WhatsApp Cheat Sheet: Features, Privacy, Security, and How to Use It

Billions of people use WhatsApp to stay connected, but how many are taking full advantage of its features?

Owned by Meta, WhatsApp offers messaging, voice and video calls, file sharing, and business communication tools. Its end-to-end encryption protects personal messages and calls, but cloud backups, AI interactions, and business messaging introduce additional privacy considerations.

Whether you’re communicating with family, collaborating with colleagues, or supporting customers, this guide explains WhatsApp’s features, costs, security settings, and limitations.

Some features are rolling out gradually and may not be available in every region or application version.

What is WhatsApp?

WhatsApp is a messaging and calling service owned by Meta. It allows users to exchange messages, make voice and video calls, share files, and communicate across supported smartphones and computers.

Unlike traditional SMS, WhatsApp uses mobile data or Wi-Fi, making it particularly useful for international communication. Mobile data charges may still apply.

According to WhatsApp’s official website, the platform supports personal conversations, group chats, calling, and business communication.

WhatsApp is available on Android, iPhone, supported desktop platforms, and web browsers. Accounts generally require a phone number to register.

Is WhatsApp free?

Yes. The standard WhatsApp application is free to download and use, although its business products have different pricing models.

• Personal WhatsApp: Free messaging, calls, and file sharing.
• WhatsApp Business app: Free core tools for small businesses, with optional paid features.
• WhatsApp Business Platform: Paid messaging capabilities for organizations that require automation and customer communication at scale.
• Internet costs: Mobile carriers may charge for data usage, especially when roaming.

According to Meta’s WhatsApp Business Platform pricing documentation, charges depend on message type, category, and recipient country.

Beginning Oct. 1, 2026, each WhatsApp Business Platform phone number receives 1,000 free delivered service messages per calendar month. These are non-template messages sent during an open 24-hour customer service window, typically after a customer contacts the business.

The window opens when a customer messages the business and resets whenever that customer sends another message. Additional delivered service messages are charged individually once the monthly free allowance is exhausted.

The allowance resets each calendar month, and unused messages do not carry over, according to the October 2026 WhatsApp pricing guide.

These October 2026 charges apply to the WhatsApp Business Platform/API, not ordinary messaging through the standalone WhatsApp or WhatsApp Business apps used without the API. Small businesses using the free Business app are not subject to the Platform’s service-message charges.

The free allowance does not cover marketing, utility, or authentication templates. Beginning October 1, 2026, utility templates sent during an open customer service window also became chargeable. Marketing and authentication templates are generally billed per delivered message, subject to applicable exceptions.

Qualifying conversations started through certain Meta advertising and Facebook Page entry points can receive extended free messaging periods:

• Click-to-WhatsApp ads: Eligible conversations may receive up to seven days of free messaging. The expanded window is rolling out gradually, so some conversations may still receive 72 hours.
• Facebook Page call-to-action buttons: Qualifying conversations may also receive an extended free messaging window. Eligibility and duration depend on Meta’s current rules and the entry point used, so businesses should confirm the applicable window with their WhatsApp Business Platform provider.

To activate these free-entry-point windows, the business generally must respond within 24 hours of the customer’s initial message. During the applicable window, eligible template messages can be sent without Meta messaging charges. Free-form replies still require an open customer service window.

Third-party messaging providers may impose additional fees, and separate advertising costs still apply.

Businesses should also consider regional restrictions. Meta temporarily paused marketing template messages to US recipients beginning April 1, 2025, a restriction still described in Manychat’s October 2026 guidance. US businesses can continue to use permitted message categories and communicate with eligible customers in other countries.

For small businesses, the free Business app may be sufficient. Larger organizations should review current rates, regional restrictions, and expected messaging volumes before adopting the Business Platform.

What are WhatsApp’s main features?

WhatsApp has expanded beyond text messaging to include communication, collaboration, privacy, and customer engagement tools.

