How to "secure" a Shared Google Drive Folder or File
There are times when you may want to create a shared folder or document that is more secure and cannot be re-shared by any of the collaborators. The instructions below show how to restrict sharing of a Google Drive folder or file.
1. Go to "My Drive"
2. Create New Folder (optional)
3. Name the New Folder
4. Select the Folder in Google Drive
6. Add People the Folder/File is to be Shared with
Next, enter the names or email addresses of the individuals or email groups you want to share the document with.
Note that if you share with an email group rather than individuals, you will have less control of who it is shared with as the email groups are updated by ICT as they change. This may be desirable in some cases though as it ensures the document is only shared with the people in the group, if it is a group that changes periodically (e.g. "Admin Department", "ICT Committee", "OHS Committee")
7. Advanced Share Settings
8. Change the Sharing Settings
Next, select either or both of the additional "Owner settings" to restrict what can be done to or with the file being shared by the individuals you are sharing the document with.
- The "Prevent editors from changing access and adding new people" option will prevent the document from being re-shared by anyone you have given editing access to.
- The "Disable options to download, print, and copy for commenters and viewers" option will restrict those with comment and viewing access to only be able to view or comment on the file directly on the computer. They will not be able to forward, print, download, or copy the file withing Google Drive. Note that it would still be possible for them to take a screenshot of the file or to re-type the document offline if they chose to do so.