Enhance Your Organization’s Security with Out-of-Domain File Warnings in Google Workspace

What’s changing

Today we’re launching Out-of-Domain file-level warnings, now publicly available to all Google Workspace users. Specifically, a badge will be displayed on Google Docs, Sheets, and Slides files when the file is owned by or shared with someone outside of your domain. You'll also see a pop-up with more details and the option to report the externally owned file for abuse. 

An image showing a Google Doc with the word "External" displayed in a small yellow badge next to the document title. The badge has been clicked, and a pop-up window appears with more information stating that “This document is owned by someone outside your organization. Be cautious about sharing sensitive information
Image of "External" badge displayed in Google Docs


This feature helps users identify potentially risky files and avoid phishing scams when working with files shared from outside your organization.


Additional details

  • Known Limitations:
    • For externally shared content, the badge will not be displayed if any internal Google Groups have access to the document, even if these groups have external members.
    • If any service accounts have access to the document, the External badge will be displayed, even if the service account is owned internally.


Getting started

Screenshot of the Google Workspace Admin console, navigated to Sharing settings. At the bottom of the page, a new section labeled "Highlight external files" is highlighted. The checkbox is checked, and the description reads: "Mark external files shared or owned externally as “external” to flag that content may be viewable outside your organization.
 Image of the Google Workspace Admin console, Sharing settings, showing the "Highlight external files" option enabled


Rollout pace


Availability

  • Available for all Google Workspace customers, as well as Cloud Identity customers

Resources