December 5

Sharing Documents in Team Drive (it's different than just sharing your own files!)

If you need to share documents that are stored in a Team Drive, remember that anyone with that particular Team Drive access can see those files. There isn't a need to SHARE these files. If you've put something in your Team Drive and you want people to know about it, shoot them an email. I have scoured the Internet seeing if there is a way to be notified if anyone edits the team drive, but as of yet, I haven't found anything. Many people have suggested this to Google so it's probably just a matter of time before this feature is available.

However, from time to time, you need to share something that's in a Team Drive with someone who isn't a member of that Team Drive. You can do this, but there a few things that you need to know!!

If that person is not a member of that drive, he/she will need to request permission to see this document or other file.
Only people with FULL ACCESS to a team drive can give that permission. This is to protect the contents of the team drive.
There is a way, if you have FULL ACCESS, to turn on link sharing so the person you are sharing with DOES NOT need permission to open the file. See #6 below.

Here's how to share files from TEAM DRIVES:

Open the file you want to share in the team drive.
Go to the sharing button on the file.
A box pops up
Click on WHO HAS ACCESS (Ex. 1)
Now, you'll see another box with information. (below)
If you are an editing member of the group, you can turn on link sharing. With this privilege, you'll have options to share outside the district as well (Ex. 2)
Click on the Link Sharing and turn it on. (Ex. 3)
Then if you want to share with people outside of the district, click the button that allows this. (Ex. 4)
If you are a view only member, you'll be able to copy the link and send it, but this is where you need permission if you are outside the district or not a member of a group. (Ex. 5)
IMPORTANT: FILES ARE IN THE TEAM DRIVE FOR A REASON!!! PLEASE USE GOOD JUDGEMENT WHEN SHARING TEAM DRIVE FILES - ESPECIALLY IF THEY ARE SHARED OUTSIDE THE DISTRICT!!! Again, you can only share files outside the district if you have EDIT access to the TEAM DRIVE!!!

Ex. 1

Ex. 2

Ex. 3

Ex. 4

Ex. 5

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