Google's official solution: "Inactive Account Preferences"

Google offers a built-in feature called "Inactive Account Preferences" (or 'Inactive Account Manager'). This is a proactive tool that lets you decide what happens to your data after a period of inactivity that you choose.

How do you set it up?

1. Go to "My Google Account" (myaccount.google.com).

2. Search for "Inactive Account Preferences" in the search bar.

3. Set the waiting period (e.g., 6, 12, or 18 months).

4. Add one or more "trusted contacts" (their email address and phone number).

5. Select which data you'd like to share with them (e.g., only 'Photos' and 'Drive', but not 'Gmail').

6. You can also set the account to be automatically deleted after a certain time.

This is a good first step. It's better than doing nothing.

Can you manually get access to Gmail after someone passes away?

What if you haven’t set anything up? Can next of kin request access to Gmail after passing? The short answer is: it's extremely difficult.

Google's priority is the privacy of the deceased. Even with a death certificate, Google will in most cases not provide access (passwords) to the account. After a lengthy legal process, it may be possible to receive data or close the account, but direct access to handle ongoing matters is almost out of the question. Waiting for this procedure is not an option.

The crucial limitations of "Inactive Account Preferences"

Sadly, even the proactive, official method is painfully incomplete. It doesn't give your loved ones full peace of mind, for three reasons:

1. It shares data, not access: Your trusted contact receives a download link for the data you've selected. They do not get access to the account itself. They cannot log into your Gmail to handle ongoing matters (e.g., find an important financial statement) or manage the account.

2. It lacks essential login data: The tool doesn’t share passwords nor 2FA (Two-factor Authentication) backup codes. If your loved ones need to log in urgently, they're still stuck.

3. It lacks context: Your family gets a data dump of thousands of photos and files but misses all context. What is important? What instructions did you have for them?

The complete solution: A secure digital vault

To really get your Google account in order, combine the official method with an active, secure vault. This is the only way to safely share context and full access.

Step 1: Inventory

The Inactive Account Preferences are a 'do-it-yourself' menu. A platform like Veault guides you through the process. Our guided process specifically asks you about your Google account. You don't have to remember what to store; we ask the questions. You're asked to record three crucial elements:

1. The email address

2. The password

3. Your 2FA app, and where your heirs can find it

Step 2: Providing Context

This is the step that Google's tool completely misses. In your Veault vault, you add simple, clear instructions. For example:

• "Use the 2FA app included in my Veault to log in. In my Gmail (folder 'Administration') are all the important financial statements. Download all my photos from Google Photos and give them to the kids. Then delete the account."

Step 3: Secure Sharing

These instructions and passwords are extremely sensitive. In Veault, this is all stored with Zero-Knowledge encryption. Only you (and your trusted contact, after you've passed) have the key. It's the safest way to store and share this information.

Summary: Take these 3 steps today

1. Do this immediately (The Basics): Go to your Google account and set your Inactive Account Preferences. Select the data you want to share and appoint a trusted contact.

2. Be smart (The Complete Solution): Create a Veault vault and record the full access details: your password, your 2FA app, and your personal instructions there.

3. Finish up: Appoint your trusted contact. Now your family has a safe, complete guide to manage your most important digital assets, just the way you want.

Setting up your Google account is an important first step. But your digital life is bigger than that. Learn more about managing your entire digital legacy.