How to Create a Shared Folder in Google Drive with Restricted Access

Google Drive has become the go-to cloud storage service for millions of people, from students to professionals. It makes file sharing and collaboration easy, but not everything you upload should be open to everyone. Sometimes, you want to share files without giving up control.

Whether you’re working on a team project, managing business documents, or simply sharing photos with family, you can easily create a shared folder in Google Drive and limit who gets access and what they can do with your content.

Here’s how to set it up in a few simple steps.

Step 1: Create a New Google Drive Folder

1. Open Google Drive on your browser.
2. Click the “+ New” button on the left side.
3. Select “Folder.”
4. Give it a name and hit Create.

Your new folder will now appear in your Drive.

Step 2: Add Files to the folder.

Next, upload the files you want to share:

• Drag and drop files directly into the folder, or:
• Click add New > File Upload to select them manually.

You can also create new Google Docs, Sheets, or Slides within the folder; they’ll automatically inherit the same sharing settings once you set them.

Step 3: Share the Google Drive Folder

Now, it’s time to decide who gets access:

1. Right-click the folder and select “Share.”
2. Enter the email addresses of the people you want to share with.
3. Assign the right permission level:
   • Viewer: Can only see and open files.
   • Commenter: Can view and leave feedback.
   • Editor: Can view, comment, and make changes.

For most cases, “Viewer” or “Commenter” is ideal when you want to keep things private.

Step 4: Restrict File Access and Prevent Forwarding

To make your shared folder more secure, open the Share window and click the gear icon (Settings).

Here, you can precisely control who has access to your files. Start by turning off the option that allows editors to share or change permissions, then disable the setting that lets viewers and commenters download, print, or copy your files.

These small tweaks go a long way in keeping sensitive content private and preventing unauthorized sharing. If you ever need to adjust permissions later, simply right-click the folder, select Share, and go to Manage Access.

From there, you can update roles, remove users, or even disable the shared link completely. This gives you the flexibility to stay in control of your folder’s access at all times, even after it’s been shared.

If you’re using Google Workspace, consider using a shared drive instead of a regular one. Unlike personal folders, Shared Drives are owned by your organization, meaning files remain accessible to the team even if someone leaves.