Sharing folders/files to a non-Google Users

[aklapOWV]

I am a Workspace admin. 

I have seen the articles on sharing folders/files with a non-Google users.  I've seen the info on Visitor sharing with PIN.  I know it can be done.

What happens when a client shares folders/files to my domain that WAS a Google-based, but is no longer?

Example: a client is sharing their folders/files to me (@mydomain.com - previously Google-based).  mydomain.com migrates to M365 and no longer uses Google.  We will keep the Google Account, but delete all the gmail users except for admin@.

When accessing client data, I am presented a Google account login screen - but what if I no longer have a Google account to log in to (the account will be deleted)?

In testing with another Google workspace account, I've tried to share a brand new folder to @mydomain.com - now an M365 account.  I get the invite email, but when clicking on the link I'm still presented with a Google login screen.  I'm not presented with the PIN verification screen.  It appears Google still thinks @mydomain is a Google account.

Is there a way to "reset" the client's Workspace's association to my domain so it doesn't know it was a Google account?

Also in testing with a Google Workspace account, I was able to share to an @outlook.com account.  This account was treated as a visitor, however, the visitor account was not able to upload files to the shared folder.  Help docs say visitors can upload if they have "contributor" rights.  This visitor has Editor rights, which a different help document says Editor rights will give you contributor rights.

How do I resolve this permissions issue? 

I know sharing can be done simply sharing a link - but I need more security than that. 

I know creating a personal Google account is recommend, but that option is cumbersome for all parties involved - yet another email address to contend with. 

Thank you!
Al

[icrew · Accepted solution]

Answering one small part of your question:

You don't need to create a new email address to create a new consumer Google account. You can use an existing email address. See the "Use an existing email address" section of https://support.google.com/accounts/answer/27441

Fundamentally, this is no different than creating a Dropbox account or a Facebook account or any other account with an online service. 

Hope that helps, at least partially,

Ian

[aklapOWV]

Hi @icrew 

Thank you for your informative reply! 

I think I have it straightened out in my head.  I'm getting hung up on the fact that email address the clients used to share their info with us, will be identical - this makes my brain enter an endless loop.  LOL 

What I didn't understand before (until reading your supplied link), a Google Account is separate from a Google gmail address.

Interesting funfact - the link supplied in the Google help document for "Using existing email" is different than a standard Google Create Account link.   The standard Create Account webpage does not include the option to "Use existing email."

Thanks again!
Al

[icrew]

The Google Account vs. Gmail address confusion is really common. I wish Google would be more clear about it rather than burying it in the bottom half of an obscure support article. But I’m glad it got you where you needed to be!

[aklapOWV]

Indeed!!  That's good to know - it was driving me crazy.

Yeah, Google does some strange things...then again...so does Microsoft. 

Thanks again!

[StephenHind]

@aklapOWV if your Google Workspace no longer exists then you will not be able to access anything shared with those addresses.  If you still want to access Google stuff using your email address then you need to make a personal Google Account as @icrew has already mentioned, BUT THIS WILL NOT GIVE YOU ACCESS TO WHAT WAS PREVIOUSLY SHARED WITH YOUR EMAIL ADDRESS.

Google will see your new Google Account as a completely separate, new account, so you will need to ask your client to reshare everything.  There's no way around this as it's an important security principle.

In short there's nothing you can do with your client's files: the client is the owner and they need to reshare with the new account once you have it.

[icrew]

Thanks for the additional context/clarification. That's an important nuance.

[aklapOWV]

Yes. Thank you!

[aklapOWV]

Hi @StephenHind,

Yes, I understand that the newly created personal Google Account won't be able to access the previously shared info and our clients must re-share  to the newly created personal account. 

Perhaps you can also offer an opinion on the implementation process of this.  I don't know if the order of steps matter.  Thank you for you patience as I've not done this before...

1. Delete email address from our old Google Account (we will be keeping the account, but not the email addresses to save on cost.)
2. Have client remove the shares to me@mydomain.com.
3 . We create the new personal account using existing email (me@mydomain.com) from the info @icrew shared.
4. Client re-shares the files/folders to me@mydomain.com).
5. I'll get invite email - click the link.
6. Log into the newly created personal Goolge Account.
7. POOF - shared data!

I'm expecting client's Google account will know to use the new personal Google Account instead of the old Google Workspace address since it was deleted?

Thank you again!!
Al

[StephenHind]

@aklapOWV yes that's exactly right.  Only one Google account can exist for the email address, so you won't be able to make the new one until the old one is deleted.  Once the email address is freed up from any previous accounts you can then use it for the new personal account. 

Just for my curiosity why are you leaving Workspace for 365?  That definitely sounds like the wrong direction to me! 😋

[aklapOWV]

@StephenHind  - Perfect!! 

We switched because M365 (Outlook & Teams) was able to replace an old phone messages/scheduling program called PhoneSlips...and...the new IT firm taking over when I retire in a few months , is more familiar with M365.

After 43 years in the IT biz - it's time for this dinosaur to exit stage left. 😛

I will say,  it appears Google's spam filters are much better than M365?  As soon as the switch was flipped, we were getting more junk. 

Thank you and @icrew for your help!

Al

[StephenHind]

@aklapOWV thanks for the insight, and you're welcome to the help.

[KAM]

@aklapOWV congrats on your impending retirement.  And re: spam filters, If you will allow a small sales pitch where I have a financial interest, take a look at https://raptoremailsecurity.com/

It can add significant defense in depth to your m365 and google deployments with a phishing hotline and top notch phishing testing and training. 

Overall, the one size fits all models for Google and Microsoft aren't bad but with an additional layer and people who are fighting against any targeted attacks like PCCC, it can be stellar.

-KAM

[aklapOWV]

Thanks @KAM!  We already have another Advanced Threat/Spam solution implemented.