How to Detect and Prevent Unauthorized Access in Google Workspace

Hackers have a new tool at their disposal: generative AI. That makes it easier for cyber attackers to automate and accelerate new, sophisticated attack methods — from malware to social engineering — and exploit vulnerabilities to gain access to Google Workspace.

These breaches can be hard to detect. On average, it takes 258 days to identify and contain a data breach, according to IBM’s “Cost of a Data Breach Report 2024.” The cost of a breach is also increasing, to an average of $4.88 million in 2024, which is a jump of 10% from the previous year.

For security teams, it can be hard to keep up, particularly if they’re not experts in Google Workspace (or in cybersecurity). Google Workspace does come with default security configurations, which serve as a baseline, but they don’t account for the unique challenges that your business faces.

For example, in certain industries, like finance and healthcare, default settings aren’t enough. That could leave the organization open to potential security risks, unless those default security configurations are adjusted to meet your organization’s specific requirements.

But you can take steps to fortify your defenses through proactive security measures and expert health checks to identify and eliminate risks before they lead to costly breaches — ensuring your organization’s data remains protected.

How hackers can gain unauthorized access to Google Workspace

Cybercriminals are using a variety of tactics to infiltrate business tools such as those in Google Workspace, from malware and social engineering to vulnerabilities in Google’s Single Sign-On (SSO) system.

Malware and ransomware continue to be a major threat, particularly as they get a boost from AI. Indeed, cybersecurity researchers found that, using large language models (LLMs), AI could generate up to 10,000 malware variants — and those variants could evade detection in 88% of cases.

Malicious software can then infiltrate business tools through links, email attachments or third-party applications. The same applies to social engineering attacks like phishing, where users are tricked into revealing sensitive information, such as their username and password, giving cyber attackers easy (and undetectable) access into a corporate network.

Another issue is weak passwords and overly permissive default access settings, which can leave the door open to cybercriminals (or lead to accidental data leaks). This can be tricky, since Google Workspace is designed to simplify sharing and collaboration, but relying on default permissions could potentially create unintentional security risks such as accidental data leaks.

This is especially the case as more employees are working remotely and using their personal devices to access data in Google Workspace. While the platform does offer mobile device management capabilities, those default settings may not be enough if an organization has a large remote workforce or if that remote workforce handles a lot of sensitive data.

One of the biggest issues is lateral movement vulnerability. That means, once a cybercriminal gains access to one Google account, it opens up access to multiple Google applications — allowing the attacker to move freely within the network in search of high-value assets.

3 ways to fortify your defenses against unauthorized access

The sooner you catch an issue, the better. For example, an audit might reveal that certain third-party apps have access to your corporate data — but shouldn’t. Or maybe certain users are sharing files with external users, posing a potential security risk. You can also customize who has access to what. For example, full admin rights should only be given to certain employees.

Here are three ways to shore up your defenses:

1 - Configure your security settings. Fortifying your defenses in Google Workspace starts by configuring the appropriate security settings for your organization rather than relying solely on the default settings. That means implementing a password policy (so users are required to create strong passwords and change them regularly) and enabling two-factor or multi-factor authentication — particularly for employees handling sensitive data.

2 - Set data loss prevention rules. Google Workspace also allows you to set data loss prevention (DLP) rules that prevent certain data assets from being shared outside the organization. You can use data classification labels to categorize sensitive information and to enforce DLP controls and data lifecycle management policies.

3 - Set up regular security audits. It’s also important to regularly audit your Google Workspace security settings and configurations to see what’s working and what’s not. After all, threats continue to evolve, employees come and go, and the security landscape is constantly evolving. That means your defenses need to evolve, too.

In Google Workspace, the Admin console allows you to configure external sharing, manage third-party app access and even set up security alerts, so you’re notified of potential vulnerabilities (like a user sharing a file they shouldn’t be). You can share audit logs for Google Workspace with Google Cloud for in-depth analysis and insights into user activity and behavior.

Why a security health check can help fortify your defenses

Of course, not every IT admin is an expert in cybersecurity — or in Google Workspace, for that matter. That’s where a security health check from a Google partner can help.

Regular audits and health checks can help protect Google Workspace from unauthorized access — whether accidental or malicious — and ensure your security environment is keeping up with the ever-evolving security landscape.

For example, with Pythian’s Security Health Check for Google Workspace, you’ll get a custom assessment of your organization’s Workspace environment, leveraging our security expertise in the Google environment. This can help your organization reduce risk and protect data with customized recommendations and remediation tactics.

Perhaps most importantly, we will go beyond technical security reviews to focus on the human element to ensure your data is protected through a people-first approach. After all, security policies are most effective if users understand and follow them. 

Learn more about how Phythian’s Security Health Check can strengthen your Google Workspace by contacting us today.