Sharing and Restrictions in Google Drive

Understand your files and folders

This image represents a Shared folder, which means the link sharing permissions are ON for this folder. This is a default setting for all folders created in Drive.

This image represents a restricted folder, which means the default settings are turned OFF. The folder is restricted and none have access to it.

Select a file or folder and click on this symbol (top right corner, under TF logo) to see who all have access. Hover you cursor on each person to see the permissions assigned.

People image towards the right side of the file name represents a shared file, which means the link sharing permissions are ON for this file. This is a default setting for all files created in Drive.

A file which is restricted and not shared will not have people's image next to the file name.

Right way to share & restrict files in Drive

How to Share files or folders with a group?

Open the share dialog box, under 'Add people and groups' type in the groups email id and choose the right permissions and click done. You have now shared the file or folder with an entire group.

How to Restrict files or folders?

In the share dialog box, Under the 'General access' section, click on the drop down and select 'Restricted'.

Now your file or folder is restricted between the owner and the specific people added to the document. If none are added then only the owner will have access.

How to share files or folders with restrictions?

As an owner, while sharing files or folders, you can add more restrictions to editors, viewers, and commenters.

Open the share dialog box and click on settings as shown in the image.
Make sure the two options are disabled(not checked) as shown in the image.

Editors have the highest permissions after the owner. By disabling these two options. You are now restricting editors from sharing the file or folder with anyone else.

Also, you are further restricting viewers and commenters from copying, downloading, and printing the contents of the document.

Note: By default these features are enabled. However, the owner of the document can disable these features anytime.

How to stop sharing a file or folder?

Make a good practice to check the share permissions assigned for all of your files or folders. You can always stop sharing a file or folder at any time.

In the share dialog box, under the 'People with access' section, remove all email id's.
Under the ' General access' section, make sure it is restricted. The document is now only accessible to the owner. It is also safe to delete the file if it's no longer needed.

You can see a quick video here

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