Learn how to prevent forwarding email in Gmail, reduce data risks, disable auto-forwarding, and protect sensitive internal communication.
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Access NowHow many of us forward emails without a second thought, or set up automatic replies to keep things moving? It seems to be harmless, even helpful. Yet each message you forward (manually or automatically) or that receives an auto-reply can expose sensitive company information, personal data, or internal insights never meant to leave the organization.
This is becoming a serious concern for internal communicators, especially when HR, compliance, or strategy updates are shared through email. What begins as convenience can quickly become a security vulnerability.
Cybersecurity experts are sounding the alarm. For instance, in its 2025 Threat Detection Report, the cybersecurity research firm Red Canary highlights how attackers exploit the “Email Forwarding Rule.”
“Adversaries routinely create email forwarding rules in compromised email accounts to collect sensitive information while hiding suspicious email activity from legitimate users.” Red Canary
Microsoft also warns users to “control automatic email forwarding from cloud mailboxes,” noting that while the feature can be useful, it increases the risk of data exposure.
“Attackers might use this information to attack your organization or partners.” Microsoft
IBM’s Cost of a Data Breach Report 2025 adds another perspective. While the global cost of insider-related breaches has slightly declined, U.S. organizations continue to experience record highs, rising from an average $9.36 million in 2024 to $10.22 in 2025. While it doesn’t provide specifics relating to email in either its 2024 or 2025 reports, it states that other "expensive attack vectors” include business email compromise, phishing, social engineering, and stolen or compromised credentials.”
In Gmail, forwarding an internal message takes just one click, and that click can have far-reaching consequences. Here’s what every internal communicator should know about controlling, limiting, and preventing issues with internal email forwarding Gmail.
Forwarding internal emails may seem routine. After all, it’s a quick, easy way to share updates or keep others in the loop. But when those messages contain confidential or regulated information, the consequences can be significantly negative.
Internal communicators often send content that was never intended to leave the organization. This includes:
Once these messages are forwarded — even unintentionally — control disappears. Confidential details can circulate outside approved audiences, exposing the company to compliance violations or damaging employee trust.
And while forwarding isn’t always malicious, it’s frequently habitual or accidental. Either way, communicators lose oversight of who receives the information and how it’s used.
That’s why preventing external forwarding in Gmail isn’t just a technical measure. It's a communication safeguard that protects people, policies, and the organization’s credibility.
This template helps organizations establish clear, consistent internal communication practices that align teams, reduce confusion, and support a more connected workplace culture.
Gmail gives users two ways to forward emails: manually or automatically. Both are designed for convenience. However, in an organizational context, they can create significant risks.
While these features make email management easier, they can also bypass security protocols and expose sensitive internal information — deliberately or unintentionally. In environments where HR updates, compliance notices, or executive communications are routinely shared, even one forwarded message can compromise confidentiality and control.
Preventing external forwarding is one of the simplest and most effective ways to protect internal information. Gmail’s flexibility allows users to forward messages manually or automatically. However, that convenience can quickly become a vulnerability when sensitive data leaves approved channels.
Organizations are increasingly under pressure to demonstrate responsible data management and regulatory compliance. Accidental or unauthorized forwarding can violate internal privacy policies, breach confidentiality agreements, or even trigger data-protection penalties under frameworks like the European Union’s General Data Protection Regulation (GDPR) or the U.S. Health Insurance Portability and Accountability Act (HIPAA). By taking a few proactive measures in Google Workspace, administrators can significantly reduce those risks while maintaining the flow of legitimate internal communication.
The goal isn’t to restrict collaboration, but to ensure that every message stays in the right hands.
The first and most comprehensive safeguard is to disable automatic forwarding across the entire domain. Auto-forwarding rules can silently redirect every incoming email to another account (including personal addresses) without the sender or recipient realizing it. This makes it one of the most common and dangerous ways that sensitive data leaves a secure environment.
To do this:
Once disabled, employees can still forward individual messages manually when appropriate, but they will no longer be able to create automatic rules that continuously send company mail to an external inbox. This single step can drastically reduce unmonitored data exposure by ensuring that large volumes of mail can’t silently leave your domain and all sensitive information remains within your organization.
