{"id":14864,"date":"2025-01-16T14:52:31","date_gmt":"2025-01-16T14:52:31","guid":{"rendered":"https:\/\/gatlabs.com\/education\/?p=14864"},"modified":"2026-01-06T19:54:10","modified_gmt":"2026-01-06T19:54:10","slug":"managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide","status":"publish","type":"post","link":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/","title":{"rendered":"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">As an educational institution, you store plenty of sensitive information in your <a href=\"https:\/\/workspace.google.com\/\" target=\"_blank\" rel=\"noopener\">Google Workspace<\/a> cloud. With thousands of users in the domain, we\u2019re talking about roughly millions of files to manage.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Google Drive file sharing greatly supports classroom management, collaboration, and communication in schools, but it may also lead to potential data privacy risks. Keeping an eye on files shared internally and externally is crucial for Google admins concerned about cybersecurity and data protection.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this post, we\u2019ll explore:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How auditing and management of file sharing benefits your domain security\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">GAT Lab\u2019s functionalities for managing files shared internally and externally<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Securing teacher offboarding process to avoid data leaks<\/span><\/li>\n<\/ul>\n<h2>Benefits of Files Share Auditing and Management<\/h2>\n<p><span style=\"font-weight: 400;\">Google Drive is a powerful and user-friendly platform for storing files in various formats and sharing them in three ways:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Internally, among your users in the school\u2019s Drive<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">From external users to users in your Google domain<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">From your users to external users outside your domain\u00a0\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">With a proactive approach to managing these resources, your school\u2019s Drive stays free from chaos and security gaps. Implementing well-thought-out shared file auditing and management strategies brings multiple advantages:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Reduces the risk of potential data leaks<\/b><span style=\"font-weight: 400;\"> caused unintentionally by students and teachers without high-level IT skills.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Ensures the school\u2019s compliance<\/b><span style=\"font-weight: 400;\"> with internal and external data privacy regulations for educational institutions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Prevents data loss<\/b><span style=\"font-weight: 400;\">, learning, and work disruption when files in the cloud are accidentally deleted.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Strengthens school cybersecurity<\/b><span style=\"font-weight: 400;\">, decreasing the risk of unauthorized data exposure, breaches, and ransomware attacks.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Allows admins to identify security vulnerabilities<\/b><span style=\"font-weight: 400;\"> and take quick actions to reinforce sensitive data protection.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Provides full control over shared files<\/b><span style=\"font-weight: 400;\">, increasing the admins\u2019 confidence and leading to optimal decision-making.<\/span><\/li>\n<\/ul>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"aligncenter wp-image-14865 size-full\" src=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Data-Breaches-2024-3.png\" alt=\"Data breaches in 2024\" width=\"1206\" height=\"610\" srcset=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Data-Breaches-2024-3.png 1206w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Data-Breaches-2024-3-300x152.png 300w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Data-Breaches-2024-3-1024x518.png 1024w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Data-Breaches-2024-3-768x388.png 768w\" sizes=\"(max-width: 1206px) 100vw, 1206px\" \/><\/p>\n<h2>Discovering GAT Labs\u2019 Google Drive File Sharing Features<\/h2>\n<p><span style=\"font-weight: 400;\">GAT Labs offers comprehensive solutions to assist Google admins in auditing and managing file shares. By deploying them, you gain a granular overview of all files shared internally and externally on Google Drive. You can be sure that your sensitive data is secure from unauthorized access and breaches.