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

Google Workspace administrators can now manage external sharing for Gemini Notebook (formerly NotebookLM) using granular controls in the Admin console. Instead of a single high-level toggle to turn the tool entirely on or off, you can now apply four distinct sharing options at the domain, organizational unit (OU), or group level. [1, 2]

Available Sharing Options

Off: Disables all external sharing for the selected users.
Trusted Domains: Restricts external sharing only to explicitly whitelisted domains in your network.
On: Permits standard external sharing with users outside your organization.
On with public link sharing: Allows notebooks to be shared broadly via open public links. [2]

How to Configure External Sharing

Sign in to the Google Admin Console using your administrator credentials.
From the left-hand navigation, go to Menu > Apps > Google Workspace > Drive and Docs.
Select Sharing settings, then click on Sharing options.
(Optional) To apply this policy to a specific subset of users, select an Organizational Unit (OU) or a Configuration Group in the left panel. (Note: Group settings override OU settings).
Find the Gemini Notebook section within the sharing dashboard to adjust your settings to one of the four granular levels.
Click Save (or Override if managing an inherited setting for a specific OU). [1, 2, 3, 4]

Note: Changes made in the Admin console can take up to 24 hours to propagate across all users in your organization. [3]

Quick questions if you have time:

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Available Sharing Options

Off: Disables all external sharing for the selected users.
Trusted Domains: Restricts external sharing only to explicitly whitelisted domains in your network.
On: Permits standard external sharing with users outside your organization.
On with public link sharing: Allows notebooks to be shared broadly via open public links. [2]

How to Configure External Sharing

Sign in to the Google Admin Console using your administrator credentials.
From the left-hand navigation, go to Menu > Apps > Google Workspace > Drive and Docs.
Select Sharing settings, then click on Sharing options.
(Optional) To apply this policy to a specific subset of users, select an Organizational Unit (OU) or a Configuration Group in the left panel. (Note: Group settings override OU settings).
Find the Gemini Notebook section within the sharing dashboard to adjust your settings to one of the four granular levels.
Click Save (or Override if managing an inherited setting for a specific OU). [1, 2, 3, 4]