I’ve often questioned the security of the tools we confidently use to handle confidential data and documents. One wrong move could lead to anything from policy changes to legal struggles—and that’s a serious risk. As someone who has dealt with sensitive information many times, I realized it was time to dig deeper and see if the platforms we rely on are, in fact, as trustworthy as they claim to be.
In this article, I’ll walk you through best practices for sharing sensitive documents in Google Docs without worrying about information leaks. I’ll also share essential tips to ensure your data stays completely private and secure.
Share Documents with Specific People or Groups
Google Docs is phenomenal in how, as a web-based tool, it makes file sharing incredibly easy. You can send documents through email or even as a text message—just share the file link. Whether sending it to a group or an individual, you have complete control over who has access to the document. You can easily manage permissions, allowing specific people to view, comment, or edit.
A Tip for You
When sharing sensitive or confidential information with a group, it's important to consider which account you're using. A useful tip is to always use your personal account when dealing with highly sensitive documents. If you share using a company or school ID, you might inadvertently grant others (like administrators) access to your document, which can compromise confidentiality. This simple precaution helps ensure that your data remains protected within the intended group.
Limiting the Access
In Google Docs, you can easily control access to your document by adding the email addresses of those who should have access. As the owner and editor of the document, you have full responsibility for managing who can view, comment, or edit the file.
This allows you to safeguard your document by ensuring that only the right people are given access, maintaining control over sensitive information. It’s a simple yet powerful way to share documents securely.
Step 1: In Google Docs, click the "Share" button at the upper-right corner of your screen.
Step 2: A share window will appear. In the text field, type the email address of the person you want to share the document with.
Step 3: Decide the level of access for the recipient. Use the drop-down menu to assign them as either Viewer, Editor, or Commenter, based on the access you want to grant.
Step 4: Optionally, you can add a personalized message to provide instructions or context for the document you're sharing.
Step 5: After setting the permissions, either click the "Link" icon to copy the shareable link or hit "Send" to email the document directly.
Preventing Printing, Editing & Copy-Pasting
You can also set specific access levels for each person, designating them as either a Viewer or a Commenter. Both of these options prevent editing, copy-pasting, and even printing, ensuring that your document remains unchanged and secure.
Step 1: To begin sharing in Google Docs, click the "Share" button located in the upper right corner of the screen.
Step 2: The Google Docs Share window will appear. Simply enter the email address of the person you wish to provide access to in the email field.
Step 3: After entering the email, you can now select the level of access from the drop-down menu. You have three options to choose from:
Viewer: This allows others to only view the document without making any changes.
Editor: This grants full editing rights to anyone with the link, enabling them to modify the document.
Commenter: This permits others to leave comments, which can be beneficial for gathering feedback on your work.
Step 4: After selecting the access level, click the "Settings" icon to implement additional sharing controls.
Step 5: Within the settings, you have two more options to choose from:
Option 1: Allows those with "Editor" access to adjust sharing permissions.
Option 2: Enables individuals with "Viewer" or "Commenter" access to download, print, or copy the document.
Step 6: Once you've made your decisions on access levels, click "Copy Link" to share it with others or click "Done" to exit the share dialog box.
As a Viewer, the individual can only read the content, while as a Commenter, they can provide feedback without altering the original text. This control gives you the flexibility to share your work for review or input without risking unwanted modifications.
Add an Expiration Date
Another helpful feature is the ability to set an expiration date for access. This allows you to share your document with someone for a specific period, after which the document becomes inaccessible to them. It’s a great way to maintain control over sensitive information, ensuring that after the set time, only you have access again.
Step 1: In the sharing dialog box, type in the email address of the person you want to send your document to.
Step 2: Next, click on the drop-down menu and choose the "Add expiration" option.
Step 3: A date and time will appear below the email field. Adjust the date and time to reflect how long you want to grant access.
Step 4: Finally, click "Send" to share the document via email, or select "Copy link" to distribute the file through a link.
One thing to note, however, is that setting an expiration date for document access is only available for work or school accounts. If you're using a personal Google account, this feature might not be available.
So, if you're planning to share something confidential and need to limit access to a specific timeframe, make sure you're using the appropriate account. Attempting to do this with a personal account won’t work, and the document may remain accessible beyond your intended timeline.
Password Protecting Documents
When it comes to safeguarding your sensitive documents, password protection is a solid go-to. However, Google Docs doesn’t offer built-in password encryption for its files. So, if you're looking to add that extra layer of security, you'll need to take a few additional steps.
Downloading Your Google Doc as a PDF
First of all, we need to download our Google Doc that we want to password protect to make it more secure.
Step 1: Simply click on the "File" menu and then click on the "Download" button.
Step 2: Now click on "PDF Document (.pdf)" to download a PDF version of your Google Doc.
