Lesson Notes — File Sharing Permissions & Cloud Security
Course 1: Computer Literacy / Unit 8: Cloud Computing & Collaboration / Lesson 3: File Sharing Permissions & Cloud Security
Lesson overview
Sharing a file is easy, and sharing it too widely is just as easy. Sharing permissions are the settings that decide who can open a file and what they can do with it. Setting them carefully is a core part of cloud security.
Who can open it
- Restricted access: only the specific people you name can open the file.
- Public link: anyone who has the link can open it, even if you never added them. A link can be forwarded or posted, so treat it as public.
What they can do
- Viewer: can read the file but not change it.
- Commenter: can read and leave comments.
- Editor: can change the file and often change who it is shared with.
Give people the lowest level they need to do their job. A classmate who only needs to read your essay should be a viewer. This idea is called the principle of least privilege.
Access control and inheritance
Access control is the set of rules for who can reach what. Folders have inheritance, which means files placed inside a shared folder usually take on that folder’s sharing settings. If you move a private file into a shared folder, you may share it by accident.
Protecting data in the cloud
- Encryption scrambles data so only someone with the right key can read it. Cloud providers usually encrypt files while they are stored and while they travel.
- Use a strong password and multi-factor authentication on the account that holds your files.
- Review who has access from time to time and remove people who no longer need it.
Check your understanding
- What is the difference between restricted access and a public link?
- A group member asks to be an editor, but you only need them to read the file. What do you do?
- Why can moving a file into a shared folder be risky?
Use this lesson’s Key Terms page to build your glossary.