Get started with Drive

6. Share and collaborate in My Drive

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After you share Google Drive files or folders, you can work on them with teammates or even people outside of your company.

In this section, you learn how to:

6.1 Share files and set access levels and visibility
6.2 View Drive activity and file details
6.3 Collaborate with Google Docs editors

6.1 Share files and set access levels and visibility

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On the web

Share a file or folder with specific people and set access levels:

  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 a link to a file or folder and set access levels:

  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.

Share files in Drive


See who a folder is shared with:

  1. In Google Drive, double-click the shared folder to open it.
  2. Hover over People  to get a quick look at the folder sharing settings, including who owns the folder and permissions, such as View View folder details or Edit Edit access.


Change permissions on a shared file or folder you own:

  1. In Drive, click a file or folder, then click Share Share.
  2. Click Advanced.
  3. Change permissions as desired.
  4. Click Save changes and click Done.


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.


Delete a link to 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.

  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.

 

6.2 View Drive activity and file details

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On the web

You can keep track of changes to items created in or uploaded to Drive. You can also see specific information about your files and folders. To view the activity for a specific file or folder, select the file or folder and click Information .

See Drive activity on the Activity tab:

You can see changes to items in Drive, such as:

  • Who uploaded, copied, moved, or removed the item.
  • Who shared or unshared the item.
  • Who commented in, edited, or renamed the item.
  • People affected by the change.


See Drive activity on the Details tab:

  1. In Drive at the top of the Activity pane, click Details to see information and changes, such as:
    • File type and owner.
    • Folder size and number of items.
    • Person who last modified, created, or opened the item.
  2. Click Edit to add a description of the item.

See a file

6.3 Collaborate with Google Docs editors

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On the web

In Google Docs, Sheets, Slides, Forms, and Google Sites, you can work together in the same document in real time. Commenting on any file brings a conversation into context so you avoid back-and-forth email and lost time.

Just click New and select one of the file types below. Now all you need to do is share the file with your team to collaborate on a draft or key issue.

Editor Description Example uses
Docs Google Docs Text documents Proposals, reports, shared meeting notes
Sheets Google Sheets Spreadsheets Project plans, budget sheets
Slides Google Slides Presentations Pitch decks, training modules, team presentations
Forms Google Forms Surveys Customer satisfaction surveys, group polls
Drawing Google Drawings Shapes, charts, and diagrams Flowcharts, organizational charts, website wireframes, mind maps
Sites Google Sites Websites Team sites, project sites, resume sites

Cascading Slides, Sheets, and Docs files opened

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