What Is It?

Google has introduced a significant enhancement to how organizations manage AI-powered collaboration. Previously, the Gemini Notebook sharing toggle was a binary choice: either completely enabled or entirely disabled for the whole organization. This update transforms that experience by introducing granular sharing controls within the Google Admin console, allowing administrators to dictate exactly how and with whom notebooks can be shared.

This shift moves away from a one-size-fits-all approach. Administrators can now define sharing policies that align with their specific business needs, whether that means locking down sensitive project data or enabling seamless collaboration with trusted external partners.

What Is the Impact?

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The impact of this update is twofold: it significantly bolsters your data security posture while simultaneously enabling team productivity. By providing four distinct sharing tiers, Google empowers IT admins to enforce the principle of least privilege, ensuring that sensitive AI-generated insights are only accessible to those who truly need them.

For many B2B organizations, the ability to whitelist 'Trusted Domains' is a game-changer. It allows for secure, cross-organizational collaboration without the risk of public exposure. This reduces the administrative burden on IT teams, as they no longer have to manually intervene or completely restrict features to maintain compliance.

Ultimately, this gives organizations the confidence to adopt Gemini Notebooks at scale. By tailoring permissions to specific organizational units or groups, you ensure that your security policy is as dynamic as the teams working within your company.

Gemini Notebook Sharing in Google Admin Panel

Who Is It For?

This update is designed for all Google Workspace customers utilizing Gemini. It is particularly beneficial for:

  • check_circleIT Administrators needing centralized control over AI data sharing.
  • check_circleCompliance and Security Officers managing sensitive internal information.
  • check_circleProject Managers who collaborate with external agencies or clients.
  • check_circleOrganizations with diverse security requirements across different departments.

When Will It Roll Out?

The rollout begins on September 10, 2026. It is a gradual release, meaning it may take up to 15 days for the new controls to become fully visible in your Admin console. This applies to both Rapid Release and Scheduled Release domains.

What Should You Do?

Since the default setting for this feature is 'Off', you have a clean slate to implement your preferred security policy. We recommend reviewing your current collaboration workflows before enabling these features.

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Step 1
Access the Admin console and navigate to the settings. Use the path: Appsarrow_forward_iosGoogle Workspacearrow_forward_iosGeminiarrow_forward_iosGemini Notebook sharing settings.
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Step 2
Assess which departments or teams require external sharing capabilities and which do not.
3
Step 3
Configure the sharing settings for specific OUs or groups, choosing between 'Off', 'Trusted Domains', 'On', or 'On with public sharing'.
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Step 4
Save your changes and communicate the new policy to your end-users to ensure they understand the sharing boundaries.
settingsGranular Control
Leverage organizational units to apply different security postures to different teams effectively.

Background & Context

As generative AI becomes embedded in day-to-day business operations, the need for robust governance has never been higher. Gemini Notebooks offer immense potential for collaborative brainstorming and research, but they also represent a new surface area for data governance. By mirroring the granular controls found in Google Drive, Google is signaling that AI tools are now mature enough for enterprise-grade management.