How to Secure Google Drive Files:

Disabling Downloads and Setting Timed Access

When sharing sensitive course materials, exams, or proprietary research, you may want to restrict what users can do with your files. Google Drive allows you to prevent users from downloading, printing, or copying your files and to set expiration dates for their access.

Part 1: How to Disable Copy, Print, and Download

This setting prevents users with “Viewer” or “Commenter” access from downloading, printing, or copying the text of your file. (Note: Users with “Editor” access will still be able to download and copy).

1. Open your Google Drive and locate the file you want to secure.
2. Right-click the file and select Share (or click the “Share” button in the top right corner if the file is open).
3. In the top right corner of the Share dialog box, click the Settings (gear) icon.
4. Uncheck the box next to “Viewers and commenters can see the option to download, print, and copy.”
5. Click the back arrow to return to the main Share dialog, then click Done.

Pro tip for Folders: You cannot apply this setting to an entire folder at once. You must apply it to individual files within the folder.

Part 2: How to Set Limited Timed Access (Expiration Dates)

Setting an expiration date automatically revokes a user’s access to a file or folder at a specific date and time. This is perfect for timed take-home exams or limited-window peer reviews.

1. Open your Google Drive, right-click the file or folder, and select Share.
2. If you haven’t already, type the email address of the person you want to share it with and click Send.
3. Open the Share menu again.
4. Find the person’s name in the list of people with access.
5. Click the down arrow next to their current permission level (e.g., Viewer, Commenter, or Editor).
6. Select Add expiration from the dropdown menu.
7. A default expiration date (usually 30 days) will appear. Click the Edit (pencil) icon next to the date to change it.
8. Choose your desired expiration date and time.
9. Click Done, and then click Save to apply the changes.

Important Considerations:

• Screenshots: While disabling downloads prevents direct copying, it does not prevent a user from taking a screenshot or a photograph of their screen.
• Editors: Expiration dates can be set for Viewers, Commenters, and Editors. However, if an Editor makes a copy of the file before their access expires, they will retain ownership of that new copy.