hasn't arrived. It's a useful safety net if you sent something to the wrong person, though they may already have read it.
What the recipient sees
Recipients can open the message and any attachments until it expires or you remove access. Their options to copy, paste, download, print and forward are disabled, and they may be asked to enter a passcode. In Gmail, they select Send passcode and enter the code from their text messages; in another email app, they follow a link, request the passcode and submit it.
If a recipient can't open your confidential email, Google suggests the sender may have deleted it or removed access, so they should get in touch with you to resend it or give more time.
Choosing an expiry date
Pick the shortest expiry that still gives the recipient time to act. A day or a week suits a password or a one-off document; longer works for a contract that needs reviewing. Remember the expiry applies to attachments as well as the message, so if the recipient needs to keep a copy of a document, confidential mode is the wrong tool. Tell them in the email when it will expire, so they're not surprised when it stops opening, and offer to resend if they need more time.
Using it at work
If you use Gmail through Google Workspace, your administrator controls whether confidential mode is available. If you can't see the option, ask your IT team before assuming it's broken.
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Tell the recipient what to expect
Confidential emails look a little different, and some people are wary of anything that asks for a passcode, especially if they're not using Gmail. Add a line at the top saying you've sent it in confidential mode, that they may need a code sent to their phone, and when it expires. If they're on another email service, they'll follow a link to view it. A short explanation stops your email being mistaken for a phishing attempt, which is exactly the kind of message it's trying to protect you from.
When to use confidential mode
- Sending contracts, quotes or proposals you don't want forwarded around.
- Sharing personal details, like ID numbers or addresses, with a supplier.
- Sending a password reset link or access details that should expire.
- Anything time-sensitive where you'd like the email to stop working later.
For extra protection, pair confidential mode with good email habits: my guide to business email attacks explains how scammers target small businesses, and if you share documents often, my guide to sharing a Google Sheet covers controlling access to files instead.
My verdict
Click Toggle confidential mode when composing, set an expiry date and, for anything sensitive, an SMS passcode. Use Remove access if you send it to the wrong person. Just remember Google's caveat: screenshots and photos are still possible, so it's a deterrent, not a vault.
Frequently asked questions
How do I send a confidential email in Gmail?
Click Compose, then Toggle confidential mode at the bottom, choose an expiry date and passcode option, save and send.
Can people screenshot a confidential Gmail email?
Yes. Google says recipients can still take screenshots or photos of confidential emails.
Can I unsend a confidential email in Gmail?
You can remove access: open the email and click Remove access, and the recipient can no longer open it.
What is an SMS passcode in Gmail confidential mode?
A code sent by text message to the recipient's phone that they must enter to open the email.
Can people without Gmail open a confidential email?
Yes. With No SMS passcode, they get an email containing a passcode to open it.
