🔒 Enhance Your Security with Out-of-Domain File Warnings in Google Workspace

Identify risky file shares before they become a problem

TL;DR: A new security feature in Google Workspace is now being rolled out that marks files shared with or owned by someone outside your organization. A clear warning badge appears directly in Google Docs, Sheets, and Slides—helping you and your colleagues avoid sharing sensitive information by mistake. 🛡️

What’s new?

Google Workspace now displays an “External” badge on files that are either owned by or shared with users outside your domain. The badge appears in yellow next to the document title. Clicking on it provides more details—including a warning that the document is managed externally and the option to report it if it seems suspicious.

This applies to:

• Google Docs

• Google Sheets

• Google Slides

Why is this important?

This feature helps reduce the risk of: 

✅ Accidental sharing of sensitive information 

✅ Phishing attempts via shared documents 

✅ Lack of clarity around who has access to files

With this visual warning in place, users get a clear signal to proceed with caution—strengthening overall security awareness across the organization.

What should you keep in mind?

⚠️ Limitations to be aware of:

• The badge will not be shown if any internal Google Group has access to the file, even if that group includes external members.

How is the feature activated?

👩‍💻 Admins: The feature is enabled by default but can be turned off in the Admin console: 

Apps > Google Workspace > Sharing Settings > Highlight external files Look for the option under "Highlight external files."

👥 End users: The feature is active by default (unless the admin has changed this). There is no individual user setting.

Summary

The new external file badge makes it easier to quickly assess risks when working with shared documents. It’s a small visual cue—but a significant step for improving security.

Want to learn how to configure this or improve your Google Workspace security? 

📧 Contact us at sales@adapty.se 

🌐 www.adapty.se

We help secure your digital workplace—without the hassle. 🔐