As a Google Workspace user, you can review who has access to the files and folders you own or have permission to share in Google Drive.

How to Check Who Has Access to a File or Folder: #

1. Open Google Drive: Go to drive.google.com.
2. Select a File or Folder: Click on the specific file or folder for which you want to review sharing permissions.
3. Method 1: Using the “Share” Dialogue:
   • Right-click on the selected file or folder.
   • Select Share from the context menu (or click the “Share” icon – a person with a `+` – in the toolbar if the item is selected).
   • The “Share” dialogue box will open.
     • “People with access” section: This section lists the specific individuals and Google Groups who have been directly granted access. Their permission level (Viewer, Commenter, Editor) will be displayed next to their name or email.
     • “General access” section: This section shows the link-sharing settings. It will indicate if the file/folder is “Restricted” (only explicitly added people can access), shared with “Your Organisation,” or shared with “Anyone with the link.” The permission level for link-based access is also shown here.
   • From this dialogue, you can:
     • Change the permission level for existing collaborators by clicking the dropdown next to their name.
     • Remove access for a specific person or group by clicking the dropdown next to their name and selecting “Remove access.”
     • Modify the “General access” link-sharing settings.
4. Method 2: Using the “View details” Panel:
   • With the file or folder selected, click the “View details” icon (an “i” in a circle) in the top right toolbar of Google Drive.
   • A panel will open on the right side of the screen.
     • Select the “Details” tab. Under the “Sharing” or “Who has access” sub-section, you can often see a summary of sharing.
     • Select the “Activity” tab. This tab shows a history of actions performed on the file/folder, which can include sharing events (e.g., “User X shared an item with User Y”). This can be useful for understanding how sharing permissions have changed over time.

Reviewing Access to Shared Drives: #

• If you are a member of a Shared Drive, you can see other members and their roles.
• Open the Shared Drive.
• Click the Shared Drive name at the top.
• Select Manage members. This will list all members and their assigned roles (Viewer, Commenter, Contributor, Content Manager, Manager).
• Only Managers of a Shared Drive can add/remove members or change their roles.

Regularly reviewing who has access to your important files and folders is a good security practice, especially for sensitive information.