Google Drive: Setting Shared Expiration Dates

Overview

Google Drive offers Shared Expiration Dates for files, allowing users to grant temporary access to collaborators. With this feature, permissions are automatically rescinded at a designated time selected by the file owner.

This functionality is particularly useful for temporary collaborations where long-term access is not required. Common use cases for Shared Expiration Dates include:

• Group projects with defined end dates.
• Committee meetings requiring access to sensitive documents for a limited window.
• Study groups collaborating on shared materials for a specific semester or exam period.

How to

1. Open a file in Google Drive, Google Docs, Google Sheets, or Google Slides.
2. Click Share > find the user you'd like to give temporary permissions to.
   • If you haven't shared the file with that person yet, add the user's email and click Send or Share. At the top right of the document, click Share again.
3. Next to the person's name, click the Down arrow ˅ then > Add expiration.
4. Next to "Access expires," click a date to set as the expiration date. Choose a date within one year of the current date.
5. Click Save.

More instructions about file sharing can be found here at the Google Support Page: Stop, limit, or change sharing 

Important Notes

• If you share a file with people, the owner and anyone with edit access can change sharing permissions and share the file.
• If you don’t want anyone to publicly access your file, stop publishing the file.
• If you remove or reduce access for a person who has access to the item’s folder, the permission is either removed or changed for the entire folder.

The Help Desk

Need more help?  Contact us!

• Enter a Service Request here on this page to route your request to the right expert.
• Call the ITS Info Desk at 717-358-6789.
• Stop by and see us in Martin Science Library.