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Enforcing Sharing Restrictions in Google Workspace: A Complete Guide for Businesses in Pakistan

Worried about sensitive company files ending up in the wrong hands? You’re not alone. Data leaks—whether accidental or intentional—can cost businesses dearly. That’s why Google Workspace sharing restrictions are one of the most important security controls you can set up.

In this guide from gworkspacepartner.pk (powered by creativeON, an official Google Partner & Reseller in Pakistan), we’ll walk you through everything you need to know about restricting file sharing in Google Workspace, step by step.

Why Do Sharing Restrictions Matter?

Imagine this: an employee accidentally shares a confidential client list with “anyone with the link.” Suddenly, your sensitive data is out in the open.

This isn’t rare—industry research shows that 72% of employees have shared confidential information with outsiders, sometimes without realizing it. Without proper restrictions, you’re leaving the front door wide open for data leaks.

What Are Google Workspace Sharing Restrictions?

Think of sharing restrictions as your company’s digital security guard. They help you:

  • Prevent accidental oversharing outside your organization

  • Control which domains your employees can share files with

  • Set up warnings before external sharing happens

  • Block public sharing completely if necessary

Key Sharing Controls in Google Workspace

1. External Sharing Controls

Your first line of defense. Admins can:

  • Turn off external sharing completely

  • Allow sharing with trusted domains only (e.g., partner companies)

  • Allow open sharing with anyone (flexible but risky)

2. Access Checker

This feature helps prevent accidental data leaks by checking file permissions before sending:

  • Limit to recipients only

  • Restrict to your organization

  • Allow wider sharing (use with caution)

3. Domain Allowlist

Want to work with selected partners only? Use a domain allowlist so employees can share with specific pre-approved companies.

Step-by-Step: How to Enforce Sharing Restrictions

Step 1: Log Into the Admin Console

  • Go to admin.google.com

  • Navigate: Apps → Google Workspace → Drive and Docs → Sharing settings

Step 2: Configure External Sharing

  • Choose Off to block external sharing

  • Use Allowlisted Domains for trusted partners

  • Select On for open sharing (only if absolutely necessary)

Step 3: Enable Warnings and Access Checker

  • Turn on external sharing warnings

  • Enable Access Checker for link security

  • Block “anyone with the link” sharing if needed

Step 4: Apply by Groups or OUs

  • Customize settings for different departments (e.g., stricter rules for HR vs. Marketing)

  • Apply policies to organizational units or specific groups

Pro Tips for Secure Collaboration

  • Start Strict, Then Relax: Begin with tight restrictions, then adjust as needed.
  • Use Shared Drives for External Projects: Keeps outside collaboration organized and separate.
  • Run Regular Audits: Review sharing logs every few months.
  • Train Your Team: Awareness is your best defense against data leaks.

Real-World Examples

  • Small Agency (20 employees): Only client-facing staff can share, and only with allowlisted domains.

  • Tech Startup (100 employees): External sharing allowed but warnings and Access Checker enabled.

  • Enterprise (1000+ employees): Strict “recipients only” policy, with exceptions for partnership teams.

Why Choose gworkspacepartner.pk?

As Pakistan’s official Google Partner through creativeON, we offer:

  • Expert setup of Google Workspace security

  • Local support in Karachi, Lahore, Islamabad, and beyond

  • Competitive pricing (we cut margins to help businesses grow)

Ongoing monitoring and support to keep your data safe

Your Next Steps

  1. Check your current sharing settings in the Admin Console

  2. Decide your security level based on business needs

  3. Set up restrictions using our step-by-step guide

  4. Test with a pilot group before company-wide rollout

With the right restrictions, you’ll keep sensitive data safe while still enabling smooth collaboration.

Get Expert Help Today

Need professional assistance? gworkspacepartner.pk (powered by creativeON) makes it easy. From setup to ongoing support, we help businesses across Pakistan get the most out of Google Workspace—safely and affordably.

📞 Contact us today and secure your data with properly configured Google Workspace sharing restrictions.

AF

Asher Feroze
Author | CreativeON Team
I’ve worked in various roles at CreativeON, including Manager Operations, Manager Marketing, and Level 2 Client Support. These days, I focus on helping people like you understand our products — whether it’s Domains, Dedicated Servers, VPS, Cloud Hosting, or Google Workspace — in simple, practical language.
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