Share folders in Google Drive


               

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Here's what people can do with a folder after you share it with them:

  • Can organise, add and edit: If they're signed in to a Google Account, people can open, edit, delete or move any files within the folder. People can also add files to the folder.
  • Can view only: People can see the folder and they can open all the files within the folder.

More about folder sharing:

  • When you share or change permissions for a folder, the files and subfolders inside are updated with the new sharing settings. Files added to a folder at a later date will inherit permissions from the folder in addition to any permissions directly added to the files.
  • Note: If you share or unshare folders with a lot of files or subfolders, it might take time before all permissions change. If you change a lot of edit or view permissions at once, it might take time before you see the changes.

Tip: In the meantime, to provide folder access for new collaborators, use the sharing URL of a file nested deeply inside the folder.

  • Storage is counted against the person who uploaded the file, not the owner of the folder.
  • When you manage large folder structures, child and parent folder permissions can be different. You can override inherited permissions of child folders to be different from the parent folder. You can also remove parent permissions from a child folder.

Choose who to share with

Share with specific people
  1. Go to Google Drive.
  2. Select the folder that you want to share.
  3. Select share Add approver .
  4. Enter the email address or Google Group that 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 Settings. Untick 'Show suggested recipients in the sharing dialogue'.
  5. To decide what role people will have with your folder, select Viewer, Commenter or Editor.
  6. If you use an eligible work or school account, click Add expiry to add an expiry date.
    • Tip: Expiry dates for folders are available for Viewer and Commenter roles in My Drive.
  7. Choose to notify people.
    • If you want to notify people that you have shared an item with them, tick the box next to 'Notify people'. If you notify people, each email address that you enter is included in the email. If you don't want to notify people, untick the box.
  8. Select Send or Share.

Tip: When you update permissions for a file that you share from My Drive and the person who you share with doesn't have permissions, you can update permissions for:

  • The folder that contains the file
  • Only the file itself
Share with a group of specific people

Share with a Google Group

In Google Drive, you can share folders with Google Groups instead of specific people. When you:

  • Add a member to a group: That person gains permission to access the files and folders that the group has.
  • Remove a member from a group: That person loses permission to access the files and folders that the group has.

To share a folder with your Google Group:

  1. Create a Google Group.
  2. Add members to your group.
  3. Share the folder with your group.

Tip: Before a folder appears in your 'Shared with me' folder, you must open that folder from an invitation or a link.

Share with a Chat space

In Google Drive, to share folders with a Chat space, you can add the folder that you want to share directly to that Chat space or share a link to the Google Drive folder. 

To share a folder with a Chat space in Google Chat:

  1. On your computer, go to Google Chat.
  2. Select the Chat space that you want to share the folder with.
  3. At the bottom left, click Integration menu  and then Drive .
  4. Select the folder that you want to share with a Chat space.
  5. Click Insert.

To share a folder from a link in Google Drive:

  1. On your computer, go to Google Drive.
  2. Right-click on the folder that you want to share with a Chat space.
  3. Click Get link and then Copy link and then Done.
  4. Go to Google Chat.
  5. Select the Chat space that you want to share the folder with.
  6. In the message field, paste the link that you have copied.

Tips:

  • When you send a folder to a Chat space, a prompt to grant access will appear.
    • If you grant access to that Chat space, people who join the space later also gain access to the shared folders.
  • When people leave a Chat space, they lose access to the folders in that Chat space if they don't have sharing access:
    • As an individual
    • As a member of another group
  • To grant folder access, you must have edit access on the folder that you want to share.
Allow general access to the folder

You can decide if your folder is generally available 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. On your computer, go to Google Drive.
  2. Click the folder that you want to share.
  3. Click share Add approver .
  4. Under 'General access', click the down arrow Down arrow.
  5. Choose who can access the folder.
    • Tip: If you use your Google Account for work or school, you can choose to only share files and folders with a specific audience, like your department. When you hover over the group name, you can find a description of each audience.
  6. To decide what role people will have with your folder, select Viewer, Commenter or Editor.

Change sharing permissions for shared folders

Edit, comment or view shared files

When you share a folder, the files and subfolders inside are updated with the new sharing settings. Depending on how you've shared the folder, the people who you have shared with will have access to the files inside:

  • Editor: People can open, edit, delete or move any files within the folder. People can also add files to the folder.
  • Commenter : People can make comments and suggestions on files in the folder, but can't change or share items in the folder with others.
  • Viewer: People can see the folder and they can open all files within the folder.

After you have shared the folder, you can change how the files inside are shared.

Add an expiry date
Make someone else the owner of a folder

When you transfer ownership of a folder, the files inside keep their original owner. To change the owners of more than one folder:

  1. On your computer, go to drive.google.com.
  2. Select the folder for which you want to change owners.
    • To select multiple folders, hold Shift and click the folders that you want.
  3. At the top right, click share Add approver .
  4. To the right of the person's name, click the down arrow Down arrow.
  5. Click Transfer ownership.
  6. Click Yes.

After you have made someone else the owner of a folder, you can edit the folder until the new owner decides to change your access.

Files deleted from shared folders

When someone deletes a file from a shared folder, only the owner can access it.

To retrieve a deleted file from a shared folder:

  1. On your computer, go to drive.google.com.
  2. At the top, click Search Drive.
  3. Type in the name of the file.
  4. Right-click the file.
  5. Click Add to My Drive Add to My Drive.

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