<\/span><\/p>\n<h3>Key GAT Labs\u2019 Features for Shared File Management<\/h3>\n<h4>1. Auditing Shared in Files<\/h4>\n<p><span style=\"font-weight: 400;\"> Find and review externally owned Google Drive files shared into your domain from outside. Remove your user\u2019s access to those files and create their copy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u2705<\/span><i><span style=\"font-weight: 400;\"> GAT+ is the only tool that will report external files shared into your domain.<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">\ud83d\udd0e <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/listing-of-all-files-shared-into-the-domain\/\"><span style=\"font-weight: 400;\">View the listing of all files shared into your Google domain<\/span><\/a><span style=\"font-weight: 400;\">.<br \/>\n<\/span><span style=\"font-weight: 400;\">\ud83d\udd0e <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/identify-shared-in-google-drive-files-from-external-users\/\"><span style=\"font-weight: 400;\">Identify shared-in Google Drive files from external users<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<table style=\"height: 151px;\" width=\"1403\">\n<tbody>\n<tr>\n<td>\n<h5><em>Bonus: How to Find Files Shared Into Your Domain<\/em><\/h5>\n<p><span style=\"font-weight: 400;\">Files shared into your domain owned by external users may include unwanted content, such as malware. As Google doesn\u2019t scan files larger than 100 MB nor gives an overview of all external files shared with your users, you need extra support to handle this challenge.<\/span><\/p>\n<p><a href=\"https:\/\/gatlabs.com\/education\/products\/gat\/\"><span style=\"font-weight: 400;\">GAT+<\/span><\/a><span style=\"font-weight: 400;\"> shows you all Google Drive files owned by external users and their emails (the green label on the picture below) shared in your domain. It provides a view of files for which your users have Editor permissions. This feature allows you to actively monitor external files with specific filters and scheduled weekly activity reports.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-14866 size-full\" src=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Drive-SHARED-IN.png\" alt=\"File sharing assessment &amp; remediation with GAT+\" width=\"947\" height=\"795\" srcset=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Drive-SHARED-IN.png 947w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Drive-SHARED-IN-300x252.png 300w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Drive-SHARED-IN-768x645.png 768w\" sizes=\"(max-width: 947px) 100vw, 947px\" \/><\/p>\n<h4>2. Auditing Files Shared Externally<\/h4>\n<p><span style=\"font-weight: 400;\"> Find files your users shared publicly to protect your school\u2019s data. Remove all shares outside your domain from your files to reduce external file-sharing risks. Identify the most exposed files by reviewing how many users a document is shared with and how many have viewed it.<\/span><\/p>\n<p>\ud83d\udd0e <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/remove-external-sharing-on-files-with-sensitive-information-via-schedule-report\/\">Remove external sharing on files with sensitive information<\/a>.<br \/>\n\ud83d\udd0e <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/set-an-alert-report-for-shared-out-drive-files-by-any-given-user\/\">Set an alert for shared out Drive files by any given user.<\/a><\/p>\n<h4>3. Permission Management<\/h4>\n<p>Control sharing permissions to reduce access levels and secure your sensitive data. Find, replace, or remove external sharing permissions for active and inactive files and users in bulk.<\/p>\n<p>\ud83d\udd0e <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/remove-all-permissions-to-all-sensitive-folders-and-their-sub-folders-in-google-drive\/\">Remove all permissions to all \u2018Sensitive\u2019 folders and their sub-folders<\/a>.<\/p>\n<h4>4. Sharing Policies Customization<\/h4>\n<p>Strengthen data security with customized file-sharing policies tailored to your school\u2019s needs. Adjust permissions and sharing rules to students, teachers, specific groups, and teams.<\/p>\n<p>\ud83d\udd0e <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-detect-a-sharing-policy-violation\/\">Detect a sharing policy violation<\/a>.<\/p>\n<h4>5. Real-time File Sharing Monitoring<\/h4>\n<p>Track file-sharing actions within your Google domain and detect unusual activity that may lead to potential data leaks. Get real-time alerts of policy violations and react quickly.<\/p>\n<p>\ud83d\udd0e <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/set-up-google-drive-dlp-alerts-for-shared-out-files\/\">Set up Google Drive DLP alerts for shared out files<\/a>.