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Google Security and Permissions

Summary of Essential Steps to Sharing and Securing your Content in Google Apps

When you are ready to share your content through Google Apps here are a few things you need to know:

  1. Two ways to share
    1. Share individual file, site, etc.
    2. Create a file in or move a file to a shared folder (when applicable)
  2. Sharing options
    1. Share with individual users (specific people)
    2. Share with a Google Group
    3. Share via link (not secure)
  3. Tips, tricks, and warnings
    1. It is easy to accidentally turn on link sharing: Clicking the "Get shareable link" button will automatically turn link sharing on
    2. Shared folders can save time and effort. Read up on the ins and outs below
    3. Some experts say that Google Drive files aren't entirely secure. While Google services do use an encrypted connection safe enough for general use, files containing critical security data should not be uploaded

Common Issues

I see anonymous animals viewing or editing my documents! What is that?

You may see a name you don’t recognize or anonymous animals in your file when you choose the sharing settings “Public on the web” or “Anyone with the link.”

Here are a few reasons why you might see a name you don’t recognize in your file:

    • Your file is not requiring users to be signed in within the domain
    • Your file is shared with a mailing list.
    • Your file is shared with someone who doesn’t have a Google Account, and that person forwarded the sharing invitation with someone else.
    • Someone who can edit your file shared it with other people.
    • Someone changed their Google Account name. On the sharing settings page, hover over their name to see their email address.
For more information, see Google's related help topic: Unrecognized or Anonymous Users in a File

For assistance please contact the IT Help Desk by calling 573-341-4357 (HELP), visiting the IT Help Desk on the first floor of the Curtis Laws Wilson Library, or submitting a ticket online at:

Keywords:common issues with google permissions, share settings in google   Doc ID:60068
Owner:Connie G.Group:Missouri University of Science and Technology
Created:2016-01-26 10:39 CDTUpdated:2018-07-09 09:35 CDT
Sites:Missouri University of Science and Technology
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