Securing Your PDF with a Password
Once the Google Doc has been downloaded, we can now encrypt and set up a password for our PDF using WPS Office, an all-around software that you can rely upon. Here are the steps:
Step 1: Open the PDF file in WPS Office and go to the "Protect" tab.
Step 2: In the Protect ribbon, click on the "Encrypt" option to encrypt your PDF file.
Step 3: Set up a password for the PDF and then click on "Confirm".
Uploading Your Password-Protected PDF to Google Drive
So now I have my Google Doc, which I downloaded as a PDF, and I set up a password with the help of WPS Office to protect my PDF. The last step involves uploading the password-protected PDF to Google Drive for easier access.
Step 1: In your browser, navigate to Google Drive.
Step 2: You can simply drag and drop your PDF file to upload. Alternatively, you can also upload the PDF by clicking on "New" and then selecting "File Upload" to upload your PDF file.
Once the document is opened on Google Drive, you can no longer access the PDF without a password.
Or you could skip all the hassle and choose WPS Office, where your documents are secure and protected. With multiple safety features at your disposal, WPS Office allows you to enhance your document security effortlessly. Whether you need to encrypt your files, add watermarks, or restrict editing, WPS Office has got you covered.
The Most Effective and Easiest Way to Safely Share: Using WPS Office
The WPS Office suite is my favorite office suite for so many reasons, but one of the biggest is its uncompromised security. It offers several security features that I’ve relied on time and again, always giving me peace of mind—especially when dealing with documents containing sensitive or confidential information.
WPS Office allows you to share documents easily and, most importantly, securely. Whether you’re collaborating with a team or sending a private file, you can rest assured that your data is well-protected. Plus, it's completely free to download and use, making it an excellent alternative to expensive office software.
From encryption to restricted access, WPS Office ensures that your documents stay safe every step of the way. Whether you’re working on your desktop or mobile, sharing important files has never been easier—or more secure.
Share Documents Online
WPS Office is known for being an excellent offline office suite, giving you full access to productivity features without needing an internet connection. However, it also shines when used online, offering a seamless document-sharing experience. Here’s how you can securely share documents online using WPS Office:
Step 1: Start by opening the document you’re ready to share, then locate and click on the "Share" button nestled in the top right corner of your screen.
Step 2: WPS Office offers a range of sharing options, but let’s focus on the "Share as Link" feature. This allows you to distribute your documents effortlessly online.
Step 3: In the "Anyone with the link" field, you’ll have the power to determine who gets access to your document. Want to let others edit it? Simply choose "Edit" from the drop-down menu. Prefer to keep it locked down to just viewing? Switch it to "View" to restrict access accordingly.
Step 4: If you want to add an extra layer of security, toggle the option to disable downloads, ensuring your document remains online and isn’t saved elsewhere.
Step 5: You can also set an expiration date for your link, you can control the sharing duration, ensuring your document is accessible only as long as necessary—perfect for those time-sensitive projects!
Sharing Documents Offline
The online version of WPS Office offers a fair set of security features that give you peace of mind when sharing or storing documents. What makes WPS even better is that it caters to everyone, whether you’re using the suite online or offline.
For offline users, WPS Office doesn’t compromise on security either. In fact, it provides equally robust protection with even more features to choose from, including encryption, password protection, and limiting editing. This way, no matter how or where I work, my documents always remain safe and secure. Let me give you a glimpse on how WPS Office ensures the safety of my documents.
Restrict Editing in the File
One of the first steps I take when sharing a document is restricting the editing rights. With WPS Office, I can easily limit who can make changes to the document. This is especially useful when I’m sharing something that needs to be viewed but not altered, such as contracts or final versions of reports. This way, I have full control over the integrity of the document. This is how you can restrict editing in the file in WPS Office.
Step 1: Begin by opening the document you wish to share in WPS Office.
Step 2: Head to the "Review" tab in WPS Writer and click on the "Restrict Editing" button located in the toolbar.
As soon as you click it, a new panel will pop up on the right-hand side of your screen. Now, you’re in control. You’ll have two powerful options to safeguard your document:
Limit Formatting: This feature lets you lock down specific styles, ensuring that, for example, no one can alter your carefully formatted headings.
Apply Protection: This is where the real magic happens! You can tighten security by:
Making the document read-only, so no unwanted edits sneak in.
Turning on track changes, letting you review and approve every edit.
Allowing comments without altering the original content.
Enabling form-filling while keeping the rest of your document untouchable.
Step 3: Choose the level of protection that matches your needs.
Pro Tip: WPS Office will ask you to set up a password to lock down these settings, ensuring only you control how your document is used.
With restricted editing activated, you can confidently share your document, knowing your content is as secure as you want it to be. No unwanted edits, no surprises—just peace of mind!
