Share files with clients securely from Google Drive

Why not attachments

An attachment is a copy you can never take back. It can be forwarded, saved to personal devices and left in inboxes for years. Sharing from Google Drive keeps the file in your Drive, so you decide who opens it, for how long, and you can switch it off.

Share a file step by step

1. In Google Drive, right-click the file or folder and choose Share > Share.
2. Type the client’s email address.
3. Set their role to Viewer (or Commenter), unless they need to edit.
4. Under General access, make sure it says Restricted (“Only people with access can open with the link”), not Anyone with the link.
5. Add a short message and click Send.

Optional: set an expiry date and block downloads

• Expiry date: after sharing, open Share again, click the person’s role and choose Add expiration, then pick a date. Their access ends automatically. This option depends on your Google Workspace plan; if you don’t see it, set a reminder to remove access instead.
• Block downloads, printing and copying: in the Share window, click the gear icon and untick Viewers and commenters can see the option to download, print, and copy.

What the client sees

They get an email with an Open button. If they have a Google account with that email address, they just sign in. If not, and your admin allows sharing with people outside Google, they’re sent a one-time code by email to confirm who they are. Otherwise they may be asked to create a Google account or request access, so check with your admin before you rely on it for clients.

Stop sharing

1. Right-click the file and choose Share > Share.
2. Click the person’s role and choose Remove access (or change it to Viewer).
3. Click Save.

Make this part of closing out a matter or a client project.

For the office admin

In the Google Admin console, go to Apps > Google Workspace > Drive and Docs > Sharing settings. There you can:

• Warn people when they share files with someone outside your organization.
• Make Restricted the default for new files, so links don’t open for “anyone with the link”.
• Decide whether people outside Google can be invited using a one-time code.

Google renames menus from time to time, so the exact labels may differ.

Related

• Share files with clients securely from OneDrive
• IT for law firms
• IT for medical and dental offices
• Google Workspace consulting

More guides

• Is this email safe? The 60-second check (Outlook and Gmail)
• Microsoft 365 admin: add staff, reset passwords and offboard someone who leaves
• Microsoft 365 Copilot: what it does, where to find it, and how to use it safely
• Set up Microsoft Authenticator and Outlook on your phone (iPhone and Android)
• How to check your email's SPF, DKIM and DMARC records (and what the results mean)
• How to send an encrypted email in Outlook (Microsoft 365)
• How to open an encrypted email sent from Microsoft 365 (Outlook)
• What goes in a WISP: a checklist for small tax offices
• Share files with clients securely from OneDrive (expiring links, no attachments)
• Hand over HOA or office email when a board member or manager changes
• How to spot and report a phishing email in Outlook
• Get back a deleted email or file (Microsoft 365 and Google Workspace)
• Turn on 2-step verification in Google Workspace (and keep your backup codes)
• Google Workspace admin: add staff and offboard someone who leaves

Microsoft and Google change their menus from time to time, so a button may have moved. These guides are general information for small businesses; check with your IT provider before changing settings that affect everyone.