One important distinction: WhatsApp Channels do not have the same end-to-end encryption protections as private chats.

Linked devices also require attention because every connected computer or phone represents another potential access point.

Is WhatsApp secure?

WhatsApp uses end-to-end encryption for personal messages and calls. According to its security documentation, only the sender and intended recipients should be able to read or hear their communications.

However, encryption does not eliminate every security risk.

• Metadata: WhatsApp can process certain account, device, and usage information.
• Cloud backups: Protection depends on whether encrypted backups are enabled.
• Recipients: Someone receiving a message can forward, copy, or photograph it.
• Compromised devices: Encryption cannot protect information already accessible on an unlocked or compromised phone.
• Business conversations: Third-party systems used by businesses may affect how information is processed after delivery.

For employees, an encrypted conversation is not automatically an appropriate place to share passwords, customer records, or confidential documents.

TechRepublic has previously reported on WhatsApp security vulnerabilities, reinforcing the importance of keeping the application updated.

How to make WhatsApp more private

WhatsApp includes several privacy and security controls worth reviewing. Here are eight practical steps.

1. Enable two-step verification and review passkeys

Two-step verification helps prevent unauthorized account registration, even if someone obtains a one-time verification code.

In August 2026, WhatsApp announced stronger account security features, upgrading its traditional six-digit verification PIN to support longer alphanumeric passwords with special characters.

To review two-step verification:

1. Open WhatsApp.
2. Navigate to Settings > Account > Two-step verification.
3. Follow the instructions to configure your credentials.
4. Add or confirm a recovery email address where supported.

Passkeys are a separate authentication feature. They let users sign back into WhatsApp using supported device authentication, such as a fingerprint, facial recognition, or screen lock.

To review passkeys, open Settings > Account > Passkeys.

WhatsApp also supports multiple passkeys for users with compatible Android and iOS devices. For stronger protection, review both settings rather than assuming that enabling one automatically configures the other.

TechRepublic has also covered WhatsApp’s account security improvements.

2. Review who can see your personal information

Under Settings > Privacy, users can control who sees information such as their profile photo, last-seen status, and online activity.

Depending on the setting, options may include Everyone, My Contacts, My Contacts Except, or Nobody.

Restricting visibility is particularly useful when communicating with unfamiliar contacts.

3. Enable encrypted backups

WhatsApp supports end-to-end encrypted chat backups, providing additional protection for stored conversations.

To review the feature, navigate to Settings > Chats > Chat Backup > End-to-end encrypted backup.

Depending on the supported setup, backups can be protected using a password, a 64-digit encryption key, or a passkey-based method.

In October 2025, Meta introduced passkey-encrypted backups, allowing users with supported devices to protect stored chats with biometric authentication or a device screen lock.

Account passkeys and backup passkeys serve different purposes. The former help verify your identity when accessing WhatsApp, while the latter protect stored chat histories.

Before replacing or resetting your phone, check how to restore your encrypted backup. Recovery requirements vary depending on whether you use a password, encryption key, or passkey-based protection.

If you lose access to the recovery method required for an end-to-end encrypted backup, you may be unable to restore your chat history. WhatsApp cannot bypass the backup’s encryption to recover your messages.

4. Turn on disappearing messages

Disappearing messages automatically remove new messages in supported conversations after a selected period. This helps limit message retention but does not guarantee that information has been erased.

Recipients can still preserve messages through screenshots, forwarding, or other methods.

5. Review linked devices

Under Settings > Linked Devices, users can review connected computers and phones.

Sign out of unfamiliar sessions and remove access from devices you no longer use. This is especially important after using WhatsApp on a shared computer.

6. Use app and chat locks

Where supported, WhatsApp provides authentication features that restrict access to the application or selected conversations. These controls are useful when other people may have physical access to your phone.

Combine them with a strong device passcode and current operating system updates.

7. Consider Strict Account Settings

Strict Account Settings is designed for people facing elevated risks of targeted attacks.

