April 28, 2025
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.
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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
- Admins: This feature will be ON by default and can be disabled at the domain and organizational level. Visit the Help Center to learn more about turning Out-of-Domain Warnings on or off for your organization.
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Image of the Google Workspace Admin console, Sharing settings, showing the "Highlight external files" option enabled
- End users: This feature is ON by default unless otherwise configured by your admin. There is no end user setting for this feature. Visit the Help Center to learn more about Out-of-Domain file warnings.
Rollout pace
- Admin setting:
- Rapid Release and Scheduled Release domains: The admin setting will start rolling out today, April 28, 2025, and continue over the next several days.
- End user visibility:
- Rapid Release and Scheduled Release domains: End user visibility will begin on May 5, 2025, and is expected to take six weeks to complete.
Availability
- Available for all Google Workspace customers, as well as Cloud Identity customers