Use it or lose it: Google is deleting inactive Gmail accounts
Update, Sept. 11, 2024: This story, originally published on Sept. 09, now includes a guide to managing and switching between multiple Gmail accounts on a single device and additional ways to prevent your account from being deleted.
Google, with an estimated 1.8 billion Gmail users, dominates the free email market. Understandably, warnings about Gmail accounts being deleted can cause concern. Let’s clarify what’s happening: Yes, Google is deleting Gmail accounts, but only those that are inactive. To ensure your Gmail, Photos, and Docs content remain unaffected, follow these steps.
Google’s Inactive Account Policy Means Gmail, Photos, and Docs Content Could Be Deleted
Earlier this year, I received an email from Google stating that a Google account I hadn’t used for eight months would be deleted on September 20, along with any Gmail, Photos, and Docs content. Despite the approaching deadline, I am not worried and am actually relieved for reasons I’ll explain shortly.
I wasn’t surprised as I had read about the changes to Google’s inactive account policy the previous year. In a safety and security blog post, Ruth Kricheli, a vice president of product management at Google, detailed the changes and their timeline.
The new policy defines an inactive Google account as one not used within a two-year period. If a user is inactive across Google for at least that period, Google reserves the right to delete the account and its contents, including content within Google Workspace (Gmail, Docs, Drive, Meet, Calendar) and Google Photos.
The Security Reasoning Behind The Gmail Account Deletions
Google has invested heavily in making Gmail safe and secure, with measures against spam, phishing, and account hijacking. However, Kricheli noted that accounts unused for extended periods are more likely to be compromised.
Older and unused accounts often have weak login credentials and lack two-factor authentication. Passwords are frequently shared between accounts, which can lead to security breaches. Kricheli mentioned that abandoned accounts are at least 10 times less likely than active accounts to have 2-step verification set up, making them more vulnerable.
While security is a primary concern, I suspect that the cost of data storage might also play a role in the revised inactive account policy.
Three Steps to Prevent Your Gmail Account from Being Deleted
If you have only one Google account and have used it within the last two years, your Gmail is safe from deletion. The issue mainly affects users with multiple accounts or those set up solely for storing photos or data that haven’t been accessed in a long time or have been forgotten. Even if an account seems unimportant now, it might contain valuable content you want to access later. Here’s what Google considers as activity:
1. Read or send an email.
2. Share a photo or watch a YouTube video while signed into the relevant Google account.
3. Use Google Drive or Search.
Performing any of these actions at least once every year should keep your account safe from deletion. These actions can be done on any device, as this is an account-specific policy. If it’s been a while since you accessed an account, I highly recommend taking a Google Account Security Check-Up to ensure you have the necessary security measures in place.
Google’s Exceptions to the Inactive Account Rule
Google has clearly stated that any Google account not used within a 24-month period is considered inactive, and all its content and data can be deleted. However, there are exceptions to this rule, in addition to the steps mentioned above.
You will be notified in advance of any inactive account deletion, giving you ample time to take action to protect it and its contents. Notifications will be sent to both the account in question and your recovery email. This is another good reason to set up recovery options for all your Google accounts as soon as possible. According to Google, an account will be considered active even if it hasn’t been used for the maximum period, as long as it meets one or more of the following criteria:
– Your Google account has been used to make a purchase, specifically of a Google product, application, or service.
– Your Google account has been used to purchase a subscription that is ongoing or current.
– Your Google account contains an active gift card with a positive monetary balance.
– Your Google account has been used to purchase or subscribe to a published application, including games, that is live and ongoing. Active financial transactions associated with such apps and games are included. This could be via a Google account that owns such an app or game through the Google Play store.
– Your Google account has an active minor account managed with the Family Link service.
– Your Google account has been used to purchase a book, movie, or other digital item.
It should also be noted that the inactive account policy only applies to personal accounts and will not impact accounts for organizations such as schools or businesses. “This update aligns our policy with industry standards around retention and account deletion,” Google said, “and also limits the amount of time Google retains your unused personal information.”
What If I’ve Forgotten My Gmail Account Password?
Unfortunately, the only way to check your activity status is by signing into your Google account. This makes sense, but what if you’ve forgotten your login credentials? Before diving into Google account recovery, let me reiterate my long-standing advice: use a password manager. This tool stores your login credentials securely, either locally or in the cloud, making it impossible to forget them. The only password you need to remember is the master password that unlocks your password vault. For most people, it’s safe to write this down and hide it somewhere in your house. The likelihood of a burglar finding and using it is extremely low.
Now, onto Google account recovery. Google has a process for this situation. It starts with entering either a telephone number or recovery email associated with the account. While this might seem daunting if you can’t remember the details from two years ago, many users have reported success with long-established phone numbers and email addresses. Assuming you’ve set up these recovery options, Google will send a verification code to the email or phone, and provide details of any accounts associated with them.
So, what about your password? Once you’ve identified the account, you can try to sign in and choose the forgotten password option. This will initiate another round of verification codes and allow you to set a new password. For users with the Advanced Protection Program, the recovery process involves more steps and takes longer, but such accounts are unlikely to be forgotten.
How to Manage Multiple Gmail Accounts on a Single Device
Many readers have asked how to best manage multiple Gmail accounts on one device. While it’s easy to set up email forwarding so that all emails land in one inbox, switching between different Gmail accounts with separate inboxes and settings requires a few more steps. It’s not particularly difficult, but it does take some setup.
No matter what device you use to access your Gmail inbox, the process for managing multiple Google accounts is the same, with slight differences in the user interface. Here are the four steps you need to follow:
1. Click on your avatar in the top right corner of any Google service you are signed into.
2. Select the “Add account” option.
3. Choose an existing account you wish to add and sign in. Complete any two-factor authentication requirements and add a passkey for quicker access if desired.
4. Go back to your avatar, and you will now have more than one account to select from and can switch between them on demand.
Repeat these steps for every account you want to use on your device. It may take some time if you have many accounts, but it’s worth the effort for the convenience it provides. With easy switching, you’re less likely to be affected by the inactive account policy.
It’s important to note that all your added accounts will be signed in and active, making switching between them straightforward. However, this also means that anyone with access to your device could access all your accounts. Ensure your device is properly secured at all times. For additional security, you can sign out of all your accounts simultaneously with a single click, requiring credentials, including 2FA or passkey, to access any of them again. While this approach takes extra time, using passkeys makes access as simple as a fingerprint or facial scan. The most user-friendly option is to keep only your primary account signed in until you need to access another.
Source: Forbes