According to WhatsApp’s official announcement, the feature applies stronger restrictions, including blocking attachments and media from unknown contacts.

Additional protections can include silencing unfamiliar callers and limiting certain account interactions.

To enable it:

1. Open WhatsApp.
2. Navigate to Settings > Privacy > Advanced.
3. Select Strict Account Settings.
4. Follow the instructions.

Availability may vary by application version.

TechRepublic has examined WhatsApp’s stricter security controls and their potential benefits for users facing sophisticated threats.

8. Enable Advanced Chat Privacy

Advanced Chat Privacy provides additional protections for sensitive conversations.

According to WhatsApp’s official announcement, the feature restricts chat exports, automatic media downloads, and certain AI interactions involving chat contents.

To enable it:

1. Open an individual or group conversation.
2. Tap the contact or group name.
3. Select Advanced Chat Privacy.
4. Enable the feature.

These restrictions are not comprehensive data-loss prevention controls. Participants may still preserve information through screenshots, manual copying, or photographs taken with another device. Some restrictions may also behave differently on older application versions.

For employees, Advanced Chat Privacy can provide another safeguard, but it should not replace company-approved communication policies.

Meta AI is an artificial intelligence assistant available within WhatsApp in supported regions.

Users can ask questions, brainstorm ideas, and get help with certain tasks. Meta outlines its approach in its AI privacy information.

Personal WhatsApp messages remain end-to-end encrypted. Meta AI cannot automatically read private conversations, but information users explicitly send to the assistant may be processed under Meta’s applicable AI policies.

What is Incognito Chat with Meta AI?

In May 2026, Meta introduced Incognito Chat with Meta AI.

According to Meta, Incognito Chat uses Private Processing to handle conversations in a secure environment inaccessible to the company. Meta says these conversations are not retained by its service and disappear by default. These protections reflect the company’s stated technical implementation.

The feature began rolling out in May 2026, with availability varying by region and device.

For business users, the practical rule remains straightforward: do not enter confidential company information, customer records, or sensitive financial details into AI assistants unless your organization has approved that use.

For additional context, see TechRepublic’s Google Gemini cheat sheet.

How to use WhatsApp on a computer

WhatsApp Web and its desktop applications allow users to access messages from supported computers.

To get started:

1. Open WhatsApp Web on your computer.
2. Open WhatsApp on your phone.
3. Navigate to Linked Devices.
4. Select the option to link a device.
5. Scan the displayed QR code or use another supported linking method.

Once connected, users can send messages and share files without switching between their phones and computers.

Can you make calls through WhatsApp Web?

Yes. In July 2026, Meta introduced WhatsApp Web calling, allowing users to make voice and video calls through supported browsers.

Capabilities include:

• Individual and group calls: Communicate without installing a separate desktop application.
• Screen sharing: Share content during supported calls.
• Call transfer: Move supported active calls between devices.
• Call history: Access recent calls and favorites.
• Waiting rooms: Hosts can enable a “Require approval to join” setting for supported call links, placing participants in a waiting room until they are admitted.

Meta says WhatsApp Web calls remain end-to-end encrypted.

Browser-based calling can be particularly useful for employees whose work computers restrict software downloads. However, users should avoid leaving WhatsApp signed in on shared computers and periodically review connected sessions.

What is WhatsApp Business?

WhatsApp Business provides tools for organizations communicating with customers.

The free Business app includes business profiles, greeting messages, away messages, quick replies, and product catalogs. According to the official WhatsApp Business website, these features help organizations manage customer conversations and present products or services.

A small retailer, for example, could use the app to answer questions, display products, and provide order updates.

Larger organizations may use the WhatsApp Business Platform to integrate messaging with customer relationship management systems, customer support software, and automated workflows.

Before adopting either product, businesses should consider:

• Customer consent: Ensure communications comply with applicable privacy and marketing requirements.
• Employee access: Determine who can manage customer conversations.
• Recordkeeping: Assess whether messages must be retained for operational, legal, or regulatory reasons.
• Costs: Account for message charges, monthly volumes, and service provider fees.
• Security: Establish policies for handling sensitive customer information.

