Removing a direct collaborator does not necessarily remove every access route. Review inherited, group, link, and downstream exposure before treating the removal as complete.
Remove the intended direct access
Open Share on the exact file, locate the person, and choose Remove access when authorized. Save the change and confirm the resulting entry.
Check whether the person also has access through a shared parent folder, Google Group, organization-wide access, or a shared-drive role. File-level changes cannot simply override every inherited permission.
Inspect connected destinations
Review approved IMPORTRANGE connections, linked charts, exports, and distributed copies. Removing a source permission does not retrieve values already copied into another workbook or static report.
Google warns that linked objects in Docs or Slides can be visible to destination readers without source-file access. Check those destination audiences independently rather than assuming source revocation makes every chart private.
Verify the narrow intended outcome
Confirm effective access through an appropriate authorized test or the relevant owner/administrator review. Do not request the former collaborator’s password or widen access to make testing easier.
Retain necessary access for other users and services. If an inherited route needs adjustment, coordinate at that level rather than moving or breaking unrelated shared files. Keep the removal time, reviewed routes, and unresolved retained-copy exposure documented. Access control governs future access through the checked routes; it does not establish deletion of screenshots, downloads, or previously exported data. Use the organization’s approved follow-up process when confirmed exposure requires additional action. Review new access requests individually rather than automatically restoring the old role.
References
- Share and manage access to files and folders in Google Drive
- IMPORTRANGE
- Link a chart, table, or slides to Google Docs or Slides
Reviewed against the linked official product guidance on November 3, 2026. Features, limits, screen labels, and access can vary by account, platform, region, and organization policy.