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General Awareness

Cybersecurity resources and tips for students, faculty, and staff

Security spotlight:

Share Google Files Securely

Incorrect Google share settings create a risk for data security breaches. It can even put you and your colleagues in harm's way. Carefully choosing Google share settings helps to prevent non-public data from becoming accessible outside of the Stanford community and ensures information is available only to those who need it.


View and share the following infographic to support best practices for sharing Google files securely:

Infographic showing Google file share access levels and guiding principles. Described below.

Share Google Files Securely at Stanford

Guiding Principles

  1. Share with the fewest people and lowest level of access/permission as the work allows.
  2. Be aware of searchable settings that may unintentionally share the file with others.
  3. Reduce sharing permissions or delete files if no longer needed.

Access levels, listed in order of best for use with Lower Risk Data to High Risk Data

  1. Anyone in the world (lower risk data)
  2. All of Stanford can find in search results
  3. All of Stanford must have link to access
  4. Specific people
  5. Only me

For step-by-step instructions, visit

Click the image to see full-size version

Learn more:
 Share Google Files Securely: The Why and How | Share Google Files Securely: Step-by-Step Instructions | Stanford Risk Classifications

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