Learn how to limit access to folders

If you limit access to a folder, only users who are included in the permissions for that folder can open it. If a user has inherited access, or access to a folder that’s higher up in the hierarchy, they can find the folder in Drive but can’t open it.

In this article, you'll learn:

• How to create or edit limited access to a folder.
• Who can manage limited access folders.
• How to find & access folders with limited access.
• Why you may not have access to a limited access folder.
• Learn how folders with limited access work across platforms.
• How to limit access to a specific file.
• How to move folders with limited access.
• How to delete folder hierarchies.

Create or edit limited access to a folder

1. On your computer, open Google Drive.
2. Right-click the folder you want to set up with limited access.
3. Click Share Share Settings .

   

4. To enable limited access to the folder, turn on Limit access.

   

5. Click Back .
6. In the share dialog, add or remove users to the folder.

   

Learn who can manage limited access folders

Who can limit access to a folder:

• In My Drive: Folder owners can turn limited access on or off. If the option "Editors can change permissions" is turned on, then editors can also manage access.
• In shared drives: Managers in shared drives can turn limited access on or off.

Who can manage the list of users to a folder with limited access:

• In My Drive: Folder owners can always change the list of users with access to folders with limited access. If the option "Editors can change permissions" is turned on, then editors can also manage the list of users.
• In shared drives: Managers in shared drives can always change the list of users with access to folders with limited access. If the option "Allow content managers to share folders" is turned on, then Content Managers can also manage the list of users.

Tip: Only users listed in the folder’s permissions can access its content. On Android, users can view but not edit limited access folders.

Find & access folders with limited access

Learn why you may not have access to a limited access folder

If you can’t open a limited access folder, it means that you aren’t included in the permissions for that folder. The folder is grayed out in your list of files.

Examples of how a folder displays if you don’t have access:

• On a computer:

• On Android:

Learn how folders with limited access work across platforms

Computer AndroidiPhone & iPad

More

If you're on Drive Web:

• Folder Owners in My Drive and Managers in shared drives can turn limited access on or off on a folder and grant others access to it.
• In shared drives, Content Managers can grant others limited access to a folder, but only if the shared drive's Manager allows it.
• If a limited access folder isn't shared with someone, they'll see it grayed out and can't open it.

If you're on the Drive for desktop app:

• Folder Owners in My Drive and Managers in shared drives cannot change the limited access settings or who has access to a folder.

• Content Managers in shared drives also cannot make these changes.
• If a limited access folder isn't shared with someone, they won't see it at all.

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Learn how to limit access to a specific file

Important: This feature is only available for folders.

• Create a new subfolder with limited access and move the file into the subfolder.
• Keep the file outside the main folder and add a shortcut to the subfolder.

Learn how to move folders with limited access

If you move folder hierarchies between shared drives, it preserves folders with limited access.

If the target shared drive’s share policies don't allow users listed in the folder’s permissions, the system treats the folder as unmovable. To access the folder, those users must join the target shared drive.

If you move folder hierarchies from a shared drive to My Drive, it also preserves folders with limited access.

Learn how to delete folder hierarchies

If the user is a:

• Manager: The entire hierarchy moves to the trash.
• Content Manager with access to all limited access folders within the deleted folder: The folder and all sub-hierarchies move to the trash.
• Content Manager with reduced access on some limited access folders within the deleted folder: The folder sub-hierarchies on the reduced access folders go to the shared drive's root.
  • All other parts of the folder hierarchy with Content Manager level permissions move to the trash.

In my Drive, only the item’s owner can delete the item. If a user deletes a hierarchy with folders that have limited access and are owned by others, these folders move to the owner’s My Drive.

Related resources

• What are shared drives?
• How file access works in shared drives
• Best practices and tips for shared drives
• Add files and folders to a shared drive