Embedded Files
Sharing Files
Share a file (30 seconds)
What & Why
What & Why
Google Drive enables users to share files and folders in multiple ways:
Add peers as editors to enable collaboration.
Facilitate communication using built-in comments and @mentions.
Use version control to track and reverse changes.
Allow owners, editors, and managers to control access levels and permissions.
Share files via a custom link (like a URL) to allow easy distribution.
Share Icon
How To
How To
Share a file or folder
Share a file or folder
On your computer, go to Google Drive, Docs, Sheets, or Slides.
Double-click or right-click the file you want to share.
Click Share.
Enter a recipient's name.
Specify their role (Viewer, Commenter, or Editor). NOTE: You can "Add expiration" and then edit the date and time that appears.
Viewer: can see the file/folder but cannot share the file with others.
Commenter: can add comments and suggest edits, but cannot share the file/folder with others.
Editor: can add comments, make edits, suggest edits, and share the file/folder with others. They CAN change the share settings for others with which the file/folder is shared.
Add a message if you choose.
Click Send.
Tip: If you open a document and there’s a dot next to “Share," it means you have a share request. Go to Sharing basics to watch an animation.
General Access
General Access
Restricted - Only people you add as viewers, commenters, or editors can access it and share it.
The College of St. Scholastica - Any user with a CSS email can access it and share it.
Anyone with the link - Anyone "with the link" can access it and share it.
A "Viewer" and "Commenter" cannot edit the file, but they can download, copy, and print the file unless you change the default settings (see below).
Settings ⚙️
Settings ⚙️
When you click Share, a gear icon in the upper right corner of the Share popup allows you to edit settings. The default is as follows:
Access
☑️ Allow editors to change permissions and share
People who can download, copy, and print
☑️ Editors
☑️ Commenters and viewers
You can edit these.
My Drive
My Drive
You are the "Owner" of your CSS Google Drive. You can add people as "Editor," "Commenter," and "Viewer" to files and folders. See this table for permissions.
Shared Drive
Shared Drive
Shared drive files belong to the team instead of an individual. If members leave, the files remain in the Shared Drive so team members can continue using them. A Shared Drive is set up by IT.
Roles are different than My Drive. The roles here are Shared Drive roles are "Manager" (similar to owner), "Content manager," "Contributor," "Commenter," and "Viewer." See this table for role permissions.
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