Share a final document

At a glance" "

1. Before you share the final document

" " 2. Share the document " " 3. After you share the document

1.1 Use Cloud Search to find co-workers

1.2 Decide where to share the document from

 

2.1 Share the document from Drive

2.2 (Optional) Set expiration limits for your document

2.3 Prevent editors from re-sharing and changing access permissions

2.4 Prevent commenters and viewers from downloading, printing, or copying files

 

3.1 Mark a document as final and make it view-only

3.2 Stop sharing the document

3.3 Handle new access requests

3.4 See who’s viewed your document

" "
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" "1  Before you share the final document

1.1 Use Cloud Search to find co-workers

Decide who you want to share the file with and find co-workers using Cloud Search.

  1. Open Cloud Search and in the search box, enter the person’s name.

  2. At the top of the person’s profile card, select Start a conversation Start a Hangout or Email Email.

  3. Click Reports to to see the profile card of the person’s manager.

  4. On mobile, tap the phone number to call them.

  5. (Optional) You can also do a search using everyday words, such as jane’s phone number. You get an answer card with the phone number for your colleague named Jane. If more than one person has the name, under Looking for someone specific?, click a different name.

Note: You can see additional contact and manager information if your admin has added these profile details to user accounts.

Find and contact a person
1.2 Decide where to share the document from

If you’re sharing with a few specific people, you can add it to your own Drive and share it from there.

You can also add it to a shared drive if you have the G Suite Enterprise, Business, or Education editions and share it with everyone who has access to the shared drive.

To share the document more widely with your entire organization or to share it publicly, add it to Google Sites.


Add the document to Drive:

  1. Go to Drive.
  2. Click Plus Newand thenFile upload or Folder upload, and then choose the file or folder you want to upload.
  3. Click Open.

Upload files to Drive
 

Add the document to a shared drive:

Requires at least Contributor access

Any files you add are owned by the team. If you leave the shared drive, your files remain.

  1. On the left, click a shared drive.
  2. Drag an existing file (that you own*) from your computer or from My Drive into a shared drive. Or, click Plus New and choose an option:
    • To create a file, select the file type you want to create, such as Google Docs.
    • To upload a file, click File upload. Navigate to the file and open it.
  3. Double-click a file to open and edit it.

*If you don't own the file but have Can edit access in Drive, you can move it to a shared drive if your G Suite administrator has allowed this option.

Note: To store and access files on your desktop, use Drive File Stream. See Get started with My Drive.

Add shared files
 

Add the document to Sites:

  1. Go to Google Sites and open the site and page where you want to add the file.
  2. Click Insert and then Docs, Slides, or Sheets to choose a file on your Drive.

Embed any file from Drive or the contents of a folder stored in Drive. If you make changes to your files in Drive, the same changes automatically show in Sites.

Insert content from the page or through the menu

" "2  Share the document

2.1 Share the document from Drive

Share a file or folder with specific people:

  1. In Drive, right-click the file or folder you want to share and select Share Share.

    Note: You can only share files that you own or have edit access to.

  2. Under People, enter the email address of the person or group you want to share with.

    Note: If you can't add people outside of your company or organization, contact your G Suite administrator.

  3. Click Edit Edit and choose the access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.

    Everyone you share with receives an email with a link to the file or folder.

  4. (Optional) To add a note to the email, enter your note. To skip sending an email, uncheck the Notify people box.
  5. Click Send.

Share files in Drive


Share a link to a file or folder:

  1. In Drive, right-click the file or folder you want to share and select Share Share.

    Note: You can only share files that you own or have edit access to.

  2. At the top right, click Get shareable link.
  3. Click Anyone at your organization with the link can view and choose an access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.
  4. Click Copy link.
  5. Click Done.
  6. Paste the link in an email or any place you want to share it.
2.2 (Optional) Set expiration limits for your document
  1. In Drive, open the file.
  2. Click Share.
  3. If the file isn’t already shared, share it.
  4. Click Advanced.
  5. Hover over the person’s name and click Set expiration History on.
  6. Change the access expiration date.
  7. Click Save changes and then click Done.
Note: You can’t set the expiration for the current day. If you need to restrict access immediately, just unshare the file.

Click Share to open the window where you add people, then click Send

2.3 Prevent editors from re-sharing and changing access permissions
  1. In Drive, select a file or folder that you own.
  2. At the top, click Share Share.
  3. At the bottom, click Advanced.
  4. Check the Prevent editors from changing access and adding new people box.

    People with Can comment or Can view access already can’t add new people or change access permissions. Now people with Can edit access also can’t do these things either.

