Google Drive Permissions Explained – All You Need Know

Understanding and managing permissions in Google Drive is crucial for maintaining control over who can access and edit your files and folders. Here is my detailed and personalized guide to help you navigate Google Drive permissions, ensuring your content is shared exactly how you want it to be.

Understanding Permission Levels in Google Drive

Google Drive offers several permission levels, allowing you to control the degree of access others have to your files and folders:

Viewer:

• Access: Can view the file or folder but cannot make any changes.
• Ideal for: Sharing read-only documents, such as reports, presentations, or reference materials.

Commenter:

• Access: Can view and add comments but cannot edit the file or folder content.
• Ideal for: Collaborative projects where feedback is needed without altering the original content.

Editor:

• Access: Can view, comment on, and edit the file or folder.
• Ideal for: Fully collaborative projects where all participants need to contribute and modify content.

Sharing Files and Folders

Let Start with Sharing with Specific People:

1. Open Google Drive: Go to drive.google.com and sign in with your Google account.
2. Select the File or Folder:
   • Right-click on the file or folder you want to share and select “Share.”
   • Alternatively, click on the file or folder, then click the share icon (a person with a plus sign) at the top right.
3. Add People:
   • In the “Share with people and groups” field, enter the email addresses of the people you want to share with.
   • Choose their permission level (Viewer, Commenter, or Editor) by clicking the dropdown next to their email address.
4. Send the Invitation: Click “Send” to notify the recipients by email. They will receive a link to access the file or folder.

Sharing via Link:

1. Get a Shareable Link:
   • Right-click on the file or folder and select “Get link.”
   • Click on “Change to anyone with the link” if the link is currently restricted.
2. Set Link Permissions:
   • Choose the permission level (Viewer, Commenter, or Editor) for anyone who accesses the link.
   • Copy the link and share it via email, messaging apps, or other platforms.

Advanced Sharing Settings

Restricting Access:

1. Prevent Editors from Changing Permissions and Sharing:
   • When sharing a file or folder, click on “Settings” (the gear icon) in the sharing dialog.
   • Uncheck “Editors can change permissions and share” to prevent editors from modifying the sharing settings.
2. Disable Download, Print and Copy for Viewers and Commenters:
   • In the “Settings” menu, check the box for “Viewers and commenters can see the option to download, print, and copy” to disable these options for those with view or comment access.

4. Managing Shared Files and Folders

Viewing Shared Files:

• Shared with Me: Go to the “Shared with me” section in Google Drive to see files and folders others have shared with you.
• Activity: Click on the “Activity” view to see recent changes and sharing activities in your files.

Changing Permissions:

1. Open the Sharing Settings:
   • Right-click on the file or folder and select “Share.”
   • Alternatively, select the file or folder and click the share icon.
2. Modify Permissions:
   • To change a person’s permissions, click the dropdown next to their name and select the new permission level.
   • To remove access, click the “Remove” icon (a trash can) next to their name.

Transferring Ownership:

1. Transfer Ownership:
   • In the sharing settings, click the dropdown next to the current owner’s name and select “Make owner.”
   • The new owner will receive an email notification and must accept the transfer.

SEE: Google Drive Latest Keyboard Shortcuts

Best Practices for Managing Permissions in Google Drive

Regularly Review Permissions: Periodically check the sharing settings of your important files and folders to ensure only the intended people have access.

Use Descriptive Names: Name your files and folders clearly to avoid confusion among collaborators and ensure everyone can find the necessary documents easily.

Limit Sharing to Trusted Contacts: Share sensitive or important files only with trusted individuals and ensure you set appropriate permission levels.

Utilize Shared Drives for Teams:

For team projects, consider using Google Workspace’s Shared Drives, which offer more granular control and organizational features tailored for group collaboration.

Monitor Activity: Use the Activity pane to keep track of changes and sharing activities in your files, helping you stay aware of any unauthorized access or modifications.