We all use Google Drive, but are you managing the permissions of your folders
and files properly to protect your data?
If you spend 15 minutes after watching this video, you will become a master of managing
permissions of your Google Drive.
So let's get started after a Hello and welcome to my channel.
My name is Tahir.
And if this is your first time, please hit the subscribe button and also the notification
bell to get notified whenever I post a new video on this channel every Tuesday and Friday.
Google Drive is an online storage which we get free with all of our Gmail accounts we
get 15 GB of free cloud storage to save our important files, but managing permission of
our files and folders is very important to protect our data.
This video is a complete tutorial about Google Drive permissions and how you can manage these
permissions, I will explain two important rules of file and folder permissions.
And then I will show you on my Google Drive, how to manage these permissions how you can
give access to someone to edit or organize your files, or even how you can transfer the
ownership of your Google Drive folders to someone else.
In some situations, you might seek the ownership of someone else's Google Drive.
And we will see all this in this video.
So no, I will jump on my computer and I will show you how to manage Google Drive permissions.
Please hear a word for us files and folders with our friends and colleagues on daily basis.
In this video, I'm going to show you how Google Drive permissions work.
What are different levels of permissions and what happens when you assign permission to
any folder or file I will explain two important rules of assigning permissions and then I
will show you in my Google Drive Whoa, actually, you can assign permissions to someone.
So there are three levels of permissions in Google Drive.
The first is the ownership, which is the highest level, then an only the owner of the file
has this permission, although you can transfer the ownership to some other person, it is
possible and I will show you why you need this.
And how can you do that, then the second level of permission is edit permission, or organize
and add and edit.
So all kinds of activities can be done if someone has this permission, except that person
will not be the owner until you assign ownership permission.
Of course, the third level of permission is the lowest level of permission, which is only
view permission.
Now these two rules are common sense.
And even if you don't know these rules, most of you will understand how permissions work
but before I show you How to assign permissions I wanted to highlight these rules for someone
who might not know this.
So the first rule is called cascade rule.
And this role means that if to assign any of these permissions to a folder, the same
permission will be transferred to all the files inside the folder.
Or even if there is another folder, the same permission will be transferred to that folder
as well.
Let us assume that I assign organized permission to this folder.
Plus add and edit in this case that person will be able to organize all these files and
also this folder and all the files inside the folder.
So the same permission transfers from top to all the lower levels, level one level two
all the levels so this permission goes from to bottom, you can see and the second rule
is Override Rule.
So this cascade rule means that the permission transfers from top level to all the lower
level files and folders, no overruled rule.
No Override Rule means that if the folder has a lower level of permission, let us say
this folder has only view permission.
But one of the files or folders inside this has a higher level of permission.
For example, this file has organized permission.
What this rule says is that if a file inside a folder has a higher level of permission,
then this permission will prevail, this permission will prevail and this permission will override
this lower level permission at the top level.
So that person will be able to organize this fight meaning that he will be able to edit
this file.
He will be able to Delete this file move this file to somewhere else are to his or her own
Google Drive.
So all kinds of things that person will be able to do.
Even the folder has only view only permission.
No, let's talk about the ownership permission.
Why would you give someone ownership permission and why you might seek ownership of certain
files and folders.
For example, I want to close one of my Gmail accounts.
I have many accounts, but I want to keep my Google Drive folders.
So what I can do is I can transfer the ownership of my Google Drive folders from my one gmail
account to another gmail account.
And in this way, I will be able to keep those folders so this is the case when I want to
transfer the ownership from one gmail account to another gmail account or to some friends
for example, but let us assume that you have given someone a contract to make your wedding
videos and when He makes the videos he gives you a link to access those videos.
No, in that case, you might want him to transfer the ownership of that folder to you.
Because why would he want because he should not keep the ownership of that folder that
is your videos, your folder.
So in that case to might ask him to transfer the ownership to you, although he can still
take a copy of that.
But normally, they don't do that.
But you want that you want to make sure that you have the ownership of that folder, because
if he at some stage accidentally change the permission, or he lost access to his drive,
or whatever my case might be.
So in that case, you want the ownership of that folder, and I will show you how you can
transfer the ownership and how he can transfer the ownership for you as well.
So this was a brief introduction to these rules.
And now I will show you how we can assign permission To someone what are different methods.
So for someone who don't know how to get access to Google Drive, to get access to Google Drive,
you have to open an account with Google.
And just type Google support in your search console.
And you will get this page.
Or you can type this support.google.com on your browser.
And this is the page support.google.com.
This is a place where you open your Google account.
And with every account, you will get 15 GB of free online storage, which is called Google
Drive.
So here you what you can do is you can normally use this icon Google account, or you can just
open a Gmail account.
You can do either of these, and normally, this is a preffer way, just open a Gmail account
and then you will get your Google Drive and it's a very simple process.
You just click on this Gmail and here you will have this option create a Gmail account
with the Click on that and then create an account, you click on that, and then enter
your details and enter your preferred user name.
And when you click next, it will show you whether this name is available or not.
If not, you can choose any other name until you get one.
So this is the way you open your Google account.
And once you have open the Google account, then you can get access to Google Drive.
And this is the my Google Drive.
Just beside your icon, you will see these nine dots if you click on that, you will have
this drive icon and if you click on that, you will get this page.
This is my Google Drive page.
On the left hand side you can see this drive symbol on the left hand side you can see that
this is my storage you get 15 GB of free storage I have used two GB.
