Is Your Google Drive Sharing More Than You Realize?

Many of us rely on Google docs for easy sharing and collaboration. But one common setting — “Anyone with a link” — can create a hidden risk, exposing your work in ways you may not intend. 

Why this matters 

When you set a file to "Anyone with a link," it becomes accessible to anyone on the internet who has the URL — with no login required. This essentially makes the file public, and can lead to serious risks: 

• Loss of control: Once a link is shared, it can be forwarded, posted online, or even discovered by search engines. You won’t know who’s viewing or sharing your files.
• Data exposure: Sensitive institutional data or personal information could become accessible to unauthorized individuals outside of the university.
• “Set and forget” problem: Often, a file is made public for a temporary need but is never switched back. This can leave a file open to the public long after the original need for sharing has passed. 

What you can do about it 

As a data owner, you’re in the best position to know who should see your content. That’s why we’re encouraging everyone to review their Google Drive sharing settings.

To help, we’ve created a guide that shows you how to: 

• Audit your files: Use the search filters within Google Drive to quickly find every file currently set to “Anyone with the link.”
• Secure your data: Update permissions to a safer setting: “Restricted” (for specific people) or “Stanford University” (for internal colleagues only) as appropriate. 

Best practice going forward 

A good best practice is to remember the principle of least privilege:

Always share files with the fewest people necessary and grant them the lowest level of access required for their work. 

To ensure you’re prepared to choose the right settings every time, review these resources: 

• How to Find Files Shared with "Anyone with the Link"
• Share Google Files Securely: The Why and How
• Share Google Files Securely
• Stanford Risk Classifications