Google Apps is a very handy platform when it comes to collaboration. You can share your files with your colleagues and work together on the same project online. But all of these cloud technologies have the other side of the coin. when you give your colleagues access to your files they can accidentally or on purpose edit or delete the data that is important to you. Check this article to learn how you can increase your corporate Google Apps security and how to backup Google Drive files.
Hide parts of the shared Google Document
Sometimes when you share a Google document with others you may want to hide some parts of the text from them. This can be done with school and all which is called DocSecrets. To activate it click Add-ons and select “Get add-ons”.
Type DocSecrets in the search field then add this feature to your Google account.
Once the add-on is activated you would need to set up a passphrase.
When you just simply highlight the part of the text that you want to hide and click “Censor text” button. To make it visible again you would need to type your passphrase.
Disable options for download print and copy the Shared Documents
When you share the documents with others you don’t have to give them privileges edit these documents. but still they can download them edit locally and do something that you would like them to do. There is a cool pass-around in Google Docs that will prevent them from doing this.
When you set up sharing options click on the Advanced Options at the bottom And there you will see these two awesome features:
- Prevent editors from changing access and adding new people
- Disable options to download, print, and copy for commenters and viewers
Activate these checkboxes and then nobody will be able to do anything else with these documents. Don’t forget to save the changes.
Backup Google Drive files
No tool is perfect and still people may find a way to get to your corporate Google documents and edit or delete the information that is important to you. You can only sleep well at night when you know that you have a reserve copy of your Google Documents in another cloud. This can be done if you regularly backup Google Drive files. Upsafe Google Apps backup allows you to do this automatically. Just sign up using your corporate Google Apps account and enjoy the enhanced security of your cloud data.