Now let's see how I can assign permissions to my files or folders.
As you can see These are my folders and some of these folders I have already shared.
And this is all you can see whether you have shared a folder to someone or not, you will
see this icon here this folder is shared.
And this folder is not, it is just a folder symbol.
But on these three folders, you will see a person's icon here.
So it means that this folder has been shared to someone.
And this is sometimes very important to know whether any folder has been shared or not.
And if you click on this list view icon, and then you can also check if there is this sign
to person, it means that this file has been shared to someone this file has been shared
to someone.
This is a start file.
And this also has been shared to some.
So this symbol is very important to look for because you might have already shared some
of your important data to someone and then you can remove the access very easily.
By using the method which I'm going to show you.
Now, let us go back to grid view.
So let us assume I want to share this folder, my wedding video folder.
So I click on that folder, and then I can click on this person's plus sign, or I can
right click, and I can click share.
And when I click Share, I will get this dialog box know there are two ways to share.
If I know the email of that person, I can enter their email here.
So I would enter one of my own email addresses.
So I just click on this and then I can add more email addresses if I want.
And then I click on this and No, these are the two permissions.
No ownership permission is not showing here.
And I will show you in a minute how we can transfer the ownership but these two permissions
I can assign here, this is the middle level permission actually the high level permission
after ownership and this is the loan permission.
So let us assume I want to share with the old organize and edit rights.
So I click on this, I can add any note here to tell that person why I am sharing this
file.
And then I can click just sent.
And when I click Send, I will see this message shared with one person and that person will
get an email saying that someone has shared a folder and then that person can move that
forward folder to their Google Drive or whatever they want, because I have given them organized
access full access.
No.
The other method of sharing is, let's say I want to share this file folder folder is
same method.
So I right click on that I share and no let us assume that I don't know the email address
of that person.
If I know the method the same, I just entered the email.
I click here, and then I can give access to edit and because it's a file, so there is
Another access which is called can comment, so that person can comment in the file.
So this is a little bit intermediate type of permission for files.
And then can view can view means that that person would only be able to view the file.
But this method is same for the files and folders, except that this comment option is
available for the files.
But there is another option if I don't know the email address.
So what I can do is I can just copy this link and no link is copied.
This message will be the link Copy to Clipboard then I can paste this link to somewhere for
example, on my website, and I can ask that person to get access to my fight.
Or if later I get the email address, I can send this link via email and no, this is the
access type.
anyone with the link can view so this is only view access.
If you want more high level access, you can click on that and Then you can select this
one, anyone with the link can edit or can comment creates a file.
So these two access, you can click here.
And if you click on this more options, there is one more option which is called public
on the web.
So if you select this option, it means that anyone on the internet can find the file and
access the file.
So it means that as you can see no sign in required.
So this access is public.
But this access is not public.
This access is only if someone has the link.
Now let's cancel this.
And we want to give access to let's say, view only.
And then we can type my email and then I just I can click Send and shared with one person
and meanwhile, as you can see that now this icon appears on this folder.
So it takes sometimes one or two minute to appear here because we recently shared this
folder.
No this is all you can give access for editing.
For view, if it's a file for comment, know the last, an important thing is how you can
transfer the ownership of any folder.
Know to transfer the ownership what you do is, for example, I want to transfer the ownership
of this folder.
So the first step will always be to give the Edit access.
So I click on share.
And now if I click on this advanced option, I can see that I have shared this file with
this person and I am the owner.
So once you have given someone edit access, and this is the level of access if I click
here, I can see that this is the level of access I can change this level to view only.
But here's the important part.
I can change this label to owner as well.
Once I have given the access to edit, then I can change that to ownership.
So if I click on owner and know I will get this message that you have made changes that
you need to save.
And if I click on save changes, it will give me this message.
Are you sure if you transfer ownership, the new owner will be notified, you may no longer
be able to change sharing settings.
No, after this point, I will not be able to change the level of access to remove access
or any thing else.
And that person can kick me out of this folder forever.
Because no, that person is the owner.
And if I click Yes, and then I click Done, no, the ownership of this has been transferred.
And now if I click on this file, I still have this year option.
And if I click on Share option, and I click on Advanced, so this is my email for this
Google Drive.
And if I click here, I still have this access, organize access, it means I can share this
file to anyone but no because this person is the owner.
So this person can remove this excess From his own Google, right, so he has to log into
his Google Drive and then remove this access for this email.
So this is all ownership can be transferred.
And when we share our Google Drive files to someone, that person gets these kind of emails.
So we shared this Google Docs file, and we transferred the ownership of this folder.
So this is the email invitation to view.
And if I click on this email, it's a generic email sent by Google that this person has
invited you to view the following document.
And similarly when I transfer the ownership, the other person will get this email transfer
of ownership.
And this email will say something like this, that this person has made you the owner of
the following shared folder.
So this is how the ownership transfer is completed.
So that is all about Google Drive permissions.
Now the last thing is I have shown you How to check which folders or files you have shared
by looking at this sign and for files going into list view and looking for this sign,
but what other persons have shared to you, you can check by clicking on this shared with
me.
So this folder is always available in Google Drive.
If I click on that, I will see that this one folder has been shared with me that is all
about Google Drive permissions or to give someone permission or to change the permission
and how to see what folders have been shared, what files have been shared by you are with
you.
So I hope you liked this video and you will be able to manage permissions and protect
your data.
Thanks for watching and see you next time.