Google Drive is one of the most commonly used online file tools for business and personal use. It’s compiled of dozens of useful features, but many users are concerned about Google Drive security. After all, hackers have managed to break through some of the internet’s formidable security as of late. What are the dangers of using this online service? Can anyone see my files on Google Drive?
Google Drive files can only be seen by those who have been granted permission on personal accounts. Google Workspace (G Suite) account administrators have access to all data stored on the corporate version of Google Drive. Google continuously upgrades security preventing unauthorized access. Encrypting files before uploading them ensures neither Google nor hackers can see file contents.
Throughout this article, you’ll also learn the following information about Google Drive security measures to protect your files:
- How you can ensure the privacy of your profile
- Possible attempted hacks in the past
- Dealing with confidential information on Google Docs
- Google Workspace / G Suite team drive safety tips and details
Table of Contents
- How Do I Make Sure My Google Drive is Private?
- Can Google Drive Be Hacked?
- Is Google Docs Safe for Confidential Information?
- Are Google Docs, Sheets, and Presentations Confidential?
- Is G Suite / Google Workspace Shared Drive Safe?
- Final Thoughts
How Do I Make Sure My Google Drive is Private?
Whether you’re using Google Drive for personal or business matters, you can quickly convert it to a private account. Changing privacy and sharing settings can either free up space for more viewers or limit the available content.
Let’s break them both down below.
Changing the Privacy Settings on Your Personal Google Drive
- Start by clicking on the storage folder that you wish to make private.
- Click on ‘Share,’ then ‘Advanced.’
- Next, click ‘Change,’ and you’ll be presented with multiple access permissions to set.
- You can either make it
a. a public document to the web,
b. private so only the people with the shared link can view it, or
c. private so only designated viewers can read the shared document.
- Save and complete the new settings.
Remember, if you accidentally misconfigure privileges on a shared file, you have full control to update the access permissions or change link capabilities.
Changing the Privacy Settings on Your Business Google Drive
- Follow steps #1 through #3 from the previous process.
- Review the three options: Only the company, anyone who works at the company with a shareable link, or anyone whose name is selected.
- Save and complete your new settings.
Both routes also have the option of public sharing on the web, as mentioned in the first process. However, there are apparent limitations and issues concerning safety protocols. As Wix suggests, if you’re having trouble adjusting the security settings, you’re likely not an administrator on the account.
Can Google Drive Be Hacked?
It’s impossible to ignore the worries associated with Google Drive hacks. However, you can take one serious precaution to stop hacking attempts: encrypt your files.
Even when you delete a file, it’s still in the cloud especially if you’ve shared the file with other people.
To encrypt your Google Drive files, use the free and open-source software (FOSS) application Veracrypt. This app creates an encrypted data vault where you can store sensitive data. It’s sort of like having a USB thumb drive where everything stored on it is encrypted. You can then upload the encrypted bundle of files to Google Drive with the assurance that no one can see your files
On my laptop, I use ExpanDrive first to mount Google Drive as a remote storage location. Then using Cryptomator, I create a storage folder to save my important files.
Even if hackers get your vaulted files, they won’t be able to access them without your decryption password.
Note: Encrypting files was #4 from our 15 point guide to encrypted data.
Is Google Docs Safe for Confidential Information?
Google Docs isn’t the best place to store your confidential files if you’re not encrypting them. Although you’re unlikely to come in contact with a hacker, many users still fear the risk. If you’re only working with low-risk shared files, then it’s not too bad of a situation.
Note: Encrypting the native Doc, Sheet, or Presentation on Google Drive will make file content uneditable in a browser window.
That’s not to say that Google Docs doesn’t provide plenty of useful tips for confidential info. Here’s a handful of security features that you’ll be able to use:
- You can access the files from any device with your Google login information. If you lose your tablet, you can still check the files from a laptop or smartphone. This cross-device access makes it a massive benefit for people who want to work with their confidential information on the go.
- Google is always working on security improvements. Constant upgrades make it even more reliable than it ever was. The only reason that there were plenty of attempts many years ago is that Google is a household name that’s always being targeted. However, their improvements make it increasingly challenging to gain access to private info.
- You’re able to decide how you share files and who can access them. CEO Today Magazine points out that, even if a stranger gets ahold of the link somehow, they won’t have access under the sharing settings mentioned earlier.
Are Google Docs, Sheets, and Presentations Confidential?
Google Docs, Sheets, and Presentations are often the three most used tools on Google Drive. They’re all secured in the same method as you read at the beginning of the article. Rather than using a full blanket option, you can preset it to have the links private unless you choose otherwise.
Every time you share a Google document, spreadsheet, or presentation, it’ll be secured until you open it up for the three sharing options. You can set it to be a public document, whoever has the link or shared with a designated list of team members.
Google Docs, Sheets, and Presentations are only as confidential as you choose them to be on the shared drive. If you want everyone to be able to access them, then you can do so. On the other hand, encryption is the only truly secure method of protecting the files.
G Suite Shared Drive is a storage service that teams and organizations use to create and collaborate on files. It’s easy to use if you have a group of people that need to use the shared document instead of continually administering link sharing and change who can access them.
Much like all other versions of Google Drive and its tools, it’s relatively safe. Again, encryption or secure cloud storage methods are highly recommended if you’re sharing and creating confidential documents.
Google knows the importance of protecting your information, including that of your Google Workspace account team. You could go for several decades without ever experiencing a hack. There’s a much higher chance that nobody will ever gain access to your shared files.
Remember that since this is a paid service, you can reach out to Google Workspace Support for any security or safety concerns. They will be able to help your Google Workspace administrator or power user learn to properly manage user profiles and user data not just for shared storage but for your whole Google Workspace service.
With the constant improvements for safety measures and security updates, it’s a better time than ever to use Google Drive for personal and business applications.
Google Drive is incredibly reliable and debatably the most widely used and beneficial cloud service. Security is at the forefront of their concerns, but nothing is protected on the internet these days. If you genuinely want to protect your confidential files, then implement encryption before uploading files to Google Drive or any online storage service offering shared drive capabilities.
Regardless of whether you use encryption, you should set your files to fit your security needs. Change them to Public, Private with Link, or a designated list of users via email address to ensure that the content doesn’t fall into the wrong hands. Remember you’re in full control with the responsibility to set access permissions and link sharing capabilities.
Leo Laporte from TWiT produced an excellent Ask The Tech Guy video (4m30s@2x) with an excellent discussion about encryption and online storage service. He also recommends Cryptomator for securing files.