  5. Click Save changes.
  6. Click Done.

Share files in Drive

2.4 Prevent commenters and viewers from downloading, printing, or copying files
  1. In Drive, Docs, Sheets, or Slides, select a file that you own.
  2. Choose an option:
    • In Drive, at the top, click Share Share.
    • In Docs, Sheets, or Slides, click Share.
  3. At the bottom of the Share with others box, click Advanced.
  4. Check the Disable options to download, print, and copy for commenters and viewers box.
  5. Click Save changes.
  6. Click Done.

Click Share to open the window where you add people, then click Send

" "3  After you share the document

3.1 Mark a document as final and make it view-only

You can rename a document to mark it as final and then change the permissions on it to view-only. People can view the content but won’t be able to make changes.

Rename your document in Docs, Sheets, or Slides to mark it final:

  1. Open the file and at the top, click the file name.
  2. Before the file name, enter [Final] or [Archived].
  3. Press Enter.

Change your document to view-only:

If you shared the file with specific people or a group:

  1. In Google Drive, right-click the file and select Share Add people.
  2. In the Share with others box, in the People section, click the person’s name.
  3. Next to the person’s name, click Edit Edit and select Can view.
  4. Click Done.
  5. Repeat steps 1–2 for any other people or groups.

If you shared the file with your organization:

  1. In Drive, right-click the file and select Share Add people.
  2. At the bottom of the Share with others box, click Advanced.
  3. In the Who has access section, click Change.
  4. Choose an option to determine how links to the file are shared with people in your organization:
    • On (for whole organization)—Anyone at your organization can find and access the file.
    • On (for anyone with link)—Anyone at your organization who has the link can access the file.
    • Off (except for specific people)—Only the document owner can share the link.
  5. Next to Access: Anyone within your organization, select Can view.
  6. Click Save.
Name a sheet
3.2 Stop sharing the document

From Drive:

Stop sharing a file or folder you own:

  1. In Drive, select the shared file or folder.
  2. Click Share Share.
  3. At the bottom, click Advanced.
  4. Next to the person you want to stop sharing the file or folder with, click Remove Remove.
  5. Click Save changes.


Delete a link to a file or folder you own:

  1. In Drive, select the linked file or folder.
  2. Click Share Share.
  3. Click Anyone at your organization with the linkand thenOff - only specific people can access.
  4. Click Done.

From a shared drive:

Unshare files with your organization:

  1. In a shared drive, click the file you want to unshare.
  2. Click Share Share.
  3. Click Who has access.
  4. Next to Link Sharing, click Turn off Turn off.
  5. Click Done.

Unshare files with individuals:

  1. In a shared drive, click the file you want to unshare.
  2. Click Share Share.
  3. Click Who has access.
  4. Next to the shared drive, click the Down arrow Down Arrow.
  5. Next to the person, click the Down arrow Down Arrowand thenRemove.
  6. Click Done.

Note: Group settings can override individual settings. So, if you try to unshare a file with a person who belongs to an organization or group with access to the file, this person can still access the file.

From Sites:

Stop sharing a site:

  1. Open a site and at the top, click Share Add people.
  2. Under Who has access, find the person you want to remove.
  3. Next to the person’s name, click DeleteDeleteand thenSave changesand thenDone.

People with access appear in a list under "Sharing Settings," with the "Save changes" option at bottom

3.3 Handle new access requests

Anyone can request access to your document by emailing you and asking for access or clicking the link to the document.

If they don’t already have access, they’ll see a “You need permission” message. They can click Request access, and you’ll get an email asking for your approval. If you want to share the document with that person, follow the instructions in Share the document.

Share files

3.4 See who's viewed your document

Note: This feature is available for G Suite Business and Enterprise users only (when G Suite administrator permissions allow).

  1. In Docs, Sheets, or Slides, open the file.

    Note: You will need to have edit access for the file to see the Activity dashboard data.

  2. Click Toolsand thenActivity dashboard.
  3. You can see information about the activity on your file, including:
    • Shared with tab: Shows people you’ve shared the file with. You can also email collaborators.
    • All viewers (organization) tab: Shows people in your organization who have viewed the file.
    • Viewer trend tab: Shows a chart of viewers over time.
  4. (Optional) If you don’t want your view history to appear in Activity dashboard, click Privacy Settings and choose an option:
    • Turn off view history for all files: Under Account setting, turn off Show my view history for all Docs, Sheets and Slides files.
    • Turn off view history for one file: Under Document setting, turn off Show my view history for this document.
  5. Click Save.

See a file

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