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Make the decision
A document can be absent from menus and still circulate beyond its intended audience. Someone may forward the URL, paste it into a shared chat or include it in another document. Decide whether the content is suitable for anyone holding the link. If it is not, use a sharing method that checks the intended recipient’s access. Convenience and confidentiality should be evaluated together rather than resolved by making the link longer or less memorable.
Put it into practice
Write the sharing expectation alongside the file: who can read it, whether forwarding is acceptable, and who handles access requests. Then test the actual settings. A private browser window can reveal whether a file opens without authentication, although a full permission review may also need an authorised recipient account. Explain to collaborators that access removal cannot retrieve screenshots or copies already made. Share the minimum necessary version when disclosure would be difficult to reverse.
Hypothetical example
A founder places an internal financial pack behind an unlisted link. After testing it while signed out, the team discovers anyone with the URL can open it. They replace that route with recipient-controlled access and prepare a separate public overview for broad circulation.
Make it practical.
Use this checklist as you read. Checks are not stored.References & further reading
Further reading: Google Drive: Share files ↗Published by Tap Tap Go. Product availability and eligibility vary by programme and market. About our stories.
