Google Shared Drives, a powerful feature within Google Drive, enable teams to collaborate using a centralized repository of files. But with increased collaboration comes the need for clear and effective permission management. Understanding how Shared Drive permissions work is key to maintaining security, organization, and smooth teamwork.
This guide breaks down Shared Drive permission levels and sharing settings to help both admins and end-users confidently manage access.
Understanding Permission Levels: A Guide for End-Users
Google Shared Drives offer five permission levels, each designed to give users the right amount of access without compromising security. These levels are:
Manager: Managers are like the bosses of the shared drive, possessing the highest level of control. They can create, move, edit, and delete files, add or remove members, and change permissions for anyone in the Shared Drive.
Content Manager: Content Managers are the default role level for new members, and they’re like the content curators of the shared drive. Content Managers can add, edit, and move files within the Shared Drive, but they cannot delete files or move them to the trash.
Contributor: Contributors are the primary content creators and editors within the shared drive. They’re like the creative minds behind the files as they can add and edit files, but cannot move them within the Shared Drive or delete them.
Viewer: Viewers are like the spectators of the shared drive. They can only open and view files, but they can’t make any changes.Commenter: Commenters are like the note-takers of the shared drive. They can view and comment on files, but they can’t make any changes to the file content itself.
Sharing Files and Folders: A Guide for End-Users
Shared Drives allow granular control when sharing specific files or folders. You can share items with individuals, groups, or your entire organization. Additionally, you can share files publicly, allowing anyone with the link to access the file, even if they’re not part of the shared drive.
To share a file or folder, follow these steps:
- Open Google Drive and navigate to the Shared Drive containing the item you want to share.
- Right-click on the file or folder and select “Share” from the context menu.
- In the sharing window, enter the email addresses or Google Group you want to share with.
- Adjust the permission level for each recipient by clicking on the drop-down menu next to their name or group and selecting the appropriate level.
- Click the “Send” button to share the file or folder.
Using Limited Access Folders for Granular Control
The Limited Access feature is a critical tool for maintaining security and is only applicable to folders—not individual files. It allows Shared Drive Managers to restrict access to a specific folder within the Shared Drive, even from members who have broader access to the drive itself. This is ideal for sensitive content, such as budget files or confidential project materials.
- Impact on Users: Shared Drive members who do not have access to a limited folder will still see the folder name, but it will be grayed out and they cannot open it. They can request access, which a Manager or Content Manager (if permissions allow) must then grant.
- Workaround for Files: To restrict a single file, you must first create a new subfolder, move the file into it, and then apply Limited Access to that new subfolder.
How to Set Limited Access (Manager Role)
Only users with the Manager role in the Shared Drive can enable or disable this feature.
- In the Shared Drive, right-click the folder you want to restrict.
- Select Share —> Share.
- Select the Settings icon (the gear/cog wheel) in the top-right corner of the Share window.
- Check the option to Limit access to the folder.
- Click the back arrow.
- Manually add specific users under “People with access” and set their folder permission level (e.g., Viewer, Contributor). This permission level can be different from their main Shared Drive permission.
Modifying Permissions: A Guide for Admins
As your team evolves and roles change, you may need to adjust user access within Shared Drives. These changes can be made per user, per group, or across entire departments.
To modify a user’s permissions:
- Sign in to the Google Admin console using your administrator account.
- Go to Apps > Google Workspace > Drive and Docs > Manage shared drives.
- Select the Shared Drive you want to manage and click Manage members.
- Locate the user and update their permission level from the dropdown menu.
- Click Save to apply the changes.
Advanced Sharing Settings for Admins
Google Shared Drives offer additional controls that help organizations maintain security and prevent oversharing.
Admins can configure settings such as:
- Manage external sharing within the Shared Drive — Controls whether users can share files with people outside the organization.
- Notify file owners when their file is shared — Ensures file owners stay informed when access changes.
- Allow public sharing with non-Google users — Determines whether users can make files accessible to anyone with a link.
These settings can be applied at the user, group, or organizational level through the Admin console. You can also learn more in our Google Workspace Admin’s Guide to Shared Drives.
To manage sharing settings:
- Sign in to the Google Admin console.
- Navigate to Apps > Google Workspace > Drive and Docs.
- Adjust sharing settings based on your security and collaboration needs.
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