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Advanced File Sharing Settings in Google Drive

Collaboration is at the heart of why million of companies choose G Suite for their email and productivity platform. It's what allowed organizations like The F.C. Tucker Company to accomplish work in real time that once took 15 to 20 days to complete. The sharing ability has changed work for billions. If you’ve ever shared a Google Docs, Sheets, or Slides file with someone, you might be familiar with the basic file-sharing options that are available within Google Drive:

  • Can edit
  • Can comment
  • Can view

But did you know that Google Drive gives you even more options for sharing files? To access these settings, click the 'Share' button in the upper right corner of a Google Docs, Sheets, or Slides file, and then select 'Advanced'. 

Set an Expiration Date

Setting an expiration date allows you to give someone access to your file for a limited time. Perhaps you’re working on a short-term project with a few of your colleagues, and you want them to have access to the file for the duration of the project, but not indefinitely. Setting an expiration date will automatically revoke their access to the file after the set date and time has passed.


Prevent Others from Sharing a File

By default, when you give someone editing access to a Google Docs, Sheets, or Slides file, this also gives them the ability to share the file with other people and change their level of access. If you’d prefer for other editors to not be able to do this, you can configure this in the Advanced Sharing settings.


Prevent Others from Downloading, Printing, or Copying a File

When you’re working inside a Google Docs, Sheets, or Slides file, there might be times when you find that it would be helpful to print the file, download it to your computer, or make a separate copy to store in My Drive. However, if you are the owner of a file and would not like other colleagues to be able to download, print, or copy a file that you have shared with them, you can select this option in the Advanced Sharing settings.

These settings will all need to be configured on a file-by-file basis.

To learn more about how to enable these options, check out this page on the Google Drive Help site! Want to set up an interactive training for your team to learn tools like this and more? Reach out to care@cloudbakers.com to schedule a workshop with Cloudbakers Change & Adoption Team.

Originally published on November 13, 2019

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