<br \/>\n\ud83d\udd0e <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/alert-on-google-drive-shares-to-specific-email-address\/\">Alert on Google Drive shares to specific email addresses<\/a>.<\/p>\n<h4>6. Automated Reporting<\/h4>\n<p><span style=\"font-weight: 400;\">Schedule regular reports on files shared outside your Google domain. Send them to the users to improve security and visibility.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\ud83d\udd0e <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/create-scheduled-reports-in-drive-audit\/\"><span style=\"font-weight: 400;\">Create scheduled reports in Drive audit<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/01\/The-Admins-Guide-to-Securing-Files-2025.pdf\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-15126 size-full\" src=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/01\/CTA-Files-Shared-Internally-and-Externally-Guide-1.png\" alt=\"\" width=\"1319\" height=\"463\" srcset=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/01\/CTA-Files-Shared-Internally-and-Externally-Guide-1.png 1319w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/01\/CTA-Files-Shared-Internally-and-Externally-Guide-1-300x105.png 300w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/01\/CTA-Files-Shared-Internally-and-Externally-Guide-1-1024x359.png 1024w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/01\/CTA-Files-Shared-Internally-and-Externally-Guide-1-768x270.png 768w\" sizes=\"(max-width: 1319px) 100vw, 1319px\" \/><\/a><\/p>\n<h2>Secure Teacher Offboarding with File Sharing Management<\/h2>\n<p><span style=\"font-weight: 400;\">You\u2019ve certainly experienced one of the trickiest moments for your data security: teacher offboarding.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">High teacher turnover causes a lot of additional workload for admins. Former staff members often leave many files saved (and shared) on their Google Drive. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">In some schools, students continue to use their Gmail after leaving, but maintaining full access to the Drive may pose several privacy risks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s the school admin\u2019s role to control the constantly changing environment of Google Workspace. It means identifying and managing inactive accounts, removing their permissions, and the access to files shared in and outside the school domain.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some good practices to enhance the security and efficiency of your teacher offboarding process.<\/span><\/p>\n<ol>\n<li><b>Schedule removing files shared out.<\/b><span style=\"font-weight: 400;\"> With GAT+, you can <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/automate-removal-of-shares-on-files-after-x-days\/\"><span style=\"font-weight: 400;\">automatically remove<\/span><\/a><span style=\"font-weight: 400;\"> public file permissions for files shared outside the school domain for longer than a given number of days.<\/span><\/li>\n<li><b>Remove all sharing permissions.<\/b> <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/remove-and-replace-google-drive-sharing-permissions-based-on-files-not-being-accessed-for-x-amount-of-days\/\"><span style=\"font-weight: 400;\">Schedule<\/span><\/a><span style=\"font-weight: 400;\"> automatic removal or replacement of any file permissions after a specific period from when a file was accessed for the last time.<\/span><\/li>\n<li><b>Transfer file ownership. <\/b><span style=\"font-weight: 400;\">Use GAT Unlock to securely <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-transfer-ownership-of-google-drive-files\/\"><span style=\"font-weight: 400;\">transfer ownership<\/span><\/a><span style=\"font-weight: 400;\"> of departing teachers&#8217; files. This way, you ensure no critical files are lost and prevent ex-employees from accessing data unauthorizedly.<br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-14868 size-full\" src=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Unlock.png\" alt=\"File Management Permissions Change with GAT Unlock\" width=\"1104\" height=\"602\" srcset=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Unlock.png 1104w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Unlock-300x164.png 300w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Unlock-1024x558.png 1024w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/GAT-Unlock-768x419.png 768w\" sizes=\"(max-width: 1104px) 100vw, 1104px\" \/><br \/>\n<\/span><\/li>\n<li><b>Remove all shares of files owned by a teacher. <\/b><span style=\"font-weight: 400;\">Whatever the number of files a teacher stored in the Drive, you can<\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/remove-shares-from-owned-files-in-google-drive\/\"><span style=\"font-weight: 400;\"> remove all their shares<\/span><\/a><span style=\"font-weight: 400;\"> with automated workflows in GAT Flow and make them private to keep your school data safe.