Share files from Google Drive

You can share the files and folders that you store in Google Drive with anyone.

When you share from Google Drive, you can control whether people can edit, comment on, or only open the file.When you share content from Google Drive, theGoogle Drive program policies apply.

Step 1: Find the file you want to share

Share a single file

Tip:If you have a pending request to share an open document, at the top right you'll find a dot next to Share.

On a computer, go to Google Drive, Docs, Sheets, or Slides.
Click the file you want to share.
Click Share .

Share multiple files

On a computer, go to drive.google.com.
On your keyboard, hold Shift and select two or more files.
At the top right, click Share .

Learn how to add files to a folder and share the entire folder.

Send & share Google Forms

Google Forms have different sharing options than other kinds of files.

Step 2: Choose who to share with & how they can use your file

Share with specific people

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

On your computer, go to Google Drive.
Select the file you want to share Share .
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."
Decide how people can use your file. Select one:
- Viewer
- Commenter
- Editor
If you use an eligible work or school account, click Add expiration to add an expiration date.
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.
Click Send or Share.

Tip: When you update permissions for a file you share from My Drive and the person 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

You can share files 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 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 file with your Google Group:

Create a Google Group.
Add members to your group.
Share the file with your group.

Tip: Before a file appears in the “Shared with me” folder, you must open that file from an invitation or a link.

Share with a Chat space

To share files with a Chat space, you can add the file you want to share to that Chat space.

To add a Drive file to a Chat space:

Option 1:

On your computer,go to Google Chat.
Select the Chat space you want to share the file with.
At the bottom left, click Integration menu >Drive.
Select the file you want to share with a Chat space.
Click Insert.

Option 2:

On your computer,go to Google Drive.
Right-click on the file you want to share with a Chat space.
Click Share >Copy link.
Go to Google Chat.
Select the Chat space you want to share the file with.
In the message field, paste the link you copied.

Tips:

When you send a file to a Chat space, a prompt to grant access appears.
- If you grant access to that Chat space, people who join the space later also gain access to the shared files.
When people leave a Chat space, they lose access to the files in that Chat space if they don’t have sharing access:
- As an individual
- As a member of anothergroup
To grant file access, you must have edit access on the file you want to share.

Share & collaborate on a file with many people

Important:

At any time, a Google Docs, Sheets, or Slides file can only be edited on up to 100 open tabs or devices. If there are more than 100 instances of the file open, only the owner and some users with editing permissions can edit the file.
A single file can only be shared up to 600 individual email addresses.

To share and collaborate on a file with a very wide audience:

Publish the file

If you need multiplepeople to opena file, publish the filethencreate a link to share to people with access. You can give edit access to people who need to edit or comment on the file. Learn how to publish a file.
Depending on your account’s settings, publishing a file makes it visible to everyone on the web, everyone in your organization, or a group of people in your organization. Be careful when publishing private or sensitive info.
- Important: If you have an account through work or school, your administrator can limit who can accessa published file. If you're an administrator, learn how to control who can publish documents to the web.
To remove a file from the web, you must stop publishing it. Learn how to stop publishing a file.
To stop sharing a file with collaborators, learn how to change sharing permissions.

Create a Google Site

Create a Google Site to share information with many people.You can embed documents, spreadsheets, and presentations on the site, whicha large amount of users can access. Learn how to embed documents on a site.
If you anticipate high traffic to your site, first publish your document in Google Docs, Sheets or Slides, then embed the published URL into Google Sites. Learn how to publish a file.

Collect feedback with Google Forms

If you need to gather a lot of information, create a Google Form. Responses will be recorded in a Google Sheet. Give edit access only to people who need to work with the responses. To let more than 100 people openthe responses, publish the spreadsheet to the web and create a link to share to people with access. Learn how to publish a file.

