Sharing Safely in Google Drive: A 5-Minute Setup

Why this matters

You keep documents in your own Google Drive. A few quick settings make sure only the right people can view them—and nothing is accidentally exposed by “anyone with the link.”

What you’ll do

Lock your Family Harbor folder to Restricted

Share with specific people at the right role (Viewer/Commenter/Editor)

Turn off risky defaults (link-sharing, editor re-sharing, download/print/copy)

Spot-check a couple of sensitive files

Step 0 — Open the right place (10 seconds)

In Google Drive, open your Family Harbor master folder (or the top-level folder we created for you).

Step 1 — Set the folder to “Restricted” (30 seconds)

Click the folder → Share.

Under General access, change Anyone with the link to Restricted.

Restricted means only people you explicitly add can open it (even if someone forwards a link).

Step 2 — Add people with the right role (60 seconds)

In Share, type each person’s email (e.g., spouse, adult child, advisor).

Choose the lowest access they need:

Viewer: can view only. Good for most advisors and family observers.

Commenter: can leave comments on files (not edit content).

Editor: can add/upload/edit files and rename items. Reserve for a co-organizer you truly trust.

Optional: add a short message (“You’ll see our organized folder—please keep to Viewer”).

Tip: For advisors, start with Viewer or Commenter. Promote to Editor only if they must upload or reorganize.

Step 3 — Disable risky defaults (30–60 seconds)

In the Share dialog (click the gear ⚙️ in the top-right):

Uncheck “Editors can change permissions and share.”

Uncheck “Viewers and commenters can see the option to download, print, and copy” for especially sensitive docs (you can toggle this per file when needed).

Note: Some options vary by Google account/edition. If you don’t see a toggle, skip it—your main protection is “Restricted” + specific people.

Step 4 — Clean up any old “anyone with link” shares (60–90 seconds)

For the top folder you just locked, you’re done. If you previously shared individual files inside it with “Anyone with the link,” tighten those:

Open a sensitive file (e.g., ID scan, will).

Click Share → General access → set to Restricted.

Confirm only the intended people are listed.

Fast spot-check: In Drive, select a file → click the ℹ️ Details panel → Activity to see recent permission changes.

Step 5 — Use safe sharing habits (ongoing, seconds each time)

Share by email, not by copying a generic link.

If you must paste a link, make sure General access = Restricted first.

Keep Viewer as the default; upgrade temporarily if needed.

Review access briefly after big life events (new advisor, family change).

Optional — Time-limit someone’s access (advanced)

If your Google edition supports it, you can set an expiration date for specific people who are Viewers/Commenters on a file (e.g., a CPA during tax season).

File → Share → click the person’s access drop-down → Give temporary access (if available).

This feature is not present on all accounts; if you don’t see it, skip.

Mobile quick version (iOS/Android)

Drive app → three dots on the folder → Share → set General access: Restricted, then add people at Viewer/Commenter/Editor.

Per-file toggles live under the same Share screen (gear may be limited on mobile; adjust on desktop if you don’t see an option).

Troubleshooting

“They can’t open the link.” Confirm you added the correct email and that General access = Restricted (that’s expected). Tap Share and add them explicitly.

“They’re asking for edit access.” Ask why. If it’s just to view, keep Viewer. If they must upload one file, let them email it to you or grant Editor temporarily and then downgrade.

“A link seems public.” Open the item → Share → ensure it’s Restricted and remove “Anyone with the link.”

Privacy note

Family Harbor never needs edit access to your private files. You control who sees what, at all times.