[Gmail TIP] How to avoid IP tracking (means to confirm email receipt) in Gmail

Some of the messages received by Gmail can be exposed to your computer's IP information or other information (such as which browser you use, what mail app you use, IP address information, etc.) without knowing it at the moment you read it. .

When receiving e-mail, you may be tracked to the sender's IP (if you send your computer's IP unintentionally when you receive the e-mail).

Fortunately, the Gmail system provides a way to prevent other parties from secretly tracking caller IP.

There is a technology that email service systems use as a way to determine whether a recipient has read the mail they send. After inserting an invisible image (pixel) in an e-mail message, when the mail contents are opened, the image is accessed and the recipient's IP address is tracked to obtain the location information.

Gmail can let you decide whether or not you want to selectively display the images included in your mail content, in a way that prevents you from inadvertently tracking IP addresses. If there is a suspicious image in the text, the image can be suppressed.

Therefore, if you do not want the sender of the email (including email system users other than Gmail users) to accept the mail receipt request, you can suppress the images included in the body text.

To disable automatic display of external images in Gmail, you can do this in Gmail -> Settings ->General-> Images.

In this case, when the mail sender sends an e-mail asking to confirm receipt of the e-mail without knowing it, the following indication is displayed when receiving e-mail from Gmail.

If there is only text in the message body, but "Images are not displayed, it is likely that this message is the message that the other person has requested to acknowledge whether the message is opened or not. In this case, you do not have to display the image if you do not want to be notified of your receipt status.

In Gmail, the images contained in the message body provide a means of tracking outbound IP, or provide a number of security mechanisms to block information hacking using image insertion. For more information on this, please refer to the articles provided by Google.

https://support.google.com/mail/answer/145919?hl=en

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[Gmail Tip] Gmail for my record management.

The key to the record is the time record. When checking the authenticity of digital documents, it has very important meanings such as writing diaries, writing minutes, exchanging data with partners, writing documents, and recording time (timestamps). If I submit evidence to the prosecution or court, can I submit data stored in Evernote, Dropbox, Google Drive, My Laptop's storage, Company File Server, etc. as evidence?

Among the digital materials, materials that can be effective as legal proofs are called e-mails. The reason is that the time (timestamp) information recorded when sending and receiving e-mail is considered to be unmodifiable, and it is because you have important time information to check the point.

That's why large businesses doing global businesses want to manage and store all the email content they send and receive with their corporate e-mail archiving solutions (called eDiscovery solutions) at a high price.

Individual or general SMBs do not need to pay extra attention to these costs. All of these problems can be solved if you use only existing e-mail, which is a private company or an ordinary company.

Most importantly, in order to use the tools for recording, you must make sure that the storage is ready for point-of-view confirmation (with the creation time recorded), no matter what tool you use for your record-writing tools. The email system may be recognized as being unable to be modified or altered in the future. So, if possible, I would advise you to log in using Gmail.

The best way to recommend is to use Gmail as much as you can, In addition to email, Gmail is a useful tool for recording. You can choose one of three Gmail (15 gigabytes for free Gmail, 30GB for Google Workspace Starter, Google Workspace Business/Enterprise or Google Workspace for Education). I think it's enough to have one with Gmail as a recording tool.

In addition to simply sending and receiving emails, Gmail has the ability to save all kinds of records (journals, diaries, ideas, book readings, minutes, receipts, paper documents scanned with smartphones, attachments, etc.). I'm using Gmail of Google Workspace Enterprise. This Google Workspace Enterprise' version includes built-in eDiscovery solution, Google Vault, so that employees who accidentally delete emails will not be deleted in Vault, which deliberately deleted sensitive mail. (These data are effective as evidence.)

Jonathan Rosenberg, vice president of product development at Google, is scanning his passport, health insurance card, and emailing himself with his email address and storing it in Gmail. This way, you can use Gmail for recording and saving because you can search anytime, anywhere, on any device.

The introduction was too long. Learn how to use Gmail to record and auto-categorize, tag, and search.

To manage your records, Send all of your content (all the data you want to record) to your email address. The way Google's vice president, Jonathan Rosenberg, mentioned above, uses mainly. Scan your passport and send it as an attachment to you by email.

At this time, you can use various features of Gmail, such as 'Tagging', 'Auto Classification', 'Labeling/Filter', 'Search', 'Auto Forward', 'Save to Attached Document Drive' and 'Apply e-Discovery'.