WhatsApp can be a useful customer communication channel, but organizations should not assume it offers all the administrative, compliance, and retention controls available in enterprise collaboration platforms.

For related business technology guidance, see TechRepublic’s Microsoft Copilot cheat sheet.

How does WhatsApp compare with Signal and Telegram?

WhatsApp is not the only messaging application offering encrypted communication. Signal and Telegram are popular alternatives, but their security models differ.

Signal may appeal to users who prioritize minimizing the information their messaging provider collects. Telegram offers extensive community features and cloud synchronization, but ordinary Telegram chats do not use end-to-end encryption.

For organizations, the right choice depends on security requirements, customer preferences, recordkeeping obligations, and administrative controls.

Frequently asked questions about WhatsApp

Can someone read my WhatsApp messages?

Personal messages are end-to-end encrypted by default. However, someone with access to an unlocked device, an accessible backup, or a recipient’s device may still be able to read them.

Can I use WhatsApp without a phone number?

A phone number is still generally required to register an account.

In June 2026, WhatsApp began allowing users to reserve usernames ahead of the feature’s broader rollout. Once activated, usernames will allow people to connect with new contacts without revealing their phone numbers. Users must know someone’s exact username to find them, and an optional username key can provide additional protection against unwanted contact.

Username-based communication is separate from account registration, and availability may vary during the rollout.

WhatsApp also introduced guest calling in October 2026, allowing people without accounts to join calls through browser links. According to Meta’s guest-calling announcement, guests can join individual or group calls with up to 32 people in total, including the host, after receiving host approval.

Guest calling includes several restrictions:

• Phone numbers: Guests cannot see other participants’ phone numbers.
• Messaging: Guests cannot send WhatsApp messages through the guest interface.
• Invitations: Guests cannot directly invite additional participants.
• Access: Guests must be admitted by the host, who can also remove them.

Once admitted, guests can use supported features such as screen sharing, reactions, and raising their hands. Only registered WhatsApp users can create call links. Guest calling availability may also depend on rollout status, region, and supported browsers.

For businesses, guest calling makes it easier to invite customers, contractors, and external partners without requiring everyone to install WhatsApp. Hosts should still verify participants’ identities before discussing sensitive information.

Can I use WhatsApp on two phones?

Yes. WhatsApp supports linking additional compatible devices, including phones, to an existing account.

What happens if I delete a WhatsApp message?

WhatsApp allows users to delete messages for themselves or request deletion for everyone within applicable limits.

However, recipients may already have read, copied, or saved the content.

Does WhatsApp work internationally?

Yes. WhatsApp uses an internet connection, allowing international messaging and calls without traditional SMS or calling charges. Mobile data and roaming fees may still apply.

Can businesses monitor employee WhatsApp conversations?

Organizations may have access to communications conducted through business-managed systems, depending on their configuration, policies, and applicable laws.

However, a company-owned device does not automatically provide an employer with unrestricted access to encrypted personal conversations.

Employees should review workplace communication policies before using WhatsApp for business purposes.

Should you use WhatsApp?

For everyday communication, WhatsApp offers a convenient combination of messaging, calling, file sharing, and security features.

For small businesses, WhatsApp Business provides an accessible way to communicate with customers without immediately investing in a complex customer service platform.

Organizations handling confidential information should evaluate whether the service meets their security, compliance, administration, and recordkeeping requirements.

For individual users, the best starting point is simple: review privacy settings, enable stronger account protection, secure backups, and keep the application updated.

WhatsApp’s encryption provides an important foundation, but protecting an account also depends on how people use it.

More WhatsApp news: For a closer look at WhatsApp’s privacy risks, read TechRepublic’s report on WhatsApp’s local storage, which examines concerns about how messages are protected on Apple devices after delivery.