Remove Someone From a Google Doc
How to Remove Someone From a Google Doc? If you’re using a Google Doc, you may want to remove someone from it.[1]This will stop them from being able to edit or access the document.
There are a few ways to do this. However, this can be a bit tricky.
To prevent this from happening
If you have shared a Google Doc with someone and want to remove them from the file, there are a few things you can do.[2] First of all, you can use the View People feature in the app to find out who’s been sharing your document.
Another option is to check whether the person has the ‘Move To Trash’ button grayed out in the top left-hand corner of the screen. If this is the case, you’ll need to delete their shared link in order to get rid of them from your file.
This will also prevent them from re-sharing the document with you, which is a much better idea. If you are the owner of a file, you can also delete that file for good from your Drive using the ‘Move To Trash’ feature in the upper right-hand corner of the screen.[3]
The ‘delete’ option won’t work on all docs. Some of them might be inaccessible, especially if you have an older version of the doc.
There are also some tricks you can try to make the process a little faster. For example, you could use the ‘voice’ input method to type your text instead of a keyboard, which can be quite fast and useful if you don’t have a lot of time on hand.
Finally, you can also use the ‘Show Suggestions’ feature to help you and your colleagues make smarter decisions when editing documents. [4]This is one of the best features in Google Docs, and it is sure to save you time and effort in the long run.
Deleting A Shared File When You’re The Owner
Sharing files has become a popular way to collaborate online. File-sharing applications like Dropbox, Google Drive, and OneDrive let you share your files with others on a network without having to send them over email or attach them to messages.[5] This feature is useful for work, family, and school projects.
But it can also get out of hand, especially if you have a lot of colleagues using your account and sharing files with you. This is why it is important to delete shared files that you no longer need access to.
If you want to remove a shared file when you are the owner, you should do so by following these steps:[6]
First, you must make sure that the file you want to delete is not being used by any other program. If it is, you should close that program first.
Once that is done, you should be able to remove the file. However, you should be aware that if the file is being used by another program, it will stay on your computer even if you remove it from your hard drive.[7]
You can use a program called Handle or Process Explorer to find out which file is being used by another process. If you can’t identify which program it is, try to close all programs that may be opening the file.
After you do this, you can then follow these steps to remove the file:
Firstly, you should highlight the folder that has the shared file you want to delete. If you do so, you’ll be able to see a list of all the files that are in that folder. Once you’ve found the file you want to remove, you can click on it and then choose Remove from sharing.[8]
This will then remove the file from your “Shared with me” folder on your Google Drive. You can then either save it to your drive or you can send it to someone else via a link.
To kick yourself from a Google Doc
One of the best parts about having a Google Doc is the ability to easily edit your work at your leisure. While this can be a great way to ensure your content is up to date, it can also lead to some unwanted surprises. [9]
Thankfully, there are a few tips and tricks you can do to ensure your docs stay in vogue without any unwanted guest tampering. In particular, you’ll want to avoid adding text to the middle of a page or removing it altogether from your document. To avoid this, it’s important to be aware of the best ways to delete a Google doc so you don’t wind up with a dead document in the near future.
How To Kick Someone Out of a Google Doc
If you’ve been sharing a Google Doc with someone and want to remove them from the file, it isn’t difficult. [10]In fact, it is incredibly simple and can be done in just a few clicks. Once everyone is removed, they will no longer be able to access the document or edit it.
If the person you’re trying to kick out of the doc isn’t already in it, you can easily find them by performing a global search in Google Docs, Slides, or Sheets. Once you’ve found them, select the documents they’re a part of and click the share button at the top of each.[11]
You can also transfer the ownership of a file by doing so in the app itself, as long as you’re the owner. Once the person you’re transferring the file to has accepted your invitation, they will receive an email inviting them to take over.
This prevents incidents where you accidentally transfer the ownership of a rogue file to someone else without their consent. You can also find pending ownership transfer requests by typing “pendingowner:me” into the Google Drive search bar. Alternatively, you can permanently delete the file from Google Drive if you want to ensure that no one has access to it anymore. [12]
Stop sharing with invited users
If you’ve shared a Google Doc with a particular person or group and they’re not working on it anymore, you can remove their access to the document. The process is easy and works with all types of files. You just need to use the Share settings menu.[13]
The first step is to go to the Share menu, which looks like an outline of a person with a plus sign in the upper-right corner of the screen. Tap this icon to see a list of the people with whom you can share the document. If the person doesn’t already have a Google account, they will be invited to create a free account before they can view or edit the document.
