Embedded Files
Is this file being shared? How? Drive and the Google editors provide a way to quickly assess the sharing status of any file. Get to know the 5 icons and how you can control sharing easily.
No sharing for me, thank you!
Private only to me
Private only to me
This is the default - people cannot access new files until you share them. Nobody else can access this file - even if you give them the URL. (In that case, they have to ask you for access.)
Shared with 2 persons
Shared with 2 persons
This file has been shared with specific people - only they can access the file.
Note: The icon does not indicate whether this is your file or not. It's the same for everyone.
When to use: This is a normal, healthy status for collaborating. Aim to share files only with those who need it, and do not overshare (using the options below) for convenience.
Anyone in this group with the link can open
Anyone in this group with the link can open
This file has been link shared - it can be edited, commented on or viewed by anyone within the group who has the link. "Within the group" means usually your entire company - but some companies divide themselves up (by country, by line of service etc.) and allow you to limit link sharing to one of them. When someone from outside your company or one of those divisions gets hold of the URL, it won't work for them and they have to ask for access.
Link sharing is not problematic - but some people overshare (often because they're not aware of how sharing works). Files with confidential information should be shared only to specific people (see above), and anything higher than viewing rights are typically a sign of oversharing. Do your organization a favor and contact owners of overshared files.
Read this post for more details on link sharing.
When to use: Use this option for company-wide announcements and reference files. Mark files as "internal" before you share them, and only share them as "view".
Anyone in this group with the link can find and open
Anyone in this group with the link can find and open
This is the same as the option above - with the addition that people can find this file on Google Cloud Search. Normally, Cloud Search will ignore "anyone in this group" files because there are too many of them, and most are irrelevant to the searcher.
When to use: This is the true option for announcements, as people can search for it. Label your files as "internal" and give them a summary to help others find it easier and position it more prominently in search results.
ANYONE with the link
ANYONE with the link
You will probably see this on your personal Drive, as many companies disable this option: This makes your file truly public. You can share its link with anyone on the web.
No higher sharing option is needed for the web - since Cloud Search for the web is called google.com.
Never be an oversharer again - join 2000+ people who read these tips weekly. Subscribe now!
To allow "Can find in search results", you first set the general access to your company (or part of it).
The "Untitled spreadsheet" is shared, the other files are not.
Nerdy bonus questions
Nerdy bonus questions
How can I make a file "findable" in Cloud Search? Look at the picture on the left: First, set the file to "anyone with the link...". Then, in the viewer menu, set it to "can find in search results".
Does the button always say "share"? Yes - even if you cannot share yourself, but have to ask the file owner to share.
If someone asks for access, who gets the edit request? Requests go to the file owner. If the file is stored on a Shared Drive, the request will go to the person who created/uploaded the file. If that person no longer holds manager rights, the request is sent to all managers.
Can I mix access rights? Yes - if you share a file with a group or your entire company, you can share again with specific people to elevate their access rights. Note that the reverse does not work: You cannot give editor rights to "anyone with the link" and only viewer rights to the intern.
Does Drive display the sharing status? Yes. It distinguishes between "shared - yes or no". (See screenshot to the left.) The icon looks a lot like the "sharing with specific people" icon - room for improvement.
How does this work on shared drives?
How does this work on shared drives?
Good news - it works just the same! The "Private" icon shows up when you're the only member. Otherwise, all files will be shared with the members, say "shared with 3 people". And you can share individual files and folders with non-members, of course, or make them searchable.
These sharing icons help you spot overshared files and give you confidence the file you're looking at is adequately shared. Collaboration only works if people trust the system - that is, if they understand and control it. Congratulations on your detective skills, and thank you for reading!
Page updated
Report abuse