Google Tip 05

Within our Google Apps system, Documents and Files that you create in your Google Drive are NOT shared and are only accessible by you.

When sharing a document, you can assign specific privileges to different people and manage what they have permission to do. For example, you can choose to allow a colleague to "Edit" a Document and only allow your students to be able to "View" the Document.

Besides the "Owner" of the Document, there are three different levels of sharing privileges you can choose from:

Can Edit: A user that can edit a document can make changes to the document, export the document, view the list of other collaborators, invite additional editors and viewers (if the owner has given them permission), and make a copy of the document. An editor cannot delete the document; they can only remove the document from their own Google Drive.

Can Comment: A user that can comment on a document is able to highlight a passage within the document and insert a comment. The comment will not change the actual content of the document. A commenter can see the latest version of the document, export the document, and make a copy of the document. A commenter cannot make any changes, besides inserting comments.

Can View: A viewer can see the latest version of the document, export the document, and make a copy of the document. A viewer cannot make any changes.

When you share your Document and invite people, you can select from one of these specific levels of privileges. You can also change a person's level of privileges at any time (just in case someone lets the power go to their head).