Learn how to set an expiry date for your shared Google Drive files and documents in this step-by-step guide. Setting an expiry date is a useful feature, especially for temporary data sharing or collaborating on projects. It ensures that others do not have indefinite access to your files and prevents outdated copies from being accessed. Read on to find out how to set an expiry date for your shared files on Google Drive.
Setting an Expiry Date for Shared Google Drive Files
If you’re a G Suite user, you have access to a little-known feature that allows you to set expiration dates for your shared Google Drive files. This feature is not available for free Google Account users or users of the old free edition of G Suite. When you share a file with an expiry date, the recipients don’t need to have a paid G Suite account. Here’s how to set an expiry date for your shared files:
Step 1: Sign in to your Google Drive
Make sure you’re signed in to your Google Drive using your G Suite account.
Step 2: Locate the file you want to share
Use the right-click (or Ctrl-click for Mac users) on the file and select “Share” from the menu that appears. Alternatively, if the file is already open, click the “Share” button in the upper right corner.
Step 3: Share the file with others
In the “Share with Others” window, enter the contact name or email address of the users you want to share the file with. Make sure their permissions are set to “Edit” or less (users with owner-level permissions cannot have an expiry date set).
Step 4: Set the expiry date
Once you’ve shared the file with the appropriate users, click the “Shared with” text button or the “Advanced” button. Hover your cursor over one of the users and click on the stopwatch/clock icon that appears. Select the desired expiry period from the dropdown menu or choose a custom date. Click “Save changes” to activate the expiry date.
Step 5: Secure your file
To prevent recipients from downloading and bypassing your expiry settings, set their permissions to “View” or “Comment”. Check the box at the bottom of the sharing window to disable options to download, print, and copy for commentators and readers.
You can adjust or cancel the sharing expiry by returning to the sharing menu, clicking the clock icon, and selecting “Cancel expiry”.
Frequently Asked Questions
What is this guide about?
This guide explains how to set an expiry date for shared Google Drive files and documents.
How can this guide help me?
This guide provides step-by-step instructions on setting an expiry date for your shared files on Google Drive, allowing you to control access to your files and keep them up to date.
