Google: Limited Access Folders in My Drive and Shared Drives

Environment

U-M Google, My Drive. shared drives

Issue

What are "limited access" folders? Can I use this feature in My Drive? In shared drives?

Resolution

Google allows shared drive Managers and My Drive folder owners to limit/restrict access to folders for specific individuals (even if they have access to the parent folder or drive). Folders with limited access can only be opened by people who have been added to it directly. People with general access to the shared drive or parent My Drive shared folder can view the restricted folder but cannot open it. Refer to the Google Help Center to learn more about limiting access to folders in My Drive and shared drives.

Key feature information includes:

  • The “limit access” feature is only available on folders, not files.
    • The workaround for files is to create a new subfolder with limited access and move the file into the subfolder.
  • Shared drive Managers can always access folders with limited access. You cannot remove a Manager’s access to a shared drive folder.
  • Folder owners can always access the folders they’ve limited access to in My Drive. You cannot remove an owner’s access to a folder they own.
  • The restricted folder (including its name) is always visible to people with general access to the shared drive or parent shared folder.
    • People who don’t have access to the folder can click Request access to send an email to the owner.
  • “Editors can change permissions and share” must be checked in the folder’s settings before Editors can manage limited access settings for the My Drive folder they’re shared on.
  • “Allow content managers to share folders” must be checked in the shared drive’s settings before Content Managers can manage limited access settings for subfolders they’re shared on in the drive.
  • Everyone who inherited access to a subfolder but then had their access limited on it will appear under the new “Access removed” tab in the sharing dialog for the folder owner/shared drive Manager(s) and Editors/Content Managers (if applicable) of the subfolder.

Additional Information

Previously, a version of this feature existed for files and folders in My Drive only. However, this feature now applies to shared drives and streamlines the process in My Drive (with an eventual retirement of the “Update item only” sharing option and its related ability to limit access at the file level that existed before).

Towards the end of 2025, Google will be making changes to the “Editors can change permissions and share” setting and limited access for pre-existing files and folders (utilizing the old “Update item only” option).

Need additional information or assistance? Contact the ITS Service Center.

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