Sharing in Google Drive/Docs/Sheets/Slides
In Google Drive and its related apps (Docs/Sheets/Slides), whenever you share a file or document with others, you may find the default setting to be a little too open/broad. It typically allows anyone with the direct link to your file to have full “Editor” rights, so they can make changes to your original document.
The CA Tech Office recommends instead that you should always choose the path of least access first, and open up permissions to modify as needed. There are just 2 simple steps to consider:
When you click on the “Share” button on any Google document (or the share option in Google Drive), you will be given a dialog to choose who you wish to share the document, and the modification permission you want to grant the recipients. You can see there are 3 permissions for recipients, namely to either “View”, "Comment” or “Edit” (full modify and control).
RECOMMENDATION: Always set recipients as either “Viewer” or “Commenter” first so as not to let your original document get changed without your knowledge. The “Editor” access option should be used sparingly unless it is a collaborative file:
2. Next you can start entering the names of those you wish to share the file/document. Remember that our directory only searches for
internal users, i.e. Faculty, Staff and Students. If you wish to share with those outside of CA you need to select “Anyone with the link” in
the “General access” options. You can decide how much access to the document/file you wish to lock down, namely:
(i) "Restricted" - restrict access to only those you have invited (via the "Add people or groups" entry field), or
(ii) "Columbus Academy" - allow faculty/staff/students registered within the CA directory to access, or
(iii) "Anyone with Link" - allow anyone (i.e. the public) who has the direct web link to open your file.
