{"id":6879,"date":"2023-04-30T16:34:59","date_gmt":"2023-04-30T16:34:59","guid":{"rendered":"https:\/\/gatlabs.com\/education\/?p=6879"},"modified":"2026-03-23T15:53:36","modified_gmt":"2026-03-23T15:53:36","slug":"k-12-how-to-secure-google-chat-at-your-school","status":"publish","type":"post","link":"https:\/\/gatlabs.com\/education\/blog\/k-12-how-to-secure-google-chat-at-your-school\/","title":{"rendered":"K-12 Admin: How to Secure Google Chat at Your School?"},"content":{"rendered":"<h2>Why do you need to secure Google Chat?<\/h2>\n<p><span style=\"font-weight: 400;\">Unmonitored Google Chat spaces are like unattended classrooms \u2014 you never know what your most mischievous students (or intruders) are up to.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This makes Google Chat security &amp; safety monitoring a requisite in K-12 environments today. It\u2019s also essential for <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/becoming-cipa-compliant-with-g-suite-for-education\/\"><span style=\"font-weight: 400;\">CIPA compliance<\/span><\/a><span style=\"font-weight: 400;\"> and other safety requirements.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this post, we\u2019ll show you how to regulate Google Chat use across your school (or district), and mitigate data security and student cyber safety risks.<\/span><\/p>\n<h2>How secure is Google Chat?<\/h2>\n<p><span style=\"font-weight: 400;\">Google Chat uses <\/span><a href=\"https:\/\/support.google.com\/messages\/answer\/9592174?hl=en#zippy=%2Chow-chat-features-work\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Transport Layer Security (TLS) and Chat content protection<\/span><\/a><span style=\"font-weight: 400;\">, which makes it safer than many Chat applications today.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, the challenge with securing Google Chat at K-12 schools is more about \u2018how it\u2019s used\u2019 rather than how it\u2019s built.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For instance, students sometimes use Google Chat to share private information or inappropriate\/harmful content with each other.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><strong>Verdict:<\/strong> Chat misuse and abuse are often the culprits behind nagging Chat security issues at schools.<\/span><\/p>\n<h2>How to Secure Google Chat at Your K-12 School?<\/h2>\n<h3>1. Google Chat Monitoring<\/h3>\n<p><span style=\"font-weight: 400;\">Google Chat monitoring is at the top of the list.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It helps you stay on top of how Chat is being used across your school.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Use the <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/9725452\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">audit and investigation page<\/span><\/a><span style=\"font-weight: 400;\"> in your admin console to track user conversations and room activity. For example, you can see when a user starts a direct message or creates a space.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/gatlabs.com\/education\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">A 3rd party Google Workspace tool<\/span><\/a><span style=\"font-weight: 400;\"> can also help you dig beyond the admin console for things like conversation duration and chat participants.<\/span><\/li>\n<\/ul>\n<p>Did you know that with GAT Shield you can monitor who your users are chatting to on <a href=\"https:\/\/hangouts.google.com\/\">Google Hangouts Chat?<\/a> Additionally, you can gather information about how long the conversation lasts and see the chat participants. Learn all about it <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-audit-google-hangouts-chat\/\" target=\"_blank\" rel=\"noopener\">here<\/a><\/p>\n<h3>2. Turn Google Chat history ON for users<\/h3>\n<p><span style=\"font-weight: 400;\">As an Admin you can turn Chat history on or off for your users.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, Chat history can be a real lifesaver when trying to audit sensitive or harmful content shared in Google Chat.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It also helps you investigate cyber safety incidents related to Google Chat use \u2014\u00a0 like cyberbullying, harassment, etc.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can also track the contents of Chat conversations using a 3rd party tool like <\/span><a href=\"https:\/\/gatlabs.com\/education\/products\/gat-unlock\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">GAT Unlock<\/span><\/a><span style=\"font-weight: 400;\"> for a more granular view (Chat history has to be ON for that).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">SEE: <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/7664184?hl=en&amp;ref_topic=9269442\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">How to turn Google Chat history on or off for users?<\/span><\/a><\/p>\n<h3>3. Set up DLP for Google Chat<\/h3>\n<p><span style=\"font-weight: 400;\">Speaking of the content of Chat conversations.<\/span><\/p>\n<p><a href=\"https:\/\/support.google.com\/a\/answer\/10846568?hl=en#:~:text=DLP%20for%20Chat%20gives%20you,such%20as%20Drive%20or%20Chrome)\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">DLP for Chat<\/span><\/a><span style=\"font-weight: 400;\"> gives you control over sensitive data shared in Chat conversations.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Using the admin console, you can create data protection rules to prevent data leaks from Google Chat messages and attachments (uploaded files):<\/span><\/p>\n<ol>\n<li><span style=\"font-weight: 400;\">Create data protection rules specifically for Chat<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Create data protection rules for Chat and other apps (such as Drive or Chrome)<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Create data protection rules that block Chat messages and attachments<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Specify that the data protection rules cover a specific organizational unit or group (or for your entire school or district).<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">When a user sends a Chat message, DLP rules trigger scans of messages for sensitive content. Attachments are scanned when they\u2019re uploaded.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sign up for the DLP for Chat beta <\/span><a href=\"https:\/\/docs.google.com\/forms\/d\/e\/1FAIpQLSdaaQFwmo2-RF2-AKTl7w262tbYlj5DXLyhKNYF0qOQAr5tow\/viewform?resourcekey=0-L0NClvHP_bHCL7R8fjZvPA\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">using this form<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/gatlabs.com\/education\/products\/gat-shield\/\" target=\"_blank\" rel=\"noopener\"><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-8506 aligncenter\" src=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2022\/06\/Use-GAT-Shield-to-monitor-Chrome-activity-and-filter-content.png\" alt=\"\" width=\"848\" height=\"319\" srcset=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2022\/06\/Use-GAT-Shield-to-monitor-Chrome-activity-and-filter-content.png 2460w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2022\/06\/Use-GAT-Shield-to-monitor-Chrome-activity-and-filter-content-300x113.png 300w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2022\/06\/Use-GAT-Shield-to-monitor-Chrome-activity-and-filter-content-1024x385.png 1024w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2022\/06\/Use-GAT-Shield-to-monitor-Chrome-activity-and-filter-content-768x289.png 768w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2022\/06\/Use-GAT-Shield-to-monitor-Chrome-activity-and-filter-content-1536x578.png 1536w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2022\/06\/Use-GAT-Shield-to-monitor-Chrome-activity-and-filter-content-2048x771.png 2048w\" sizes=\"(max-width: 848px) 100vw, 848px\" \/><\/a><\/p>\n<h3>4. Manage External Chats<\/h3>\n<p><span style=\"font-weight: 400;\">Stranger danger is a real risk for students in the online world.