Who's in the Know? Unveiling the Mystery of Shared Files on Google Drive - Xebia
source link: https://xebia.com/blog/whos-in-the-know-unveiling-the-mystery-of-shared-files-on-google-drive/
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Who’s in the Know? Unveiling the Mystery of Shared Files on Google Drive
Sharing files in Google Drive has always been a rather easy and convenient way to collaborate better. But sometimes, it may become a bit of a hassle to know with whom you shared what documents, and who has access to what.
Mid-December, Google introduced a new filter option that makes it possible to get an overview of folders, subfolders and/or files within the Drive environment that are shared with specific people or groups. This also provides the opportunity to see whether folders and/or files are shared with external parties without providing a specific name of a person or group.
How does it work? There are a number of scenarios in which the new filter can be used.
Scenario 1 | Finding files that have been shared outside the organization.
- Go to My Drive, Shared Drive, Shared with me or Recent
- Click on the People filter button
- Select External users
- Summary of results is show
Scenario 2 | Finding files shared with a person or group
- Go to My Drive, Shared Drive, Shared with me or Recent
- Click on the People filter button
- Search for a person or group with whom files have been shared
- If necessary, supplement with ‘is owned’, ‘created by’, or ‘shared by’
- Summary of results is shown
Scenario 3 | Finding files you own that have been shared with specific people or groups
- Go to My Drive, Shared Drive, Shared with me or Recent
- Click on the People filter button
- Select yourself and select Owner
- Click on the People filter button
- Find the specific person or group that files were shared with
- Summary of results is shown
With this new filter, it is now much easier to manage your files and it will no longer be a mystery who has access to it.
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