Google Groups are commonly used for mailing lists and access permissions, but misconfigured privacy settings have led to widespread exposure
Google Workspace, widely adopted by businesses for collaboration and productivity, can become a security liability if misconfigured. Security experts are raising concerns that poor setup of basic features such as multi-factor authentication, file sharing permissions and Google Groups access are leaving organisations open to avoidable breaches.
The complexity and flexibility of the platform, while powerful, also means critical security controls are often misapplied or overlooked altogether. Left unchecked, these gaps could expose sensitive data, disrupt operations and violate compliance obligations.
MFA: Essential, but often unenforced
Multi-factor authentication (MFA) is widely regarded as the frontline defence against account compromise. The US Cybersecurity and Infrastructure Security Agency (CISA) has reported that accounts protected by MFA are 99% less likely to be breached. Yet many organisations using Google Workspace either fail to enforce MFA or rely on weaker second-factor methods such as SMS or voice calls.
“Accounts with privileged access – especially administrators – should be protected with strong MFA methods like authenticator apps or hardware security keys,” experts recommend. Leaving MFA as ‘optional’ or allowing long grace periods during enrolment weakens the effectiveness of the protection and opens the door to phishing or credential-based attacks.
Google Drive: When convenience causes data leaks
File sharing is a hallmark of Google Drive, but it’s also a common weak spot. Allowing documents to be shared with “Anyone with the link” bypasses authentication and makes them accessible to anyone who stumbles upon the link — intentionally or otherwise.
Misuse of public sharing settings, often due to user convenience, can result in confidential data being indexed by search engines or leaked. Google provides tools to restrict public sharing and monitor exposure, but many admins fail to enable them or set internal defaults to safer options.
“Regular audits of externally shared files and employee education on sharing practices can dramatically reduce risk,” according to best practice guidance.
Admin protection through Advanced Protection Program
Google’s Advanced Protection Program (APP) offers enterprise-grade protection originally developed for high-risk individuals. It enforces phishing-resistant MFA, blocks untrusted third-party app access, and provides enhanced scanning for threats.
Security professionals recommend enrolling IT administrators, executives, and other privileged users into the APP to protect against targeted attacks. The programme also tightens account recovery processes, making it harder for attackers to take control via social engineering.
“Privileged accounts are the most valuable targets,” said Matt Stratman of Teledyne FLIR. “The APP adds layers of friction that make account takeover significantly more difficult.”
Weak password policies persist
Despite growing support for passwordless security, many Google Workspace deployments still rely on passwords — and not always strong ones. By default, strong password requirements are not enabled, leaving users free to choose short or easily guessed passwords.
Admins are advised to enforce complexity, set minimum length (8 to 12 characters), and prevent password reuse. Crucially, these policies should be applied at the next sign-in to ensure all users comply immediately, rather than waiting until their next self-initiated change.
Google Groups: Invisible exposure risks
Google Groups are commonly used for mailing lists and access permissions, but misconfigured privacy settings have led to widespread exposure. In several incidents, internal group discussions were found accessible to the public due to open group settings.
Groups set to “Public on the internet” allow anyone to view discussions, while those allowing external members without proper oversight risk data leakage. Best practice includes setting groups to private by default, restricting external participation, and limiting who can post or join.
“Regular audits and awareness training for group owners are essential, especially in large organisations where IT teams can’t oversee every group directly,” security consultants caution.
SSPM to the rescue
With growing complexity and increasing remote work, SaaS Security Posture Management (SSPM) tools are becoming essential. These tools monitor and visualise security settings across platforms like Google Workspace, helping teams catch drift, outdated defaults, or risky user behaviour.
SSPM platforms can highlight misconfigurations in MFA, password policies, Drive sharing, and group access — as well as identify unvetted app integrations with access to sensitive data. Real-time alerts and dashboards allow security teams to act quickly and prioritise risks.
Solutions like Nudge Security’s SSPM system offer automated detection and continuous monitoring, helping organisations avoid headline-making security lapses.
As companies increasingly depend on cloud platforms like Google Workspace, properly configuring their security features is no longer optional — it is foundational. Missteps may be small, but their consequences can be immense.