Share a final 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 .

  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, at the top of Drive, click Newand 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 Editor 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 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.

" "2  Share the document

2.1 Share the document from Drive

Share a file or folder with specific people:

  1. Select the file you want to share.
  2. Click Share or Share Share.
  3. Under "Share with people and groups," enter the email address you want to share with. 
    • Important: If you share with an email address that isn’t a Google Account, they can only view the file.
  4. To change what people can do to your doc, on the right, click the Down arrow Down and then Viewer, Commenter, or Editor.
  5. Choose to notify people.
    • If you want to notify people that you shared a doc with them, check the box next to Notify people. If you notify people, each email address you enter will be included in the email.
    • If you don't want to notify people, uncheck the box.
  6. Click Share or 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.

    In Docs, Sheets, or Slides, at the top, click Share.

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

  2. (Optional) To specify what people can do with your file when you share it, under your organization name, click Change:
    • To change the permission, at right, click the Down arrow "" and select Viewer, Commenter, or Editor.
    • To allow sharing the link outside of your organization, next to your organization name, click the Down arrow ""and thenPublic.

      Note: If you don't see this option, contact your G Suite administrator.

  3. Click Copy link.
  4. Click Done.
  5. Paste the link in an email, on a website, or wherever you need to share it.
2.2 (Optional) Set expiration limits for your document
  1. Open the homescreen for Google Drive, Google Docs, Google Sheets, or Google Slides.
  2. Click Share.
  3. Share the file with a user or select the user you'd like to give temporary permissions to.
  4. Click the Down arrow Down and then Give temporary access.
  5. Next to "Access expires," click the number of days to change the expiration date. Choose a date within one year of the current date.
  6. Click Save.

2.3 Prevent editors from re-sharing and changing access permissions

If you’re sharing a file, the owner or anyone with edit permissions can change the sharing settings for the file. To make it so only you can share:

  1. Open the homescreen for Google Drive, Google Docs, Google Sheets, or Google Slides.
  2. Click Share or Share Share.
  3. At the top, click Settings Settings.
  4. Uncheck Editors can change permissions and share.
  5. Click Done.

Share files in Drive

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

To prevent viewers and commenters from printing, copying, or downloading your file:

  1. Open the homescreen for Google Drive, Google Docs, Google Sheets, or Google Slides.
  2. Select one or more files you want to limit.
  3. Click Share or Share Share.
  4. At the top, click Settings Settings.
  5. Uncheck Viewers and commenters can see the option to download, print, and copy.
  6. Click Save and then Done.

Limit sharing

" "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 "".
  2. To the right of the person or group you want to change, click the Down arrow ""and thenViewer.
  3. Click Save.

If you shared the file with your organization:

  1. In Drive, right-click the file and select Share "".
  2. Under Get link, at the right, click the Down arrow ""and thenViewer.
  3. Click Done.
Name a sheet
3.2 Stop sharing the document

From Drive:

Stop sharing a file or folder you own:

  1. Open the homescreen for Google Drive, Google Docs, Google Sheets, or Google Slides.
  2. Select a file or folder.
  3. Click Share or Share Share.
  4. Find the person you want to stop sharing with.
  5. To the right of their name, click the Down arrow Down and then Remove.
  6. To save changes, click Save.


Remove a link to a file or folder you own:

  1. Open the homescreen for Google Drive, Google Docs, Google Sheets, or Google Slides.
  2. Open or select a file.
  3. Click Share or Share Share and then Get link,
  4. Under “Get Link”,  click the Down arrow Down.
  5. Select Restricted.
  6. 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. Under Get link, click Change.
  4. Next to your organization name, click the Down arrow ""and thenRestricted.
  5. Click Done.

Unshare files with individuals:

  1. In a shared drive, click the file you want to unshare.
  2. Click Share Share.
  3. Next to the person, click the Down arrow ""and thenRemove.
  4. 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 "".
  2. Under Who has access, find the person you want to remove.
  3. Next to the person’s name, click Delete""and thenSave changesand thenDone.

 

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.

3.4 See who's viewed your document
  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.

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

See a file

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