Encrypt the File
WPS Office takes document security a step further with its Encrypt File feature, ensuring that your sensitive data stays protected. This built-in feature allows you to encrypt your files directly within the WPS Office suite, adding an extra layer of security that prevents unauthorized access.
Step 1: Create a new document on WPS Office and click on “Menu”, at the top left corner of the WPS interface.
Step 2: Find "Document Encryption" in the list and go to "Encryption" from the flyout menu.
Step 3: The encryption window will appear which will allow you to set a password for both viewing the document and modifying it. You can keep different passwords for each as well.
Step 4: For more advanced encryption options, scroll right and click on the "Advanced" button.
Step 5: Select "OK" after choosing the type of encryption you prefer.
Step 6: Select any other privacy feature for your document such as hiding your identity.
Step 7: Click "OK" after confirming your document encryption options.
This feature provides peace of mind, especially when handling confidential reports, contracts, or any sensitive material. WPS Office makes it easy to protect your documents and guarantees that your work remains private and secure.
Convert to PDF with Restrictions
PDFs are often one of the most secure formats for sharing documents, but even they are not completely impervious to exploitation. However, by employing specific protective measures, you can significantly enhance the safety and security of your PDF documents. This way, they remain safeguarded against unauthorized access and modifications. By implementing features like password protection, encryption, and permission restrictions, you can ensure that your valuable information is well-guarded and accessible only to those who truly need it. Remember, while no format is entirely foolproof, taking these steps can provide you with peace of mind when sharing your sensitive content.
1. Export as PDF
With a simple export, your document becomes much more secure. PDFs are harder to modify than other document formats, making them ideal for sharing important information.
Step 1: Start by opening your Word document in WPS Office.
Step 2: Next, click on the "Menu" button located in the upper left corner of WPS Writer, and choose the "Export to PDF" option from the dropdown.
Step 3: An Export to PDF dialog box will appear. Here, you can customize options like the file location and page range before proceeding.
Step 4: Once you've made the desired adjustments, click on "Export" to complete the conversion.
2. Apply for Password Protection
WPS PDF’s “Protect” feature goes a step further by enabling you to set an owner password on your PDFs, which restricts printing and copying. To enable this, select the “Protect” option within WPS Office, and ensure that permissions for printing and copying are disabled. This ensures that even if someone can view your PDF, they won’t be able to duplicate or print it without your approval.
Step 1: Open the newly converted PDF file using WPS PDF.
Step 2: Navigate to the "Protect" tab, then choose "Encrypt" from the available options in the Protect section.
Step 3: In the "Encrypt" window, you'll have two password options to secure your document:
Set an open password: This ensures only authorized users can view the PDF, as anyone trying to open it will need the password.
Set a password for editing and extracting: This restricts access to actions like printing, copying, or making changes, giving you more control over how the content is shared.
Step 4: After configuring your password, click "Confirm" to lock in the encryption settings.
Note: Be sure to store the password securely, as it cannot be recovered due to WPS Office's policy of not storing user passwords for enhanced security.
Step 5: Now, close the PDF, and when you try to open it again, you'll notice the document is password-protected.
FAQs
1. Are “anyone with the link” Google Docs secure if you don’t share the link?
Google Docs with "anyone with the link" access isn't fully secure. The link has a 44-character random component, making it hard to guess. However, the risk lies in accidentally sharing it or storing it in browser history, clipboard, or extensions. For better security, limit access to your Google account only.
2. What should I do immediately if my data is exposed on Google Docs?
If your data is exposed on Google Docs, take these immediate steps:
Adjust Permissions: Review the sharing settings of your documents and eliminate access for unauthorized users. Confirm that confidential files are not openly accessible.
Determine the Cause: Investigate how the exposure happened to establish necessary safeguards.
Alert Affected Individuals: Notify anyone whose information might have been compromised and assess your security measures to avert future issues.
3. How to share multiple Google Docs at once?
Access your Google Drive and either control or shift-click on the documents you wish to share. Then, hit the share button, select your preferred settings, and click “Done.” Sharing them directly with an email account is quicker than sending links. Alternatively, you can create a shared folder and configure it so that only individuals whose emails you add can access it.
Safeguarding Your Sensitive Data with WPS Office
Working with documents that contain crucial and confidential information is a heavy responsibility. You have to stay vigilant, especially in this digital age where breaches can happen without warning. The best practices for sharing sensitive documents in Google Docs will help you preserve the confidentiality of the documents. Thankfully, WPS Office alleviates this concern by offering not one, not two, but three robust security features to keep your documents secure and ensure you can share them in complete secrecy.
With WPS Office, you can focus on your work without the constant worry of unauthorized access. Its security measures make it a trustworthy choice for anyone handling sensitive information. Download WPS Office today and experience peace of mind while you work—your sensitive data deserves the best security!
