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.

An image showing a Google Doc with the word "External" displayed in a small yellow badge next to the document title. The badge has been clicked, and a pop-up window appears with more information stating that “This document is owned by someone outside your organization. Be cautious about sharing sensitive information

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.

Screenshot of the Google Workspace Admin console, navigated to Sharing settings. At the bottom of the page, a new section labeled "Highlight external files" is highlighted. The checkbox is checked, and the description reads: "Mark external files shared or owned externally as “external” to flag that content may be viewable outside your organization.

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 one week to complete.

Availability

Available for all Google Workspace customers, as well as Cloud Identity customers

Resources

source http://workspaceupdates.googleblog.com/2025/04/out-of-domain-file-warnings-for-drive-docs-sheets-slides-files.html

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