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3. Share and collaborate on files

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Share your documents, spreadsheets, and presentations with your team or people outside your company. People can make changes at the same time, and you can see their changes as they happen.

You can share with people who aren't on G Suite, too.

In this section, you learn how to:

3.1 Share files in Drive, Docs, Sheets, or Slides
3.2 Unshare files in Drive, Docs, Sheets, or Slides
3.3 Add comments and replies in Docs, Sheets, or Slides
3.4 Suggest edits in Docs
3.5 Chat with people directly in Docs, Sheets, or Slides

3.1 Share files in Drive, Docs, Sheets, and Slides

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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.

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

    Note: If you don't see this option, 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.

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

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. 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.

3.2 Unshare files in Drive, Docs, Sheets, or Slides

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Stop sharing a file or folder you own:

  1. In Drive, select the shared file or folder and click 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. At the bottom, click Advanced.
  3. Next to the person you want to stop sharing the file or folder with, click Remove Remove.
  4. 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.

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

3.3 Add comments and replies in Docs, Sheets, or Slides

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  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Open the Comment box and enter text, with the option to assign a task to someone

3.4 Suggest edits in Docs

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Note: This feature is only available in Google Docs.

In Docs, you can also propose changes directly in the document without editing the text by suggesting an edit. Your suggestions won’t change the original text until the document owner approves them. You must have edit or comment access to the document to suggest changes.
1 In the top corner, make sure you’re in Suggesting mode, which may also appear as Suggest.
2 To suggest an edit, simply begin typing where you think the edit should be made in the document. Your suggestions appear in a new color, and text you mark to delete or replace is crossed out (but not actually deleted until the document owner approves the suggestion).
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The document’s owner will receive an email with your suggestions. When they click any suggestion, they can Accept Checkmark or Reject Close it.

Suggest edits

3.5 Chat with people directly in Docs, Sheets, or Slides

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You can collaborate within documents, spreadsheets, or presentations over chat, too. If more than one person has your file open, just click Show chat Show chat to open a group chat. You can get instant feedback without ever leaving your file.

Open a chat

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