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Share files from Google Drive - Computer

You can share the files and folders that you store in Google Drive with anyone.

When

you

share from Google Drive, you can control whether people can edit, comment on, or only open the file. When you share content from Google Drive, the

apply.

In this article, you can learn about:

• Sharing basics
• Share with specific audiences
• Learn about advanced sharing options
• Learn about public sharing & collaboration
• Manage shared files

Important: The roles below apply to files in My Drive.

Permission Level

Can View?

Can comment?

Can edit?

Can download?

Can share?

Can change permissions?

Viewer

Yes

No

No

Yes, by default. The owner can control it.

No

No

Commenter

Yes

Yes

No

Yes, by default. The owner can control it.

No

No

Editor

Yes

Yes

Yes

Yes

Yes, but an editor can’t change the owner.

No, unless the owner explicitly allows it.

Owner

Yes

Yes

Yes

Yes

Yes

Yes

Tips when sharing a file with someone:

Tip: If you open a document and there’s a dot next to “Share ," it means you have a share request.

Important:

• At any time, a Google Docs, Sheets, Slides or Vids file can only be edited on up to 100 open tabs or devices. If there are more than 100 instances of the file open, only the owner and some users with edit permissions can edit the file.
• You can share a single file with up to 600 individual email addresses.

Tip: When updating permissions for an item you're sharing from My Drive, if the person you're sharing with does not already have permissions for the folder that contains that item, you can choose to:

• Update permissions for the folder that contains that item.
• Update permissions only for the item itself.

To make it easier to manage folders and share, most users choose to update the folder that contains the item.

To share files with a Chat space, you can add the file you want to share to that Chat space.

To add a Drive file to a Chat space:

Option 1:

1. On your computer, go to Google Chat.
2. Select the Chat space you want to share the file with.
3. At the bottom left, click Integration menu Drive .
4. Select the file you want to share with a Chat space.
5. Click Insert.

Option 2:

1. On your computer, go to Google Drive.
2. Right-click on the file you want to share with a Chat space.
3. Click Share  Copy link .
4. Go to Google Chat.
5. Select the Chat space you want to share the file with.
6. In the message field, paste the link you copied.

Tips:

• When you send a file to a Chat space, a prompt to grant access appears.
  • If you grant access to that Chat space, people who join the space later also gain access to the shared files.
• When people leave a Chat space, they lose access to the files in that Chat space if they don’t have sharing access:
  • As an individual
  • As a member of another group
• To grant file access, you must have edit access on the file you want to share.

Learn more about how others view, comment, or edit files.

You can share files with meeting attendees if you are a file owner or editor:

1. On your computer, go to Google Drive.

2. Select the file you want to share.
3. Enter the meeting name you want to share with.
4. Decide how people can use your file. Select one:
   • Viewer
   • Commenter
   • Editor
5. Choose whether the file is attached to the meeting invite.
6. When you share your file, each email address gets an email.
   • Optional: Add a message to your notification email.
   • If you don't want to notify people, uncheck the box.
7. Click Send or Share.

You can choose if your file should be available to anyone or restricted to only the people with access. If you allow access to anyone with the link, your folder won't restrict who can access it.

1. Select the file you want to share.
2. Click Share or Share .
3. Under “General access”, click the Down arrow .
4. Choose who can access the file.

1. To decide what role people will have with your file, select Viewer, Commenter, or Editor.
   • Learn more about how others view, comment, or edit files.
2. Click Done.

1. Select the file you want to share.
2. Click Share or Share .
3. Under “General access,” click the Down arrow .
4. Choose Anyone with the link.
5. To decide what role people will have, select Viewer, Commenter, or Editor.
6. Click Copy link.
7. Click Done.
8. Paste the link in an email or any place you want to share it.

Important:

• When you share a link to a file, your name and email will be visible as the owner of that file.
• People who aren't signed in to a Google Account show up as anonymous animals in your file. Learn more about anonymous animals.

You can send an email directly from the Sharing dialog to:

• Inform collaborators about major revisions.
• Discuss a question that’s too long for the document's comment thread.

You can send the email to all the collaborators or just a group of them, which includes Editors, Commenters, and Viewers.

To send an email from the Sharing dialog of a file:

1. On your computer, go to Google Drive.
2. Next to the file you want to send an email about, click More actions Share Share .
   • You can also go to the Sharing dialog in the file itself:
     1. Open the file.
     2. At the top right, click Share.
3. In the Sharing dialog, next to “People with access,” click Email people on this file .
4. In the “Email collaborators” screen, select the groups you want to send the email to.
5. In the “Message” field, add your message.
6. Click Send.

Tip: You can’t add new collaborators in the “Email collaborators” screen.

Important: Google Vids doesn’t have a publish option. Instead, you can download the file to your computer as an MP4. Learn to create, view, or download a file.

• If you need multiple people to open a file: publish the file, then create a link to share it with people who have access. You can give edit access to people who need to edit or comment on the file. Learn how to publish a file.
• Depending on your account’s settings, publishing a file makes it visible to everyone on the web, everyone in your organization, or a group of people in your organization. Be careful when publishing private or sensitive info.
  • Important: If you have an account through work or school, your administrator can limit who can access a published file. If you're an administrator, learn how to control who can publish documents to the web.
• To remove a file from the web, you must stop publishing it. Learn how to stop publishing a file.
• To stop sharing a file with collaborators, learn how to change sharing permissions.

• If you need to gather a lot of information, create a Google Form. Responses will be recorded in a Google Sheet. Give edit access only to people who need to work with the responses. To let over 100 people open the responses, publish the spreadsheet to the web, then create a link to share it with those who have access. Learn how to publish a file.

If your document is shared with many people and it’s crashing or not updating quickly, try these troubleshooting tips:

• Instead of allowing people to comment on a document or spreadsheet, create a Google Form to collect feedback. Learn how to create a Google Form.
• If you’re making a copy of a document, don’t include resolved comments and suggestions. Learn how to make a copy.
• Delete older information or move data into a new document.
• Ask people with access to close the document when they aren’t using it.
• Include only the most important information in a published document. Shorter documents load faster.
• Reduce the amount of people with edit access to a document.
• If collecting information from multiple documents, create a new, access-only document to share with a large number of people.

You can allow broad access to your file. These options depend on if your Google Account is through work, school, or Gmail.

• Public: Anyone can search on Google and get access to your file, without signing in to their Google Account.
• Anyone with the link: Anyone who has the link can use your file, without signing in to their Google Account.

• Restricted: Only people with access can open the file.

Through advanced sharing settings, owners can prevent:

• Editors from changing permissions or sharing files.
• Viewers and commenters from downloading, printing, or copying files.

• Make Google Docs, Sheets, Slides & Forms public
• Stop or change how a file is shared
• Transfer file ownership
• Share folders in Google Drive
• Find files shared with you

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