{"id":3887,"date":"2022-07-01T14:45:22","date_gmt":"2022-07-01T13:45:22","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&#038;p=3887"},"modified":"2024-06-11T16:47:47","modified_gmt":"2024-06-11T15:47:47","password":"","slug":"how-to-find-all-files-shared-to-a-specific-external-user-and-remove-their-access","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-find-all-files-shared-to-a-specific-external-user-and-remove-their-access\/","title":{"rendered":"How to find all Drive files shared to a specific external user (and remove their access)?"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">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.<\/span><\/p>\n<h3><b>How to find Google Drive Files accessed by an external user?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Navigate to <\/span><b>GAT+ &gt; Drive &gt; External users<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Then apply a filter<\/span><span style=\"font-weight: 400;\"> and search for specific user<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Email (external) equal <\/b><b><i>xxx@externaldomain.com<\/i><\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Next, click on <\/span><b>Apply<\/b><\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone size-full wp-image-10530\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-1.png\" alt=\"\" width=\"1429\" height=\"459\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-1.png 1429w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-1-300x96.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-1-1024x329.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-1-768x247.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-1-360x116.png 360w\" sizes=\"(max-width: 1429px) 100vw, 1429px\" \/><\/p>\n<h3><b>Result of filter<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The result will give as follows:<\/span><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Email (external)<\/b><span style=\"font-weight: 400;\"> \u2013 the specific user that is not a part of the domain<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Owns (not ours) <\/b><span style=\"font-weight: 400;\">\u2013 files\/folders owned by the external user<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Can edit (any doc) <\/b><span style=\"font-weight: 400;\">\u2013 the external user has permission to edit any doc where the file is owned by a local or external user (Contributor privileges)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Can edit (our docs only) <\/b><span style=\"font-weight: 400;\">\u2013 the external user has permission to edit any locally owned file (Contributor privileges <\/span><b><i>NOTE:<\/i><\/b><span style=\"font-weight: 400;\"> Shared drive contents are not included in this filter<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Can view (any doc)<\/b><span style=\"font-weight: 400;\"> \u2013\u00a0 the external user has permission to view any doc\u00a0where the file is owned by a local or external user (Viewer privileges)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Can view (our docs only) <\/b><span style=\"font-weight: 400;\">\u2013 the external user has permission to edit any locally owned file (Viewer privileges) <\/span><b><i>NOTE:<\/i><\/b><span style=\"font-weight: 400;\"> Shared drive contents are not included in this filter.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4><b>Actions on Externally owned Google Drive files<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">When the files are <\/span><b>owned by<\/b><span style=\"font-weight: 400;\"> an <\/span><b>external entity, <\/b>for example:<\/p>\n<ul>\n<li><b>Owns (not ours),<\/b><span style=\"font-weight: 400;\"> there are limited actions that can be taken. <\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You can<\/span><b> remove your domain access to those files<\/b><span style=\"font-weight: 400;\">, <\/span><b>only if you <\/b><span style=\"font-weight: 400;\">(user from your domain) have <\/span><b>contributor\/editor rights to the files<\/b><span style=\"font-weight: 400;\">. <\/span><\/p>\n<p><b><i>For more info please visit <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/listing-of-all-files-shared-into-the-domain\/#3-toc-title\">this how-to post<\/a><\/i><\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-10529\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-2.png\" alt=\"\" width=\"1438\" height=\"276\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-2.png 1438w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-2-300x58.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-2-1024x197.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-2-768x147.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-2-360x69.png 360w\" sizes=\"(max-width: 1438px) 100vw, 1438px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">To find the desired documents, select <strong>the number of the value<\/strong> that interests you the most and take further actions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This will lead you to <\/span><b>Drive &gt; Files<\/b><span style=\"font-weight: 400;\"> where <\/span><b>action for removing the shares can be taken.<\/b><\/p>\n<h3><b>Remove the External user shares in bulk<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Mark all the files by selecting the checkbox (all files under this filter will be selected at once).