Document sharing basics in Google Docs

 

On this page

• Share a document with specific people
• Share a link to a document
• Unshare a document
• Comment on a document
• Chat with collaborators in a document
• Make suggestions in a document

Share a document with specific people

Note: Sharing options vary by group size:

• Up to 100: You can let up to 100 people with view, edit, or comment permissions work on a Google Docs, Sheets, or Slides file at the same time.
• 100 or more: When 100 people or more are accessing a file, only the owner and some users with editing permissions can edit the file. To let more than 100 people view your file at the same time, publish it as a web page instead.

Important: If you use a Google Account through work or school, you might not be able to share files outside of your organization.

1. On your computer, go to Google Drive.
2. Select the file you want to share Share .
3. Enter the email address you want to share with. If you use a work or school account, you can share with suggested recipients.
   • Tip: To turn off suggested recipients, go to your Drive Settings . Uncheck "Show suggested recipients in the sharing dialog."
4. Decide how people can use your file. Select one:
   • Viewer
   • Commenter
   • Editor
5. If you use an eligible work or school account, click Add expiration to add an expiration date.
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.

Learn more at the Google Drive Help Center

Share a link to a document

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.

5. 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.
6. Click Done.

Learn more at the Google Docs Editors Help Center

Unshare a document

Stop sharing a document you own

1. Find the file or folder in Google Drive, Google Docs, Google Sheets, or Google Slides.
2. Open or select the file or folder.
3. Click Share or Share .
4. Find the person you want to stop sharing with.
5. To the right of their name, click the Down arrow   Remove access.
6. Click Save.

Learn more at the Google Docs Editors Help Center

Remove a link to a document you own

1. Find the file or folder in Google Drive, Google Docs, Google Sheets, or Google Slides.
2. Open or select the file or folder.
3. Click Share  or Share   Copy link .
4. Under “General access”,  click the Down arrow .
5. Select Restricted.
6. Click Done.

Learn more at the Google Docs Editors Help Center

Comment on a document

1. On your computer, open a document, spreadsheet, presentation, or video.
2. Highlight the text, images, cells, slides, or scenes you want to comment on.
3. To add a comment, in the toolbar, click Add comment .
4. Type your comment.
5. Click Comment.

Chat with collaborators in a document

1. On your computer, open a document, spreadsheet, or presentation.
2. At the top right, click Show chat . This feature won't be available if you're the only one in the file.
   1. Tip: If there are many collaborators in the file, at the top right, to the right of the avatars, there will be a blue circle showing the number of additional collaborators. Click the blue circle  Join chat .
3. Enter your message in the chat box.
4. When you’re finished, at the top right of the chat window, click Close .

Note: All chats in Google Docs, Sheets, and Slides include anyone viewing the file. The chats aren't saved.

Make suggestions in a document

1. On your computer, open a document at Google Docs.
   • Select the text you want to change. A button appears on the right margin. Click Suggest edits .
   • If you don't find Suggesting  on the toolbar, choose an option:
     • At the top right, click Editing .
     • From the drop-down, select Suggesting .
     • Click Request edit access.
     • Ask the file owner to share the document with you as a Commenter or Editor.
2. Edit the document.
   • You’ll see your change in a new color. Anything you delete will be crossed out.
   • To add more detail, click your suggestion and type a comment. Then click Reply.
3. The owner of the file will get an email about your suggestions and can decide whether to keep them.

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