Sharing and contacts

Choose who may share files outside

1. Check Let people share files with people outside.
2. Under Who may share outside, check each role that may, your own roles among them. Owners and Admins always may.
3. Press Save changes, and confirm it's you if you are asked.

Then: It says Saved. Somebody whose seat holds a checked role as its own finds Share outside… in the menu of their own files in My Drive.

Rather not? Uncheck Let people share files with people outside and press Save changes: nobody can share a file outside or send a newsletter or report, and links already sent stop opening until you turn it back on.

Who: Whoever shares a file outside must also be its owner: a file somebody shared with you is not yours to hand on.

Your communications team sends the monthly report to funders. Sokha checks the organization's own Communications role under Who may share outside and presses Save: the team can now share the report from My Drive.

Allow a link anybody can open

1. Check Also allow “Anyone with the link”.
2. Press Save changes, and confirm it's you if you are asked.

Then: Whoever may share outside can now make one link that anybody can open, for a flyer or a public newsletter. The Owners are told each time one is made.

Rather not? Uncheck it and press Save changes: every such link stops opening until you turn it back on.

Set how long links last

1. Choose Newsletter links last: a year at most.
2. Choose Report links last: 90 days at most.
3. Choose One-file links last: 30 days at most.
4. Choose Pause a link opened on more than a number of devices in a day, from 2 to 100; it starts at 10.
5. Press Save changes, and confirm it's you if you are asked.

Then: These are the longest a link may last: whoever sends one may choose shorter, never longer. A personal link opened on more devices than that in a day pauses itself while the others go on opening, and whoever shared it lets it open again in Shared outside.

Grace's organization sends its newsletter every month, so they set Newsletter links last to 90 days and pause a link opened on more than 5 devices in a day. A newsletter sent on January 10 stops opening in April.

Keep a folder from ever leaving

1. Under Folders never shared outside, choose the folder in Add a folder.
2. Press Save changes, and confirm it's you if you are asked.

Then: Nothing in it, or in any folder beneath it, can be given a link for people outside, and links already sent to its files stop at once: the note says how many.

Rather not? Uncheck the folder and press Save changes to lift the rule. The links it stopped stay stopped: share the file again.

The board pack must never leave. Mary Ann adds the Board folder and saves: the 3 links already sent to last year's papers stop at once, and everything put in the folder later stays in.

Set what readers can do, and how your emails are signed

1. Under What readers can do, check or uncheck Download the file and Print it.
2. Under Contacts and their emails, check Show “Stay in touch” on our website to offer it on your website's News page.
3. Type Emails come from and Replies go to.
4. Type your Postal address, at the foot of every email.
5. Press Save changes, and confirm it's you if you are asked.

Then: What readers can do is where every newsletter, report and shared file starts: each one can change it when it is sent. Off, there is no Download button and the pages show in the browser only; there is no Print button, and the page prints blank. That makes copying harder, not impossible.