1/16/2024 0 Comments Manage access google drive![]() If you want to share with someone who does not use a Google account and is unable or unwilling to create one, there are two options: It is recommended that external collaborators either use or create a Google account, as it is the most secure way to collaborate with them. Sharing Externally to Collaborators Without Google Accounts To learn more about expiration dates, visit the Google Workspace Learning Center. Tip: Expiration dates can be set for individuals with whom you share your files. Link access can be set to Viewer, Commenter, or Editor permissions. Anyone with the link: Anyone on the internet who has the link can access your file without signing in to a Google account.University of Michigan: Anyone at the University of Michigan (with a U-M Google account) can access the link.Note: This is the default setting in U-M Google Drive. Restricted: Only specific people you share the file with can access it.When you share a link to a file in My Drive or a shared drive, you control how widely the file is shared: If link sharing is used, ensure appropriate file permissions are in place, particularly with external collaborators. ![]() Important: We recommend using link sharing with access set to the "University of Michigan" only as needed. If link sharing is used, this link is set to Restricted by default, so only people you've shared the file with can access the link. Link sharing is useful for sharing non-sensitive files that require immediate attention or with large numbers of colleagues who need access to a file. When you click Copy link, a shared link is copied. These links are accessible and customizable under General access in the sharing dialog box. Shareable links can be used to share files with a broader audience or specific people. Click the gear icon in the sharing dialog box of your file and uncheck " Editors can change permissions and share." This ability is not available for files in shared drives. However, you have the option to turn off the abilities of Editors to change permissions and sharing. Use caution when deciding who to give Editor access to your file. This includes changing the access levels of individuals or removing them from it altogether. Warning: When granting Editor access to files in My Drive, you automatically allow individuals the opportunity to change the sharing settings of your document and share it with anyone they desire. Once shared, you can view these individuals under the Guests tab. Tip: Within shared drives, you can review who you've shared a file with outside your shared drive membership. Editor: They can make changes, accept or reject suggestions, and share the file with others.Commenter: They can make comments and suggestions but can't change or share the file with others.Viewer: They can view but can't change or share the file with others.When you share a file with an individual or group, you can choose what they can do with it: To learn more about using MCommunity with Google, refer to Google: Working with MCommunity Groups. If the list of users grows too large, we recommend using an MCommunity group to help manage permissions. We recommend only sharing your files with those who need them. General access: Grant access to anyone with the file link.People with access: Grant access to specific individuals you want to collaborate with on the file.There are two methods to share content within Google Drive: Important: Only individuals who own U-M content should fully control who can access it. This document provides best practices for sharing files and folders in Google Drive. You are responsible for appropriately sharing data with only those who should have access to it. ![]() This is especially true when collaborating with people outside of U-M. ITS recommends using caution when you choose permissions for your files and folders in U-M Google Drive to ensure the privacy and security of university data. When you share from Google Drive, you can control whether people can edit, comment on, or view your file.
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