Learn how to block downloads, copies and printing of files in Google Drive

To take control and stop people from downloading, printing or copying your files stored in Google Drive, here's a great feature to know about.

File sharing in the corporate environment

Do you also handle sensitive and confidential information in your work? If the answer is yes, you already know that document sharing is crucial for collaboration, but security is a constant concern.

That fear of a document spreading out of control, or of someone copying information, is real.

Being careful when sharing while keeping control of files

Imagine you're working on a strategic document, like a presentation or a budget tracker for your area. You need to share this file with a few people in the company, but you don't want it downloaded, printed or copied.

Right now, you share the document, but you're left worried about copies or sharing without permission. The fact is, once it's out of your control, there's little you can do. Right?

This is a common pain point for anyone leading projects who needs to balance collaboration with information security.

Lack of control over what happens to a file after it's shared can create risks of data leaks, loss of intellectual property, and compliance issues. The consequences can be serious, from loss of trust to financial losses for the company.

If you use Google Workspace, there's a feature I really like that I'm sure will help you keep that control.

Sharing on Drive: how to restrict downloading, copying and printing content

You need to be the file owner or a Shared Drive Manager, and granular options to restrict what people can do with your documents will be available: download, print or copy.

This means you can share for viewing or editing while blocking actions that could take the file outside your secure environment.

Follow these steps to use this feature to protect your files:

1. Open Google Drive: Go to your Google Drive (drive.google.com).

2. Select the file or folder: right-click the file (Docs, Sheets, Slides, Forms, etc.) or the folder you want to control.

3. Open the sharing options: click "Share" or "Share with people and groups".

4. Set the permissions:

• Add the people or groups you want to share with.
• For each person or group, select the appropriate permission (e.g., "Viewer", "Commenter" or "Editor").
• In the bottom right corner of the sharing window, click "Settings" (the gear icon).
• Inside the settings, you'll see the IRM options (information rights management controls). Uncheck the boxes next to "Viewers and commenters can download, print and copy" (to restrict all these actions for viewers and commenters).

6. Save the settings: Click "Save" or "Done".

Watch the explainer video:

Share securely and stay in control

With this control, you can share your project information with confidence that it stays protected. You'll have more peace of mind knowing you have the autonomy to decide what can and can't be done with your most important files.

How about reviewing the permissions on your projects' most sensitive documents and putting these new restrictions into practice, right now?

This feature is available on all paid editions of Google Workspace.

If this was useful to you, share the article with your coworkers and help bring more digital security to your work.

Cheers!