Free checklist · Google Workspace

Before you turn on Gemini: a sharing checklist

Gemini in Google Workspace has the same access to Drive that each person does. Tidy who can open what first, in about an hour, in your own account.

“Gemini has the same access to Workspace data as you do.”

Google Workspace Help ↗

8 steps, done in your own account

Your progress

0 of 8 done

1. Switch old "Anyone with the link" files to Restricted
Each person opens files they have shared, clicks Share, and under General access changes "Anyone with the link" to "Restricted" unless a client still needs the link.
EveryoneGoogle Drive Help: share files ↗ (opens in a new tab)
2. Warn people before they share outside the business
In the Google Admin console, open the Drive sharing settings for sharing outside your organization and turn on the warning before people share outside.
Your adminGoogle: external sharing ↗ (opens in a new tab)
3. Check who is in each shared drive
Shared drive managers remove people who have left or no longer work on that client.
File and site ownersOur suggestion
4. Keep each client’s files with that client’s team
Move client folders out of drives the whole company can open and into folders or shared drives for the people on that client.
File and site ownersOur suggestion
5. Lock down your most sensitive files
For files that should never feed an AI answer, the owner can turn off download, copy and print for viewers and commenters. Google says Gemini cannot use such a file for them, even when it is shared with them.
File and site ownersGoogle Workspace Help: Gemini and your data ↗ (opens in a new tab)
6. Decide whether the Gemini app may open Gmail and Drive
In the Admin console under Generative AI > Gemini app, the Workspace apps setting controls whether Gemini can connect to Gmail, Drive and Calendar. Changes can take up to 24 hours.
Your adminGoogle: Gemini app access ↗ (opens in a new tab)
7. Add Gemini to your AI tool register
Write down who has Gemini, what client information it may be used with, and who approves changes. The free AI tool list or the AI Use Register Kit gives you the format.
Your adminOur suggestion
8. Tell the team what Gemini can see
One message: Gemini uses what you can open, so if a file should not be in your answers, it should not be shared with you.
EveryoneOur suggestion

Ticks are kept only on this screen and clear when you reload.

You do every step in your own account; nothing here is sent to us. Menu names change, so follow the vendor link on each step. These steps tidy who can open what; they are not a security review or a compliance determination.

Microsoft 365, Copilot, SharePoint, OneDrive, Excel and Word are trademarks of the Microsoft group of companies. Google Workspace, Gemini, Google Drive, Google Sheets and Google Docs are trademarks of Google LLC. Notion is a trademark of Notion Labs, Inc. TechEd Analyst is not affiliated with, endorsed by or sponsored by these companies.

Next: write down how your team uses Gemini

List your AI tools for free in about 10 minutes, or get the AI Use Register Kit ($49) for a register and usage policy that work in Google Workspace, Microsoft 365 or Notion.

List your AI tools — free →See the kit →

Using Microsoft 365? See the Copilot checklist →