Share & Collaborate in Shared Drives
Share & Collaborate in Shared Drives
Embedded Files
Any files you put in a shared drive are automatically shared with members of the shared drive. Any member can also share files with people who aren’t members unless you restrict sharing.
Share files
Share files
Just like in Drive, there are different ways to share files in shared drives with people who aren't members of the shared drive.
Note: Folders in shared drives can't be shared. Also, your ability to share files might be limited by your organisation. Ask your G Suite admin for more information.
Share files with individuals or groups:
In a shared drive, click the file you want to share.
At the top, click > Share .
Add names, email addresses, or groups from Google Groups.
(Optional) To change the permission from Edit, click the Down arrow and choose another permission.
(Optional) Add a message.
(Optional) If you don't want to send notifications, check the Skip sending notification box.
Click Send or Add.
To limit sharing options, see Restrict sharing options on sensitive Drive files.
Share a link:
To make a file widely accessible and avoid managing access in your organisation, you can share the file with a link. Anyone in your organisation who gets the link can access the file. Optionally, you can let other users share the link with people that are not in your organisation.
In a shared drive, click the file you want to share.
At the top, click > Share .
Click Who has access.
Next to Link sharing off, click the > Down arrow .
Next to Link Sharing, click > Turn on to make the link accessible to anyone in your organisation.
Under the URL, click the Down arrow and select a permission level.
(Optional) To allow sharing the link outside of your organisation, check the Allow external access box.
Note: If you don't see this option, contact your G Suite administrator.
(Optional) To make the document searchable in Drive, check the Findable in search results box.
Click > Copy to copy the link.
Click > Done.
Paste the link in an email, on a website, or wherever you need to share it.
Unshare files
Unshare files
Unshare files with your organisation:
In a shared drive, click the file you want to unshare.
Click >Share .
Click >Who has access.
Next to Link Sharing, click >Turn off .
Click Done.
Unshare files with individuals:
In a shared drive, click the file you want to unshare.
Click >Share .
Click >Who has access.
Next to the shared drive, click the Down arrow .
Next to the person, click the Down arrow Remove.
Click Done.
Note: Group settings can override individual settings. So, if you try to unshare a file with a person who belongs to an organisation or group with access to the file, this person can still access the file.
Protect files
Protect files
Protect all files in a shared drive:
On the left, click the shared drive that contains the files you want to protect.
At the top, next to the shared drive name, click the Down arrow Shared drive settings.
Click > Edit to set any of these permissions:
Sharing files with people outside of your organisation
Sharing files with people in your organisation who aren’t members of the shared drive
Allowing people with Commenter and Viewer access to download, copy, or print files
After you choose an option, click > Apply.
Click > Done.
Prevent people from downloading, printing, or copying a file:
Click the file you want to protect.
At the top, click > Share .
At the bottom, click Who Has Access.
Click > More check the Restrict download, print, & copy actions on this file for commenters and viewers box.
Click > Done.
Note: You can limit how people share, print, download, and copy within Google Drive, Docs, Sheets, and Slides, but you can't stop how others share the file content in other ways.
See or email members
See or email members
See members of a shared drive:
On the left, click a shared drive.
Under the shared drive name, click the number of members.
Email members of a shared drive:
On the left, click a shared drive.
At the top, next to the shared drive name, click the Down arrow Email members.
Change the subject and enter your message.
(Optional) To only email members with specific access levels, or to send yourself a copy of the email, check the boxes.
Click > Send.
A link to the shared drive is included in the email.
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