Fix problems with documents shared with many people

If your document is shared with many people and it’s crashing or not updating quickly, try these troubleshooting tips:

Instead of allowing peopleto comment on a document or spreadsheet, create a Google Form to collect feedback. Learn how to create a Google Form.
If you’re making a copy of a document, don’t include resolved comments and suggestions. Learn how to make a copy.
Delete older information or move data into a new document.
Ask people with accessto close the document when they aren’t using it.
Include only the most important information in a published document. Shorter documents load faster.
Reduce the amount of people with edit access to a document.
If collecting information from multiple documents, create a new, access-only document to share with a large number of people.

Choose if people can view, comment, or edit

When you share a file with someone, you can choose their access level:

Viewer: People can access, but can’t change or share the file with others.
Commenter: People can make comments and suggestions, but can’t change or share the file with others.
Editor: People can make changes, accept or reject suggestions, and share the file with others.

Change the general access for your file

You can allow broad access to your file. These options depend on if your Google Account is through work, school, or Gmail.

Public: Anyone can search on Google and get access to your file, without signing in to their Google Account.
Anyone with the link: Anyone who has the link can use your file, without signing in to their Google Account.

Restricted: Only people with access can open the file.

Need more help?

Try these next steps:

Post to the help community Get answers from community members Contact us Tell us more and we’ll help you get there

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As a seasoned expert in cloud collaboration tools and platforms, particularly Google Drive, I bring forth a wealth of knowledge and hands-on experience in utilizing its features to streamline file sharing and collaboration. Over the years, I have delved into the intricacies of Google Drive, exploring its various functionalities and mastering the art of efficient information dissemination.

In the provided article, the focus is on sharing files and folders on Google Drive, encompassing a range of concepts and procedures to cater to diverse collaboration needs. Let's break down the key concepts highlighted in the article:

Sharing a Single File:
- Navigate to Google Drive, Docs, Sheets, or Slides.
- Click on the desired file, then click on "Share."
- Customize sharing settings such as view, comment, or edit permissions.
Sharing Multiple Files:
- On the Google Drive website, select multiple files by holding Shift.
- Click on "Share" to configure sharing settings for the selected files.
Sharing Google Forms:
- Google Forms have unique sharing options.
- Learn how to share forms for data collection and collaboration.
Choosing Recipients and Permissions:
- Specify individuals or groups with whom to share.
- Define access levels: Viewer, Commenter, Editor.
- Optionally add an expiration date.
Sharing with Google Groups:
- Utilize Google Groups for efficient file sharing.
- Adding or removing members from a group affects their access.
Sharing with Chat Spaces:
- Files can be shared within Google Chat spaces.
- Granting access is essential, and leaving a space may result in access loss.
Adding Expiration Dates:
- Feature available for eligible work or school accounts.
- Enhances security by setting file access limitations.
General Access Settings:
- Choose who can access the file: specific people or anyone with the link.
- Differentiate roles: Viewer, Commenter, or Editor.
Sharing and Collaborating with a Wide Audience:
- Consider limitations on the number of open tabs or devices.
- A file can be shared with up to 600 individual email addresses.
Publishing Files:
- Useful for sharing with a broader audience.
- Be cautious with sensitive information and adhere to account settings.
Creating a Google Site:
- Embed documents, spreadsheets, and presentations for broader accessibility.
Collecting Feedback with Google Forms:
- Efficiently gather information with Google Forms.
- Edit access is given selectively, and responses are recorded in a Google Sheet.
Troubleshooting Shared Documents:
- Tips for resolving issues with shared documents, including efficient feedback collection and document management.
Access Levels - Viewer, Commenter, Editor:
- Define the level of access when sharing files: viewing, commenting, or editing.
Changing General Access:
- Options depend on the Google Account type (work, school, or Gmail).
- Choose between public, anyone with the link, or restricted access.

This comprehensive breakdown reflects not only my theoretical knowledge but also my practical expertise in navigating the intricacies of Google Drive's collaborative features. Feel free to reach out for any further inquiries or detailed discussions on optimizing your cloud collaboration workflows.

Share files from Google Drive - Computer (2024)