---
title: How to find all Drive files shared to a specific external user (and remove their access)?
description: "To prevent data leakage and better control files/folders shared with external users, Admins can find all Google Drive files Shared with any specific user outside the domain, with the option to remove those shares. ### **How to find Google Drive…"
url: "https://gatlabs.com/knowledge/tech-tips/how-to-find-all-files-shared-to-a-specific-external-user-and-remove-their-access/"
updated: "2024-06-11"
category: "Drive Audit & Management"
tags:
  - GAT+
---

# How to find all Drive files shared to a specific external user (and remove their access)?

To prevent data leakage and better control files/folders shared with external users, Admins can find all Google Drive files Shared with any specific user outside the domain, with the option to remove those shares.

### **How to find Google Drive Files accessed by an external user?**

Navigate to **GAT+ > Drive > External users**

Then apply a filter and search for specific user

- **Email (external) equal*****xxx@externaldomain.com***

Next, click on **Apply**

![](https://gatlabs.com/knowledge/wp-content/uploads/2022/07/Ext-1.png)

### **Result of filter**

The result will give as follows:

- - **Email (external)** – the specific user that is not a part of the domain
  - **Owns (not ours)**– files/folders owned by the external user
  - **Can edit (any doc)**– the external user has permission to edit any doc where the file is owned by a local or external user (Contributor privileges)
  - **Can edit (our docs only)**– the external user has permission to edit any locally owned file (Contributor privileges ***NOTE:*** Shared drive contents are not included in this filter
  - **Can view (any doc)** –  the external user has permission to view any doc where the file is owned by a local or external user (Viewer privileges)
  - **Can view (our docs only)**– the external user has permission to edit any locally owned file (Viewer privileges) ***NOTE:*** Shared drive contents are not included in this filter.

#### **Actions on Externally owned Google Drive files**

When the files are **owned by** an **external entity,**for example:

- **Owns (not ours),** there are limited actions that can be taken.

You can**remove your domain access to those files**, **only if you**(user from your domain) have **contributor/editor rights to the files**.

***For more info please visit [this how-to post](https://gatlabs.com/knowledge/tech-tips/listing-of-all-files-shared-into-the-domain/#3-toc-title)***

![](https://gatlabs.com/knowledge/wp-content/uploads/2022/07/Ext-2.png)

To find the desired documents, select **the number of the value** that interests you the most and take further actions.

This will lead you to **Drive > Files** where **action for removing the shares can be taken.**

### **Remove the External user shares in bulk**

Mark all the files by selecting the checkbox (all files under this filter will be selected at once).

![](https://gatlabs.com/knowledge/wp-content/uploads/2022/07/Ext-3.png)

Next, click on the **File operations button (1) > Remove permissions (2)**

![](https://gatlabs.com/knowledge/wp-content/uploads/2022/07/Ext-4.png)

The **Remove permissions** button will open a new window where the action can be taken.

- **External** – Click on the** External** tab (1)
- Click on **Remove only the following External Shares **button (2)
- In **Shares to remove** – enter particular external email *xxx@externaldomain.com OR type ***gmail.com** to remove all Gmail addresses** (3)***
- Apply the job by clicking on **Remove permissions (5)**

![](https://gatlabs.com/knowledge/wp-content/uploads/2022/07/Ext-5.png)

### Result

As a result of the above actions, the files/folders shared with Gmail accounts will be removed.

To review the requested work, navigate to **GAT+ > Configuration > Admin Log** > Permission removal/**Permission change**where the job is logged.

Next, click on the “eye” icon under Additional information.

![](https://gatlabs.com/knowledge/wp-content/uploads/2022/07/Ext-6.png)

This will open a new window of **File management details** (1) where the changes can be viewed.

***NOTE:**The changes can be reverted by using the **Revert Changes** option (2), if applicable. The "**reverse action"** will be logged under **Admin Log**.*

![](https://gatlabs.com/knowledge/wp-content/uploads/2022/07/Ext-7.png)

### Relevant cases:

For more options please visit this [how-to post](https://gatlabs.com/knowledge/tech-tips/alert-on-google-drive-shares-to-specific-email-address/)