Manage external sharing for Gemini Notebook in the Admin console

Google Workspace administrators can now enable external sharing for Gemini Notebook using granular controls in the Admin console. Previously, administrators only had a single high-level toggle to turn Gemini Notebook completely on or off for their entire organization. This update introduces four sharing options, allowing administrators to empower their organization’s sharing workflows. These settings can be enabled at the domain, organizational unit (OU), or group level, providing some flexibility for distinct sets of users.

The options include:

Off: Users cannot share notebooks with anyone outside the domain. This is the default setting.
Trusted Domains: Users can share notebooks externally, but sharing is strictly restricted to email addresses within a specified allowlist of trusted domains.
On: Users can share notebooks with any external email address.
On with public notebook sharing: Users can create and share public notebooks with anyone with a link. Individual emails do not need to be added as a sharee.

Getting started

Admins: This feature will be OFF by default and can be controlled at the domain, OU, and group level. Visit the Help Center to learn more about managing Gemini Notebook sharing settings.
End users: There is no end user setting for this feature. Visit the Help Center to learn more about Gemini Notebook, including how to share notebooks.

Rollout pace

Rapid Release and Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on September 10, 2026

Availability

Available to all Google Workspace customers

Resources

Google Workspace Admin Help: Manage Gemini Notebook sharing settings
Gemini Notebook Help: Create a notebook in Gemini Notebook

Manage external sharing for Gemini Notebook in the Admin console

Google Workspace administrators can manage external sharing for Gemini Notebook (formerly NotebookLM) using granular controls in the Google Admin console. Previously governed by a single high-level on/off switch, administrators can now apply four distinct sharing options at the domain, organizational unit (OU), or group level. [1, 2]

External Sharing Options

Off: Users are blocked from sharing notebooks with anyone outside the domain. This is the default setting. [1]
Trusted Domains: External sharing is permitted, but it is strictly limited to email addresses within your organization’s configured allowlist of trusted domains. [1]
On: Users can share notebooks with any external email address. [1]
On with public notebook sharing: Users can generate public links, allowing anyone with the link to access the notebook without needing their individual email added to the share list. [1]

How to Configure Sharing Settings

Sign in to the Google Admin console.
From the left-hand navigation pane, go to Menu > Generative AI > Gemini Notebook.
(Optional) If you only want to apply the rule to a specific subset of users, select the target Organizational Unit (OU) or Configuration Group from the left panel.
Locate and click on the External sharing settings card.
Select one of the four tiers (Off, Trusted Domains, On, or On with public notebook sharing) that matches your organization’s security posture.
Click Save. [1, 3, 4]

Note: As with most Admin console adjustments, it can take up to 24 hours for these data governance policies to fully propagate across all end-users. [5]