Next, select the email address, name, or group of the person or group you want to share with. They will receive an email with a link to the file or folder. You can also type a message and send it by clicking the box.[14]
Once you’ve entered the people or group you want to share with, select Can edit or Can view from the options. You can also add a comment to the document by typing in a message and clicking send.
After you’ve entered the names or email addresses of the people you’re sharing with, click the gear at the top-right corner to set more advanced sharing options. For example, you can choose whether to allow editors to change permissions and share with others or whether to allow viewers and commenters to download, print, and copy the document.[15]
You can also choose which of the four Collaborator options you want to give your collaborators with differing levels of access to the document. These options include Editor, which gives the recipient full editing privileges; Viewer, which allows them to view but not edit; and Commenter, which allows them to leave comments on your document.
You can even set up notifications when a person makes changes to your shared document. This is useful if you’re in the middle of editing a shared document and need to notify someone that you’ve made an alteration.[16]
Stop sharing the link
The best way to stop someone from tripping over your file is to simply block their access to the folder. However, it’s not always possible to do that. The other alternative is to send them a link or a copy of the file. For the latter, you’ll need to be a little more creative.[17]
The trick is in choosing the right mix of file types, and to a lesser extent, file sizes. If you’re looking for a high-impact solution, be sure to take the time to weigh your options. The results might surprise you. A good rule of thumb is to avoid the hassle of dealing with file syncing nightmares by choosing the right file type for the job at hand.
Prevent Your Shared File From Being Shared With Others
If you share a file or folder, only people you invite can view and edit it. If you change the permissions to allow more people to access it, everyone who has the file open sees an alert and the new settings take effect when the alert is dismissed.
You can also stop sharing a file or folder with a person by changing the settings of the item.[18] To do this, touch and hold the item and tap Manage Shared Folder or Manage Shared File.
When you stop sharing a file or folder, the item closes and removes it from the person’s iCloud Drive. If you later share the file with other people, and they have the same access level as the previous sharing setting, the original link works again.
This is a good security feature because it ensures that only invited users can see and edit the file. However, it can be a hassle to manage and it’s not always easy to remember who you shared a file with in the first place.[19]
A better way to manage who can see and edit a shared file is to use the Filr app. The Filr app lists all the files and folders you’ve shared with other people and allows you to revoke or grant additional rights for each of them.
The Filr app also has a section that lists all the shared items that are in the trash and lets you restore them to their previous location. It also lets you create a link to an item that you can send to someone.[20]
In addition to these options, you can also remove a person from the folder that they are in. To do this, touch and hold the folder or file, tap Manage Shared Folder or Manage Shared Folder, then select a person’s name.
If you don’t want to remove a person from a file or folder, you can still change its access setting and the settings of any other items that this person has. You can set the access of an item to People with the link, which allows anyone to view or download it, or to Password protect it, which makes it impossible for anyone else to access the file. The Password protect option is recommended for sensitive files and documents, because it prevents anyone from downloading the file or opening it with a different application.
Prohibit The Downloading & Printing Of A Shared File
In the pre-cloud days, sharing files often involved using file transfer protocol applications or copying the document onto a disc and mailing it off. But the modern cloud provides a range of features that make it easy to share large or small documents with multiple people at once.
While it may be tempting to give someone a full-blown access pass, the right security precautions are essential to keeping sensitive information safe. In a typical enterprise, this will likely involve two-factor authentication. That means a user will have to provide a unique code texted to their phone.
The best way to prevent unauthorized access to a shared file is to use a granular security system that allows you to fine-tune who gets to see, edit and share which files and folders. This will ensure only those with a genuine need for that data are granted access.
You’ll also want to avoid sending the document off for a spin. If it’s a confidential company file, you probably don’t want a colleague to be able to see or edit it. That’s why Nextcloud offers a suite of document security features that allow you to protect your most sensitive information. From document encryption to user and group roles, you can control who has access to what content at all times. You can also set an expiration date for downloads to help you keep files out of the hands of anyone not in the know.
