Publishing allows you to make your Google documents, spreadsheets, presentations, and drawings available to the whole world. Once you publish your document, spreadsheet, presentation, or drawing to a webpage, you get a URL that you can share with anyone you choose.
To publish any of your items, just follow these steps:
- Open the item you'd like to publish.
- From the File menu, select Publish to the Web....
- Click the Start publishing button. A link to the published item appears in the publishing dialog.
- Send this link to anyone you'd like to access your item.
Your item will be accessible from this URL until you either delete your item or choose to stop publishing. To stop publishing, open the publishing dialog again and click the Stop publishing button. If you do this, anyone clicking the link to the published item will no longer be able to access it.
If you send the URL of the published version of your document, spreadsheet, presentation, or drawing to collaborators, they won't be able to make any edits. This is what they'll see:
- Documents: a version with no toolbar available
- Spreadsheets: no toolbar available. Viewers will be able to see charts, cell formatting, and the values of cells; they won't be able to view or edit formulas.
- Presentations: view-only version or in presentation mode (full-screen slides)
- Drawings: a PNG image version of the drawing
If you're the owner of the document, you can publish it to the web at any time. If you'd like to allow your collaborators to publish documents, make sure the option labeled "Editors will be allowed to add people and change the permissions" at the bottom of the "Sharing settings" window is selected. (Otherwise, click Change to change it.) Collaborators can then publish, invite others to edit or view the document, forward invitations to mailing lists, and see who else has viewing or editing permissions.
- It's not possible to publish PDFs.
- After you publish a drawing, any changes you make will be updated automatically. However, this won't happen instantaneously. Allow a few minutes for changes to be reflected at the published URL.
If you use Google Apps, your administrator can prevent published items from being shared outside of your domain. If you'd like to change this setting, you'll need to contact your administrator directly.