<\/span><\/li>\n<\/ol>\n<blockquote class=\"wp-embedded-content\" data-secret=\"cdMHbUjdsc\"><p><a href=\"https:\/\/gatlabs.com\/education\/blog\/how-to-improve-your-google-classroom-onboarding-offboarding\/\">How to Improve your Google Classroom Onboarding &#038; Offboarding?<\/a><\/p><\/blockquote>\n<p><iframe class=\"wp-embedded-content\" sandbox=\"allow-scripts\" security=\"restricted\" style=\"position: absolute; visibility: hidden;\" title=\"&#8220;How to Improve your Google Classroom Onboarding &#038; Offboarding?&#8221; &#8212; GAT for Education\" src=\"https:\/\/gatlabs.com\/education\/blog\/how-to-improve-your-google-classroom-onboarding-offboarding\/embed\/#?secret=ycFqOcJKJU#?secret=cdMHbUjdsc\" data-secret=\"cdMHbUjdsc\" width=\"600\" height=\"338\" frameborder=\"0\" marginwidth=\"0\" marginheight=\"0\" scrolling=\"no\"><\/iframe><\/p>\n<h2>Closing Thoughts<\/h2>\n<p><span style=\"font-weight: 400;\">Proper internal and external file share audits and management maintain your sensitive data safe and enforce your DLP efforts. However, managing file shares and the entire domain is a never-ending journey and requires regular reviews and adjustments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">High-performance auditing and management tools<\/span><span style=\"font-weight: 400;\"><span style=\"box-sizing: border-box; margin: 0px; padding: 0px;\">, such as\u00a0<a href=\"https:\/\/gatlabs.com\/education\/gat-suite-for-education\/\" target=\"_blank\" rel=\"noopener\">GAT Suite for Education,<\/a> elevate the efficiency of Google admins&#8217; daily work<\/span>. With such robust solutions, you can rest assured that your Google Workspace for Education is a safe and secure place for your students and teachers.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In this post, we\u2019ll explore how auditing and management of file sharing benefits your domain security, GAT Lab\u2019s functionalities for managing files shared internally and externally and finally, securing teacher offboarding process to avoid data leaks.<\/p>\n","protected":false},"author":12,"featured_media":14871,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[10],"tags":[],"class_list":["post-14864","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-google-worskpace"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]<\/title>\n<meta name=\"description\" content=\"Monitoring files shared internally and externally is crucial for Google admins concerned about cybersecurity and data protection.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]\" \/>\n<meta property=\"og:description\" content=\"Monitoring files shared internally and externally is crucial for Google admins concerned about cybersecurity and data protection.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/\" \/>\n<meta property=\"og:site_name\" content=\"GAT for Education\" \/>\n<meta property=\"article:published_time\" content=\"2025-01-16T14:52:31+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-01-06T19:54:10+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png\" \/>\n\t<meta property=\"og:image:width\" content=\"1800\" \/>\n\t<meta property=\"og:image:height\" content=\"900\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Monika Hernandez\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Monika Hernandez\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/\"},\"author\":{\"name\":\"Monika Hernandez\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#\\\/schema\\\/person\\\/ab479bcf03970f6b40f096daeaee0960\"},\"headline\":\"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]\",\"datePublished\":\"2025-01-16T14:52:31+00:00\",\"dateModified\":\"2026-01-06T19:54:10+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/\"},\"wordCount\":1099,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/wp-content\\\/uploads\\\/2024\\\/12\\\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png\",\"articleSection\":[\"Google Workspace\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/\",\"url\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/\",\"name\":\"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/wp-content\\\/uploads\\\/2024\\\/12\\\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png\",\"datePublished\":\"2025-01-16T14:52:31+00:00\",\"dateModified\":\"2026-01-06T19:54:10+00:00\",\"description\":\"Monitoring files shared internally and externally is crucial for Google admins concerned about cybersecurity and data protection.