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">From potential phishing and malware messages coming from external users to predators using fake Google accounts to lure in students.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Fortunately, <\/span><a href=\"https:\/\/www.theverge.com\/2022\/5\/20\/23132300\/google-chat-warning-banner-phishing-cybersecurity\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Google Chat recently added warning banners<\/span><\/a><span style=\"font-weight: 400;\"> to alert users to potential phishing attacks. A step that helps increase users\u2019 Chat vigilance.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A good admin practice is to <\/span><span style=\"font-weight: 400;\">limit<\/span><span style=\"font-weight: 400;\"> student chat with external users. Here are some options:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Allow external chat with trusted domains only. <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/6160020\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Read more<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Notify students when they\u2019re chatting with someone outside your school. <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/9269229?hl=en&amp;ref_topic=9524141\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Read more<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Disable external Chat together for specific OUs.<\/span><\/li>\n<\/ol>\n<h3>5. Control file sharing in Google Chat<\/h3>\n<p><span style=\"font-weight: 400;\">As an admin, you can control how your users share files and images in Google Chat both within your school and externally <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/9269229?hl=en&amp;ref_topic=9524141\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">here<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can apply the settings to your entire school or certain OUs or configured groups only.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Admin options include:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Allow users to externally share all types of files.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Allow users to only share images externally.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Disallow users from sharing ANY files externally.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Specify which file types users can share internally.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\"><strong>Note<\/strong>: This setting has no impact on sharing links to files. It controls Google Chat only, so it also has no impact on sending photos and videos in classic Hangouts.<\/span><br \/>\n<b style=\"font-style: inherit;\"><\/b><\/p>\n<h3>6. Manage Google Chat Spaces<\/h3>\n<p><span style=\"font-weight: 400;\">Let\u2019s not forget about <\/span><a href=\"https:\/\/support.google.com\/chat\/answer\/7659784?hl=en#:~:text=Spaces%3A%20A%20central%20place%20where,quick%20discussion%20after%20a%20meeting.\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Google Chat Spaces<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This last bit needs to be secured against external Chat as well.<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">Note: \u2018Spaces\u2019 used to be &#8216;rooms&#8217;. Google renamed it on Sep 8, 2021.<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">\u25aa\ufe0f If you\u2019ve disabled external Chat for your users, users can\u2019t create or join external Chat spaces \u2014 even if external spaces are On. <\/span>However, if you\u2019ve enabled external chat, users can still join external spaces \u2014 even if external spaces are OFF.<\/p>\n<p><span style=\"font-weight: 400;\">\u25aa\ufe0f You can also disallow users from creating Groups based on OU (If you configured a child OU for instance).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u25aa\ufe0f If you have configured an allowed list of trusted domains for Google Chat, you should also check this box for Chat spaces as well. Otherwise, users won\u2019t be able to create any external spaces.<\/span><\/p>\n<h3>7. Secure devices used for Google Chat<\/h3>\n<p><span style=\"font-weight: 400;\">Devices can be the gateway for Google Chat security hazards.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As an admin, you need to ensure users are not signed in to Google Chat from public or unsecured devices.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">SEE: <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/9702054?hl=en&amp;ref_topic=7361712\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Devices\u2019 Overview<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/9028950?hl=en&amp;ref_topic=7361712\"><span style=\"font-weight: 400;\">Device Reports<\/span><\/a><span style=\"font-weight: 400;\"> in the admin console.<\/span><\/p>\n<h2><span style=\"font-size: 25px;\">Conclusion<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Schools need to ensure Google Chat is a safe space for students and teachers to collaborate and communicate in real-time every day.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s why Google Chat security should be an indispensable part of your school\u2019s overall <\/span><a href=\"https:\/\/gatlabs.com\/blogpost\/admins-guide-to-google-workspace-security\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Google Workspace security<\/span><\/a><span style=\"font-weight: 400;\"> and monitoring strategy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The above practices <\/span><span style=\"font-weight: 400;\">all work together<\/span><span style=\"font-weight: 400;\"> to help you tackle various security risks associated with Chat use across your school or district.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Happy managing, Admins!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Found a particular Google Chat security or monitoring hack useful? \u2014 Give us a shout <\/span><a href=\"https:\/\/gatlabs.com\/get-in-touch-with-us\/\"><span style=\"font-weight: 400;\">here<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In this post we\u2019ll show you how to regulate Google Chat use across your school (or district), and mitigate data security and student cyber safety risks.<\/p>\n","protected":false},"author":13,"featured_media":6881,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[32],"tags":[],"class_list":["post-6879","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-google-chat"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>K-12 Admin: How to Secure Google Chat at Your School? 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