If disabling forwarding entirely isn’t feasible, compliance rules provide more targeted control by allowing you to set up conditional safeguards. These rules help detect and manage risky behavior before it leads to a data incident. For example, they can stop messages from being forwarded outside your company’s domain or automatically alert security teams when attempts occur.
To do this:
This approach creates a safety net for communication oversight, ensuring that even if employees try to forward messages externally, their attempts are logged, flagged, or stopped automatically.
Ultimately, these automated checks provide visibility and control, helping IT and communications teams quickly respond to potential data-loss events.
Not every department carries the same level of data sensitivity, which means that not all teams need the same level of restriction. Instead of applying a blanket rule across the entire company, Google Workspace allows administrators to tailor settings for each Organizational Unit (OU). This means high-risk departments like HR, Legal, or Finance can have stricter forwarding restrictions while other teams retain limited flexibility. All admins have to do is turn off forwarding for specific groups.
To do this:
Segmenting forwarding permissions in this way gives organizations the best of both worlds. You have strong protection where it’s needed most and operational freedom where risk is minimal. It’s an ideal strategy for large or distributed organizations, balancing compliance, efficiency, and collaboration.
Ultimately, it offers a balance between security and usability, ensuring that critical functions stay secure without restricting day-to-day communication elsewhere in the organization.
Technology alone cannot eliminate forwarding risks. Awareness is just as important. MTechnology can only go so far. Employee awareness is the final and often the most critical layer of protection. Many forwarding incidents happen not because of negligence, but because people don’t understand the implications of their actions. Reinforcing the “why” behind forwarding restrictions helps employees make better choices and take ownership of information security.
For this reason, it is essential to make sure employees understand that forwarding internal messages externally can violate privacy regulations, data protection laws, or company policy.
Practical steps include:
When employees understand why forwarding poses a risk or exposure point, they’re more likely to pause before hitting “Send.” They also become partners in protecting the organization’s integrity and reputation.
Ultimately, building awareness helps shift the forwarding action from being a thoughtless habit to a mindful communication practice.
This template helps organizations establish clear, consistent internal communication practices that align teams, reduce confusion, and support a more connected workplace culture.
Even with Gmail’s admin controls and compliance rules, internal communicators still face the reality that forwarding cannot be fully eliminated at the user level. Cerkl Broadcast was built to close that gap, giving organizations complete control over who can access, view, and share internal content. The platform’s security model combines restricted sharing, automated audience management, and internal-only delivery to protect every message from unauthorized forwarding.
Cerkl Broadcast ensures messages cannot be forwarded or shared beyond approved audiences. Each message is securely delivered to authenticated users within your internal ecosystem, whether via email, mobile app, Teams, or intranet. Furthermore, sensitive HR or compliance updates stay fully contained inside the organization, preserving confidentiality and trust without relying on manual controls.
Audience accuracy is automatic with Broadcast’s dynamic HRIS and Active Directory integration. As roles change, employee lists and permissions update in real time, ensuring the right messages always reach the right people. Communicators no longer need to manage static distribution lists or worry about accidental inclusion of external or former employees.
Whether it’s a leadership announcement, compliance update, or sensitive organizational notice, Cerkl Broadcast keeps communications secure by design. Its internal-only environment eliminates external forwarding entirely, creating a trusted space for transparent, high-stakes communication between employees and leadership.
While Gmail provides basic administrative controls, Cerkl Broadcast offers built-in protection purpose-designed for internal communications. The comparison in the table below illustrates how the two platforms differ in managing forwarding risk, audience control, and compliance visibility.
Establishing a clear internal communications policy is one of the best ways to protect your organization’s information and reputation. Our free internal comms policy template helps you set standards for message approval, confidentiality, distribution, and tone. This way, every employee will understand how internal updates should be shared and who they’re meant for.
Whether you want to define communication boundaries and accountability, reinforce compliance with privacy and security standards, or promote transparency and trust while protecting sensitive information, it’s an ideal tool for:
Download our Internal comms policy template now to establish a clear framework for internal messaging
This template helps organizations establish clear, consistent internal communication practices that align teams, reduce confusion, and support a more connected workplace culture.
This template helps organizations establish clear, consistent internal communication practices that align teams, reduce confusion, and support a more connected workplace culture.
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