1.    How to insert a tag into an email address.

• I use Google's Keep as a memo app on my smartphone, and then I keep my records (idea memo, diary, diary, brief customer memo). In order to preserve the long-term record for timestamp to check recorded date in future, the Google Keep note will be sent to ‘hsikchoii+idea@gmail.com’. That is, my email address is 'hsikchoi@gmail.com' but the address of the recipient can be 'hsikchoi+idea@gmail.com'.
• In the email address scheme, even if you send mail to 'hsikchoi+idea@ gmail.com' in the recipient address, the recipient address of the email content will be displayed as 'hsikchoi+idea@gmail.com' and all characters after the '+' will be ignored. So, even if you send like 'hsikchoi+idea+customer@gmail.com', your email system will be recognized as 'hsikchoi@gmail.com'.
• After capturing a paper receipt on your smartphone (no matter what app you use for capturing), send it to your email address (eg ‘hsikchoi+receipt@gmail.com). Gmail saves it for your records in the label - Receipt.
• If you search later in Gmail, you can easily search for all messages tagged with "+receipt" by searching for "To: receipts" in the search box.

2.    How to automatically label incoming email

• In Gmail, you can automatically sort all incoming messages by "label" and "filter," so you can color-categorize any desired "label."
• Messages received at 'hsikchoi+idea @gmail.com' will automatically be given a label 'idea' and saved.
• From the image below
1. (1) shows the labels created for my Record Management
2. (2) shows the labels automatically assigned with the 'Filter' function
3. (3) is a thread function as a conversation mode  only in Gmail. If you want to send additional mail about the recorded mail or write supplementary information, if you reply to the mail, it is automatically bundled into a thread and stored as a single mail. Shows the number of messages that are bundled.
4. The symbol shown in (4) is an indication that the e-mail address is the only person who is the only recipient.
5. (5). For example, if you send a message to the recipient address: "charly.choi+idea@charlychoi.com, you'll automatically be given the label " Idea". You can also apply the filter internally to allow it to be automatically saved in the label -  Idea.

3.    Search for labels and search for tags

   In Gmail, you can search for 'label:idea' in the search box via the label search. Messages can be searched tagged with '+' in recipient address search in 'To: idea' in search box

Summary

   

The reason you should use the email system as Record Management Tool for your records is due to the effect of logging time stamps on your email.

Tools that can later arbitrarily modify the time of the generated record are not suitable as a recording tool.

In Gmail, labels, tags, and filters make it easy to manage incoming messages. It is advisable to use Gmail for Record Management, but you can use any tool for recording.

Not many systems will be able to send, store, and retrieve mail regardless of location, time, or device. I strongly recommend that you manage all record with a single Gmail account rather than using a variety of tools to manage all your records.

 

[Tip: Attachments in Gmail] Update an incorrectly sent attachment (like MS Office/PDF files) without resending

When sending an attachment via Google Gmail, the file size is limited to 25MB.
In other words, files that can be sent as attachments can not be sent over 25MB in size. If you send attachments in the traditional way, if the contents are incorrect after the send, or if the sent attachments are modified, you have to resend them.

However, with GMail, attachments can be sent as links via Google Drive.
The original file exists in my Google Drive and only the link information of that file is sent. This allows G Suite users to send links up to 5TB.

I upload all attachments on the drive and send them in a link. In particular, PDF files and MS Office document files will be sent by this link method. Sometimes, after sending a link to an MS Office document or a PDF file, the originals may be wrong and you may need to resend the revision.

In the old days, you would need to modify the file and send it back to the recipients, but with version control in Google Drive, you can use version control to add the latest version of the file to the document Just upload.

When sending attachments from Gmail, send them via Google Drive as in the image above.

Like PDF documents, non-Google document formats on Google Drive can take advantage of version control. You can upload and maintain multiple versions of a document. These documents, which are delivered as links, will maintain the latest version of the document if the uploaded version of the file is uploaded without any changes to the link.
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[Maximum file size of one file that can be stored in Google Drive]

G Suite users are often confused. What is the maximum size of attachments that you can currently send through Gmail? As you already know, attachments in gmail can only be sent up to 25MB. However, it can be confusing if the size of the file you can send to a URL link via Google Drive is 10GB, 1TB, or 5TB.

In Gmail, the maximum size of a file you can send as an attachment is 25 MB. However, if you want to send files over 25MB in size, you can use Google Drive to save the file and send the file as a URL link. At this time, the maximum size of one file that can be sent as URL link can be up to 5TB. (In the past, 10GB, 1TB, now up to 5TB) In other words, the maximum size of a file that can be stored in Google Drive is 5TB.

The maximum file size limitation of G Suite Basic, G Suite Business (Unlimited) and G Suite for Education are the same.

For more information - https://support.google.com/drive/answer/37603?hl=en

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New Book-

Advanced Chrome Device Management & 2017 Essential Guide for Chromebook Users: Chrome for Work/Chrome for Education/Chrome for Kiosk/Chrome for Signage 

Kindle Edition"Amazon Kindle Store - https://goo.gl/ari79C