\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/\"]}]},{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/#primaryimage\",\"url\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/wp-content\\\/uploads\\\/2024\\\/12\\\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png\",\"contentUrl\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/wp-content\\\/uploads\\\/2024\\\/12\\\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png\",\"width\":1800,\"height\":900},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Google Workspace\",\"item\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/category\\\/google-worskpace\\\/\"},{\"@type\":\"ListItem\",\"position\":3,\"name\":\"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#website\",\"url\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/\",\"name\":\"GAT for Education\",\"description\":\"Keep students safe online and get back your time by automating your daily Google Wokspace Admin chores.\",\"publisher\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#organization\"},\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/?s={search_term_string}\"},\"query-input\":{\"@type\":\"PropertyValueSpecification\",\"valueRequired\":true,\"valueName\":\"search_term_string\"}}],\"inLanguage\":\"en-US\"},{\"@type\":\"Organization\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#organization\",\"name\":\"GAT Labs for Education\",\"url\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/\",\"logo\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#\\\/schema\\\/logo\\\/image\\\/\",\"url\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/wp-content\\\/uploads\\\/2025\\\/10\\\/cropped-GAT-for-education-logo.webp\",\"contentUrl\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/wp-content\\\/uploads\\\/2025\\\/10\\\/cropped-GAT-for-education-logo.webp\",\"width\":648,\"height\":210,\"caption\":\"GAT Labs for Education\"},\"image\":{\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#\\\/schema\\\/logo\\\/image\\\/\"}},{\"@type\":\"Person\",\"@id\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/#\\\/schema\\\/person\\\/ab479bcf03970f6b40f096daeaee0960\",\"name\":\"Monika Hernandez\",\"image\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/secure.gravatar.com\\\/avatar\\\/80ebe0d6ef1e0650e034baebcf94ef86c7379950c3da612a5a02c8b00e68bbbd?s=96&d=mm&r=g\",\"url\":\"https:\\\/\\\/secure.gravatar.com\\\/avatar\\\/80ebe0d6ef1e0650e034baebcf94ef86c7379950c3da612a5a02c8b00e68bbbd?s=96&d=mm&r=g\",\"contentUrl\":\"https:\\\/\\\/secure.gravatar.com\\\/avatar\\\/80ebe0d6ef1e0650e034baebcf94ef86c7379950c3da612a5a02c8b00e68bbbd?s=96&d=mm&r=g\",\"caption\":\"Monika Hernandez\"},\"description\":\"Communications Specialist &amp; Writer | Translating complex concepts into engaging stories and visually compelling ideas.\",\"url\":\"https:\\\/\\\/gatlabs.com\\\/education\\\/blog\\\/author\\\/monikaw\\\/\"}]}<\/script>\n<!-- \/ Yoast SEO Premium plugin. -->","yoast_head_json":{"title":"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]","description":"Monitoring files shared internally and externally is crucial for Google admins concerned about cybersecurity and data protection.","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/","og_locale":"en_US","og_type":"article","og_title":"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]","og_description":"Monitoring files shared internally and externally is crucial for Google admins concerned about cybersecurity and data protection.","og_url":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/","og_site_name":"GAT for Education","article_published_time":"2025-01-16T14:52:31+00:00","article_modified_time":"2026-01-06T19:54:10+00:00","og_image":[{"width":1800,"height":900,"url":"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png","type":"image\/png"}],"author":"Monika Hernandez","twitter_card":"summary_large_image","twitter_misc":{"Written by":"Monika Hernandez","Est. reading time":"5 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"Article","@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/#article","isPartOf":{"@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/"},"author":{"name":"Monika Hernandez","@id":"https:\/\/gatlabs.com\/education\/#\/schema\/person\/ab479bcf03970f6b40f096daeaee0960"},"headline":"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]","datePublished":"2025-01-16T14:52:31+00:00","dateModified":"2026-01-06T19:54:10+00:00","mainEntityOfPage":{"@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/"},"wordCount":1099,"commentCount":0,"publisher":{"@id":"https:\/\/gatlabs.com\/education\/#organization"},"image":{"@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/#primaryimage"},"thumbnailUrl":"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png","articleSection":["Google