GSuite Sharing Part 1:

Sharing with Others

Jan. 17, 2017

One of the most compelling reasons to use GSuite is the ability to share with others, whether they be students, parents, colleagues, or anyone else. Sharing documents, slides, files, folders, calendars etc. in GSuite not only allows for collaboration but also saves time and paper, and makes items available wherever there is internet access. Using Google Drive, you can also quickly and efficiently organize and search for shared items.

There are two parts to this post.

Part 1: Sharing with Others - Jan. 17, 2017

Part 2: When Others Share with you - Jan. 24, 2017

How to Share Docs, Slides, Sheets, and Drawings

In most GSuite Apps you will find the blue Share button at the top right corner of the application.

If you would like to Share a particular item simply click on this button and the Share with others window (see image below) will open. Here you can select how to share your item and whom with.

2 Methods for Sharing & Sharing Restrictions

1. Share by Google Account or Email

Type in the names or email addresses of the person or people you want to share the item with. In your GAFE account you have the ability to type in the name of anyone in SD61 with a GAFE account and their @sd61learn email address will automatically fill in - both staff and students.

Sharing Restrictions with Email Addresses

Can Edit (Pencil)
- Select this option if you want the recipient(s) to have full editing ability.
Can Comment
- This allows the recipient(s) to make comments in the document, but does not allow them to edit it. - Great for peer editing!
Can View
- This option allows the recipient(s) to view the document only - however they are able to make a copy and edit the copy of that document if they would like.

2. Get Shareable Link

Click on this button, found in the top right corner, and you will be given a link that you can copy and paste into an email or post online (or on the board) to share.

Tip: Use a url shortener like bit.ly or goo.gl if you are posting these links online, on social media, or in the classroom.

Sharing Restrictions with Shareable Links

To set restrictions when using a shared link you will see the default is set to “Anyone at SD61 can view”.

To change this you need to select the small down arrow and select More to see all options. Choose the option for your purposes.

Remember if you restrict to SD61 that means people will need to sign in with an sd61learn account to view/edit/comment on your item.

Sharing Files and Folders from Google Drive

To share any item in your Google Drive simply right-click on a folder or file and select Share or Get shareable link from the menu list.

In the image on the right, I have right-clicked on the Green Folder highlighted at the bottom.
The Get shareable link option is selected

Again you will see the Share with others window open (the same as clicking the blue share button). The same options apply here as mentioned above.

You will know a folder has been shared when you see the profile silhouette in the folder icon. Any files that have been shared will show a double silhouette beside the file name.

A Shared Folder is Highlighted at the top of the image on the right.

Share Google Calendar Events

In Google Calendar you can share events and invite people to those events by entering email address to the Add Guest list in the edit menu of the event.

An email will be sent to guests who can then add the event to their personal calendar.

Now what about all those items people have shared with you? Look forward to next weeks post for the details.

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