How to Manage Contact Visibility on Google Workspace?

As businesses grow and teams expand, it becomes increasingly important to manage contact visibility on Google Workspace. Contact visibility refers to who can see and access the contact information stored in Google Workspace. In this article, with the help of a shared contacts manager, we will discuss how to manage contact visibility on Google Workspace to ensure that sensitive information is kept private and only accessible to those who need it.

⚡ Understand the different levels of contact visibility

Before you can manage contact visibility on Google Workspace, it is important to understand the different levels of visibility. There are three levels of contact visibility on Google Workspace:

Private: Only the owner of the contact can see and access the contact information.

Shared: The contact is visible to a specific group of people or to everyone in the organization.

Public: The contact is visible to everyone, including external parties.

⚡ Set appropriate sharing settings

To manage contact visibility on Google Workspace, you need to set appropriate sharing settings. This means deciding who can access and edit contact information. To do this, go to the “Settings” section of your Google Contacts page and select the “Sharing” tab. From there, you can choose whether to share contacts with specific people, groups, or everyone in your organization.

⚡ Use labels to organize contacts

To ensure that contacts are shared appropriately, it is important to organize them using labels. Labels allow you to group contacts based on their relationship to your business. For example, you might create labels for clients, suppliers, or partners. This makes it easier to share contacts with the right people and ensures that sensitive information is kept private.

⚡ Grant appropriate access levels

When sharing contacts on Google Workspace, it is important to grant appropriate access levels. This means giving team members the right level of access to the shared contacts. For example, you might give team members read-only access to the shared contacts, so they can view the information but cannot make any changes. Alternatively, you might give team members edit access, so they can make changes to the shared contacts.

⚡ Monitor access and activity

To ensure that your shared contacts are being used appropriately, it is important to monitor access and activity. This means keeping track of who is accessing the shared contacts and what changes are being made to the contact information. You can do this by going to your Google Workspace Admin console and selecting the “Audit” tab. This will show you a log of all the actions taken by team members on the shared contacts. You can also set up notifications to alert you when changes are made to the shared contacts.

⚡ Regularly review and update shared contacts

To ensure that your shared contacts remain accurate and up-to-date, it is important to regularly review and update them. This means checking that the contact information is still accurate, removing any outdated contacts, and adding new contacts as needed. You can also update the access levels of team members as needed.

⚡ Train team members on contact visibility best practices

To ensure that your team members are using contact visibility best practices, it is important to provide training and support. This means showing team members how to access and use the shared contacts, how to follow best practices when sharing contacts, and how to respect privacy and data protection. You can also provide resources such as user manuals or online tutorials to help team members learn how to use the feature.

⚡ Respect privacy and data protection

When managing contact visibility on Google Workspace, it is important to respect privacy and data protection. This means ensuring that you have the consent of the individuals whose contact information you share and being transparent about what information is being shared and who has access to it. You should also ensure that the shared contacts are stored securely and only accessed by those who need them.

📝 Conclusion

Managing contact visibility on Google Workspace is an important task that ensures that sensitive information is kept private and only accessible to the intended person(s).