View, Edit, and Commenter functions

When sharing a document, spreadsheet, or anything else you create in Google Drive, you have the option to make the person/people you are sharing it with a viewer, editor, or commentor. Below, you will find explainations for each function and how they differ. 

Viewer: If you are a viewer on a document, all you can do is look over what is sent to you

Being a viewer of the document lets you look over the file. You may be sent a file as a viewer so you can not make changes to it.

When to make someone a viewer as the owner of the document:

• when you are sending someone a schedule

• sharing an itenerary for a trip

Editor: If you are an editor on a document, you can make changes to the document as if you made the document yourself

Being an editor of the document allows you to have all the same functions as the owner of the document. You are able to change the title of the document, type in the document, insert pictures and videos, and much more

When to make someone an editor as the owner of the document:

• making a family grocery list

Commenter: If you are a commenter on a document, you are able to view the document and make comments about the work

To add a comment to a document, first click the place you want to leave the comment. Then slide your mouse to the right side of the document and three icons will pop up. Pick the top one that looks like a speech bubble. This will highlight the part of the text you are leaving a comment about. Your screen will also shift to the left to make room for the comment. Once you type out the comment you want to leave, click the blue button that says "comment".

Once the owner of the document has seen and corrected, the owner can check off the comment to show you they acknowldged it, making the comment go away on the side of the document. 

When to make someone a commentor as the owner of the document:

• on an essay

• things they like or dislike

How do I change how someone can access my files?

• Open the file you want to share

• Click "share" in the top right corner

• Type in the name or email of who you want to share the file with and click on their name

• On the right side of the smaller pop up screen, click where it says "editor". This will open up a drop down menu where you can change the settings to viewer or commentor as well. When sharing a file, it will automatically default to the editor function.

What if I have already shared the file with someone and want to change their access?

• Open the file and click "share" in the top right corner. This will show who you have already shared the document with.

• Beside of their name, click where it says "editor". This will give you the option to change the access someone has.