Sharing Documents

A key feature of all Google apps is the ability to invite other users to collaborate on a document. This is one of the defining differences between Google apps and more traditional programs (although more and more of these programs have now incorporated this feature).

Initiating the Sharing Process

There are two ways to initiate the sharing process: 1) clicking on the blue Sharing button usually located in the top right hand corner or 2) Go into the Menu Bar and selecting File > Sharing. Both methods brings you to the same sharing window (see image below).

Screenshot of Share with Others (picture of entry box for entering names or email addresses and a blue done box underneath. Additional settings for getting a shareable link, editing level of sharing (edit, comment or view), and an advanced button).

Screenshot of editing sharing ability (edit, comment or view)

At this point, there are two ways to share this document:

1) It can be shared with specific individuals by entering their email addresses

2) It can be shared non-specifically to anyone who has the link to the document.

Regardless of how it is shared, there are additional parameters that can be applied when sharing. Clicking on the pull down menu next to the pencil opens up these options. When sharing a document, collaborators can be given editing, commenting, or merely viewing rights.

Sharing with Individuals

Google files can be shared with single or multiple individuals. Simply enter the email address(es) of those that you wish to include in the People box. You may wish to enter a personal note as well. Click Send when ready. An email will be sent to those individuals notifying them that a document has been shared with them. Sharing rights can be amended or revoked at any time. To review the individuals who have been invited to share the document or to amend this list, click on the Advanced button on the bottom right hand corner.

Screenshot of shareable link settings (list of people with access and level of access as well as entry box to add additional people. Checkboxes at bottom to prevent editors from changing access and adding new people and/or disabling options to download, print, and copy for commenters and viewers

The list of individuals who have access to the document is shown in a list. On this list, under the title, "Who has access", it will specify specific people who have access. You should also see your own name or account and it will indicate that you are the Owner of the document. The document owner has the highest level of rights. There can only be one owner of any document but ownership can be transferred.

Individual rights can be altered by clicking on the pencil icon. To remove an individual from having access to the document, click on the 'x' to the far right. Additional individuals can be invited by adding their email addresses.

Finally, there are two advanced options at the bottom that only Owners have access to. You can prevent others from changing their access level or from inviting others. You can also disable the ability for collaborators to download, printing or copying the document.

Creating a Sharing Link

In addition to sharing files with specific people, it is also possible to share documents through a link, a web address that is unique to that file. Anyone who has that link is then able to access that resource. Link sharing does not permit individual customization of permissions. Unlike sharing with individuals where each individual can have a different access levels (ability to edit, comment or view), you can only set link sharing so that everyone can either view, comment or edit.

To create a sharing link, click on the chain icon next to the button that is marked "Get Shareable Link". Select what kind of permission you would like to provide by selecting the pull down arrow next to "Anyone with the link..." and choose the appropriate selection.

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