Google Docs is an excellent online word processor that allows us to share data and collaborate with others. With various sharing options, we can set sharing permissions to the people we give access to. In addition, we can also realize global collaboration by sharing documents with other people around the world.
Step
Method 1 of 2: Sharing with Other Google Users
Step 1. Open the document you want to share
You can share the files contained in Google Docs through the Google Docs website itself (docs.google.com) or Google Drive (drive.google.com). Your files are located on both websites. The difference is, Google Drive can manage all the files in your Goggle Drive account, while Google Docs only processes those files.
You'll need to sign in to your Google account, where your files are stored
Step 2. Click "Share" in the top right corner of the file
Then the Share window will open.
If you're using Google Drive, you can right-click on the file and select "Share". This option is not available in Google Docs
Step 3. Add the people you want to share with
You can type in their name from Google Contacts or an email address so they can access the file. If the recipient is not a Google Docs user, they will be invited to create a free account before accessing the file.
You can add notes to the editing invitation
Step 4. Define access permission settings for each person you add
By default, these people you add can edit the contents of the file. However, you can change individual permissions to "Can comment" or "Can view".
Users who are allowed to comment can only leave notes on the file without making any changes. Meanwhile, users who are allowed to view can only open it, cannot leave comments or make other changes
Step 5. Click "Done" once you are done adding
Emails will be sent to the people you added. They can click on the file link in the email or find it in the "Shared with me" section of Google Drive.
Method 2 of 2: Public File Sharing
Step 1. Decide if you want to display the file publicly
There are times when you may want to make your files more accessible to everyone. You can give anyone the access link and view the file openly.
You can set editing limits for anonymous users
Step 2. Open the file you want to share, then click "Share" in the top right corner
Next, the sharing window will open.
Step 3. Click the "Advanced" option
By clicking "Advanced", the Sharing window will be wider with many options available. You'll also find a direct link to your files.
Step 4. Click "Change" next to "Private" to set who can access the file
There are three options for you to share the link with others:
- On - Public on the web: Everyone can access the file even if it doesn't have a link. Search engines may display files in search results. In this case, a Google account is not required.
- On - Anyone with the link: Anyone who visits the link can access the file, no Google account required.
- Off - Specific people – This option is to return the file to sharing settings that are specific to certain people (see previous section).
Step 5. Set permissions
If you have selected "On", you can specify the level of editing authority for anonymous visitors. If you don't want other people to make changes, select "Can view" from the "Access" menu.
Because you're sharing the file with people who have the link, most people who open the file will be logged in anonymously. You cannot track the changes they make to your files
Step 6. Set who can add more people or change permissions
By default, editors can add people to the editors list and change other users' permissions. You can lock your files by clicking "Only the owner".
- Click "Change" at the bottom of the "Sharing" window to set who can add people and change permissions.
- Only the owner of the file can delete the entire file.
Step 7. Share your link
The link is at the top of the "Sharing" window. Anyone with the link can access your files. You can share your link via email, text message, SMS, etc.
You can also use the service to shorten the link (URL) when you want to tweet on Twitter or just to make the link more concise
Tips
- You can't share files that you don't own. The original owner has set the permit.
- The steps above can also be applied when you want to share other types of files on Google Drive, such as Sheets and Slides.