<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-10528\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-3.png\" alt=\"\" width=\"1434\" height=\"580\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-3.png 1434w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-3-300x121.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-3-1024x414.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-3-768x311.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-3-360x146.png 360w\" sizes=\"(max-width: 1434px) 100vw, 1434px\" \/><\/p>\n<p>Next, click on the <strong>File operations button (1) &gt; Remove permissions (2)<\/strong><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-10527\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-4.png\" alt=\"\" width=\"1416\" height=\"498\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-4.png 1416w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-4-300x106.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-4-1024x360.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-4-768x270.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-4-360x127.png 360w\" sizes=\"(max-width: 1416px) 100vw, 1416px\" \/><\/p>\n<p>The\u00a0<strong>Remove permissions<\/strong> button will open a new window where the action can be taken.<\/p>\n<ul>\n<li><strong>External<\/strong>\u00a0\u2013 Click on the<strong>\u00a0External<\/strong> tab (1)<\/li>\n<li>Click on\u00a0<strong>Remove only the following External Shares\u00a0<\/strong>button (2)<\/li>\n<li>In\u00a0<strong>Shares to remove<\/strong> \u2013 enter particular external email <em>xxx@externaldomain.com OR type <strong>*gmail.com<\/strong> to remove all Gmail addresses<strong>\u00a0(3)<\/strong><\/em><\/li>\n<li>Apply the job by clicking on <strong>Remove permissions (5)<\/strong><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-10526\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-5.png\" alt=\"\" width=\"1436\" height=\"937\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-5.png 1436w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-5-300x196.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-5-1024x668.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-5-768x501.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-5-360x235.png 360w\" sizes=\"(max-width: 1436px) 100vw, 1436px\" \/><\/p>\n<h3 id=\"3-toc-title\" class=\"betterdocs-content-heading\">Result<\/h3>\n<p>As a result of the above actions, the files\/folders shared with Gmail accounts will be removed.<\/p>\n<p>To review the requested work, navigate to <strong>GAT+ &gt; Configuration &gt; Admin Log<\/strong>\u00a0&gt; Permission removal\/<strong>Permission change <\/strong>where the job is logged.<\/p>\n<p>Next, click on the \u201ceye\u201d icon under Additional information.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-10531\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-6.png\" alt=\"\" width=\"1795\" height=\"349\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-6.png 1795w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-6-300x58.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-6-1024x199.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-6-768x149.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-6-1536x299.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-6-360x70.png 360w\" sizes=\"(max-width: 1795px) 100vw, 1795px\" \/><\/p>\n<p>This will open a new window of <strong>File management details<\/strong> (1) where the changes can be viewed.<\/p>\n<p><em><strong>NOTE: <\/strong>The changes can be reverted by using the <strong>Revert Changes<\/strong> option (2), if applicable. The &#8220;<strong>reverse action&#8221;<\/strong> will be logged under <strong>Admin Log<\/strong>.<\/em><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-10533\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-7.png\" alt=\"\" width=\"1795\" height=\"714\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-7.png 1795w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-7-300x119.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-7-1024x407.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-7-768x305.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-7-1536x611.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Ext-7-360x143.png 360w\" sizes=\"(max-width: 1795px) 100vw, 1795px\" \/><\/p>\n<h3>Relevant cases:<\/h3>\n<p>For more options please visit this <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/alert-on-google-drive-shares-to-specific-email-address\/\">how-to post<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>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+ &gt; Drive &gt; External users Then apply [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[21],"glossaries":[],"doc_tag":[24],"class_list":["post-3887","docs","type-docs","status-publish","hentry","doc_category-drive-management","doc_tag-gat"],"year_month":"2026-04","word_count":502,"total_views":"5825","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"stan","author_nicename":"stan","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/stan\/"},"doc_category_info":[{"term_name":"Drive Audit &amp; Management","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/drive-management\/"}],"doc_tag_info":[{"term_name":"GAT+","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-tag\/gat\/"}],"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>How to find all Drive files shared to a specific external user (and remove their access)? 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