Workspace"],"inLanguage":"en-US","potentialAction":[{"@type":"CommentAction","name":"Comment","target":["https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/#respond"]}]},{"@type":"WebPage","@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/","url":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/","name":"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]","isPartOf":{"@id":"https:\/\/gatlabs.com\/education\/#website"},"primaryImageOfPage":{"@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/#primaryimage"},"image":{"@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/#primaryimage"},"thumbnailUrl":"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png","datePublished":"2025-01-16T14:52:31+00:00","dateModified":"2026-01-06T19:54:10+00:00","description":"Monitoring files shared internally and externally is crucial for Google admins concerned about cybersecurity and data protection.","breadcrumb":{"@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/#breadcrumb"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/"]}]},{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/#primaryimage","url":"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png","contentUrl":"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2024\/12\/Managing-Files-Shared-Internally-and-Externally-in-Google-Drive-The-School-Admins-Guide-4.png","width":1800,"height":900},{"@type":"BreadcrumbList","@id":"https:\/\/gatlabs.com\/education\/blog\/managing-files-shared-internally-and-externally-in-google-drive-the-school-admins-guide\/#breadcrumb","itemListElement":[{"@type":"ListItem","position":1,"name":"Home","item":"https:\/\/gatlabs.com\/education\/"},{"@type":"ListItem","position":2,"name":"Google Workspace","item":"https:\/\/gatlabs.com\/education\/blog\/category\/google-worskpace\/"},{"@type":"ListItem","position":3,"name":"Managing Files Shared Internally and Externally in Google Drive [The School Admin\u2019s Guide]"}]},{"@type":"WebSite","@id":"https:\/\/gatlabs.com\/education\/#website","url":"https:\/\/gatlabs.com\/education\/","name":"GAT for Education","description":"Keep students safe online and get back your time by automating your daily Google Wokspace Admin chores.","publisher":{"@id":"https:\/\/gatlabs.com\/education\/#organization"},"potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/gatlabs.com\/education\/?s={search_term_string}"},"query-input":{"@type":"PropertyValueSpecification","valueRequired":true,"valueName":"search_term_string"}}],"inLanguage":"en-US"},{"@type":"Organization","@id":"https:\/\/gatlabs.com\/education\/#organization","name":"GAT Labs for Education","url":"https:\/\/gatlabs.com\/education\/","logo":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/gatlabs.com\/education\/#\/schema\/logo\/image\/","url":"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/10\/cropped-GAT-for-education-logo.webp","contentUrl":"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/10\/cropped-GAT-for-education-logo.webp","width":648,"height":210,"caption":"GAT Labs for Education"},"image":{"@id":"https:\/\/gatlabs.com\/education\/#\/schema\/logo\/image\/"}},{"@type":"Person","@id":"https:\/\/gatlabs.com\/education\/#\/schema\/person\/ab479bcf03970f6b40f096daeaee0960","name":"Monika Hernandez","image":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/secure.gravatar.com\/avatar\/80ebe0d6ef1e0650e034baebcf94ef86c7379950c3da612a5a02c8b00e68bbbd?s=96&d=mm&r=g","url":"https:\/\/secure.gravatar.com\/avatar\/80ebe0d6ef1e0650e034baebcf94ef86c7379950c3da612a5a02c8b00e68bbbd?s=96&d=mm&r=g","contentUrl":"https:\/\/secure.gravatar.com\/avatar\/80ebe0d6ef1e0650e034baebcf94ef86c7379950c3da612a5a02c8b00e68bbbd?s=96&d=mm&r=g","caption":"Monika Hernandez"},"description":"Communications Specialist &amp; Writer | Translating complex concepts into engaging stories and visually compelling ideas.","url":"https:\/\/gatlabs.com\/education\/blog\/author\/monikaw\/"}]}},"_links":{"self":[{"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/posts\/14864","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/users\/12"}],"replies":[{"embeddable":true,"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/comments?post=14864"}],"version-history":[{"count":14,"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/posts\/14864\/revisions"}],"predecessor-version":[{"id":18497,"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/posts\/14864\/revisions\/18497"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/media\/14871"}],"wp:attachment":[{"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/media?parent=14864"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/categories?post=14864"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/gatlabs.com\/education\/wp-json\/wp\/v2\/tags?post=14864"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}