Advanced File Sharing…Still a Google Drive File Option

Recently I had a user in one of the Google Help Communities ask, “Where did the advanced sharing settings go in a Google Drive File?” Well, they are still there! It’s just the share settings taken on a modern look. You can now locate the advanced share settings by clicking on the gear (settings) icon in the upper right of the share screen. The advanced share settings still provide the following tools:

  • Stop editors by changing sharing settings or permissions
  • Stop viewers and commenters from downloading, printing, and copying

All you have to do is uncheck the box to the feature tool you’d like to block. 

Spammers Using Comment Mentions…Now What???

In both the Google Drive & Docs Help Communities, there is a surge of users complaining about receiving mention notifications. Some spammers are using Google Slides Comments notification to send spam files to GMAIL users. I’ve never understood why there are people who misuse technology to harm or play games with other people. It’s my goal with this post to help Google users learn why this happens and how to protect themselves.

The following are some best practice tips for preventing spammers from obtaining personal email addresses. Unfortunately, spammers have multiple methods for obtaining emails and creating lists to use for spamming purposes. The email lists are not limited to capturing GMAIL addresses. However, this post will focus on GMAIL due to the way the Spammers are using Google Drive Files for spamming & phishing purposes.  

It is sad there are malicious people on the internet looking to cause trouble. You may protect yourself by thinking twice before sharing your email address with third parties. Email lists are sometimes generated when you sign up at websites, online newsletters, online contests, Extensions, and etc…

Kindly see the following resource for some tips on how to protect yourself: 5 Simple Ways You Can Fight Spam and Protect Yourself

  • Never give out or post your email address publicly
  • Think before you click
  • Do not reply to spam messages
  • Download spam filtering tools and anti-virus software
  • Avoid using your personal or business email address

In the meantime, I do suggest reporting the abuse to the Google Drive Team.

  • Tap 3 vertical dots
  • Select Send Feedback
  • Type as many details as possible
  • Tap Send

NOTE: Reporting abuse will help provide the data Google needs to collect for deleting the file and possibly closing the SPAMMERS account.

In the Google Drive mobile APP there is a Notification Settings which you may use to protect yourself from receiving further SPAM

  • Tap Settings (3 horizontal bars)
  • Select Settings
  • Tap Notifications
  • Select Toggle Off All Notifications

NOTE: You may also toggle off receiving comments and share notification from specific email addresses. Turning off notifications doesn’t stop the spammers but does save you from being bombarded by unwanted notifications.

Hope these tips and suggestions are helpful with minimizing the effects of the comment notification spammers.

Organizing Shared with Me, Know the Basics…

Yesterday I explained the purpose of using the shared with me bin in Google Drive. Today I’m going to show you how easy it is to organize the shared with me section of Google Drive. Please check out the following short video to learn how simple it is to do.

Why “Shared with Me”???

I think one of the most misunderstood sections of Google Drive is the “Shared with Me” bin. Many people don’t understand why there is a shared with me bin in Google Drive. The shared with me section of the drive is where either public or shared with you files and folders are stored. Its function is to keep the shared files and folders separate from your private area (my drive) of Google Drive. It is up to the individual user if they want to add a “shared with me” file or folder shortcut to my drive section of Google Drive.

It is not unusual to hear Google Drive users say, “How do I organize the folders & files in the Shared with Me bin? The answer is simple the organizational ability is limited. Your choices for organizing the “Shared with Me” section is one of the following:

IMPORTANT NOTE:

Clicking on a Google Drive folder or file embedded on a website or blog is automatically stored in the “Shared with Me” bin of Google Drive. The reason this happens is to allow you to view the public file. Think about what it would be like to request access every time you found an embedded file or folder.

Privacy Is Up to You!!!

Photo by Pixabay from Pexels

“Is my Google Drive Private?” The very first file added to drive is the most secure until the sharing starts. What users may need to learn is maintaining the files’ privacy is totally up to them. The first place to start is by familiarizing oneself with the most basic of share settings. Please see my last post for refreshing your knowledge of basic share settings. The best way to secure your Google Drive files and folders is by combining the basics with the following advanced share settings.

Some of the features provided by the advanced settings are the ability to stop other users from re-sharing and printing a file. Another tool offered in Google Drive is the control to set time limits on sharing both folders and files. What does this all mean? Using advanced share tools help prevent sensitive material from being shared with the public. Please see my post: “CONTROL YOUR GOOGLE DRIVE FILES PRIVACY SHARE SETTINGS…” to learn how to use the advanced share setting features.

Think of the My Drive Section of Google Drive as your private area where you are in absolute control of the sharing. The Shared with Me area of Google Drive is a working area where files are shared by another user. Shared with Me portion of Google Drive is not considered as a portion of your storage area. It is a place where you may access and use files and folders shared with you. Generally, I recommend ignoring this area of the drive. Do note it is possible to remove files and folders from this section as well. The bottom line it is up to the user to maintain and keep Google Drive secure and private.