Settings for Google Chat With Two Users

[Robyn2]

I have chat histories that I want to back up to external hard drives.

I want to change the settings so the other user won't be able to remove my copy of the chat history from my access through Gmail. I think this is possible and I know that in WhatsApp the other user can delete the chat entirely so it isn't in your feed anymore.

Is it possible to change the settings in my Gmail account so that the chat history of myself with another user is beyond that user's access? I want to permanently keep the chat history of myself and this other user. I don't want to discover one day that my chat history is gone because the other person has deleted it. 

Is this possible? Specific instructions please. 

If you know the app Mail for Gmail it is something I have backed up to an external Hard Drive. Is it possible to freeze the settings in that hard drive so that it doesn't access the live version where the chat history is deleted? I want to permanently keep these chat histories and if Mail for Gmail is involved what settings should be changed in that app so that no live updates happen? 

Instructions please for the best way to save chat histories permanently regardless of whether the other user wants to remove them from me or not.

Thanks!

[christiannewman]

First, sharing an account between multiple people is not secure, and a violation of Google's service terms. Create the other user their own account, and secure your account correctly.

Second, I recommend enabling retention of your Chat history in Google Vault (included on Business Plus and higher editions of Google Workspace) where your chat history (and other data, such as Gmail, Drive, etc) will be securely stored for the period you specify (even indefinitely) and exported as needed.

[cryptochrome]

Vault does not retain chat history if chat history is turned off. You would need to disable the option for users to turn off chat history and have it enabled globally for Vault to capture everything. If users are allowed to turn off chat history and when they do turn it off, Vault won't store these chats. 

I think what @Robyn2 might be referring to is a 1:1 DM between two people, where one side turns off chat history. Not two people using the same account to chat. 

[christiannewman]

I totally misunderstood the question on this one, didn't I? 😜

[cryptochrome]

I don't know. Maybe I did, LOL

[christiannewman]

Or maybe both of us? 😂

[Saima14]

Unfortunately, Gmail doesn't have a built-in feature that allows you to prevent the other user from deleting the chat history in their account. Each user has control over their own emails and conversations, and they can delete messages or entire threads on their end.

However, if you want to ensure that you have a permanent record of your chat history, you can take the following steps:

1. Download and Archive Chat History:

• Open the Gmail account where the chat history is located.
• Open the chat or conversation you want to save.
• Click on the three dots (more options) and select "Download message." This will save the chat as a .txt file.
• Save this file to your computer or external hard drive.

2. Regularly Export Data:

• Periodically, export your Gmail data using Google Takeout (takeout.google.com).
• Select the specific Gmail data you want to include (e.g., Mail), choose your export options, and click "Create export."
• Download the exported file and store it on your external hard drive.

3. Back Up with Third-Party Tools:

• Consider using third-party tools or services that specialize in email backup. These tools often provide more features for archiving and storing your email data securely.

Regarding "Mail for Gmail" App:

If you are using a third-party app like "Mail for Gmail" and have backed up your emails to an external hard drive, note that this app likely syncs with the live Gmail account. To ensure the archived version remains static:

• Manual Backups: Regularly back up the specific chat history folder or files on your external hard drive manually. This way, you keep a snapshot of the data at a particular point in time.

• App Settings: Check if the app has any settings related to syncing or updating in real-time. You may want to disable automatic updates or syncing to prevent changes from reflecting in your external backup.

Important Note:

Always ensure that your backup strategy complies with privacy and data protection laws, as well as any terms of service associated with the apps you are using.

Remember that even with these precautions, it's challenging to completely prevent the other user from deleting their copy of the conversation. Regularly updating your backups and being proactive in saving important conversations will help you maintain control over your data.