Learn how to share files and folders in Google Drive so others can view, comment on or edit them. The guide covers the Share dialog, adding people by email, setting Viewer, Commenter or Editor roles, sharing with Anyone with the link, and changing access later. Duration: 5 min.
Video Transcript
In this tutorial we show you step by step how to share files and folders in Google Drive so other people can view, comment on or edit them. Open Google Drive in your browser at drive.google.com.
Find the file or folder you want to share. Right-click it and choose Share, or select it and click the Share icon, the person with a plus sign, in the toolbar. The Share dialog opens.
To share with specific people, type their email addresses in the Add people box. For each person, click the role dropdown and choose Viewer, Commenter or Editor. A Viewer can only look at the file, a Commenter can add comments and suggestions, and an Editor can make changes and share it with others. Tick Notify people if you want Google to email them, then click Send.
To share with anyone using a link instead, look at the General access section at the bottom of the dialog. It is set to Restricted by default, which means only the people you added can open it. Click the dropdown and choose Anyone with the link. Then set the role for link visitors to Viewer, Commenter or Editor.
Click Copy link and paste it into an email, a chat or anywhere you like. Click Done.
Remember that when you share a folder, everyone you share it with gets the same access to every file inside it. To change access later, open Share again, click the role next to a persons name and pick a new role, or choose Remove access to stop sharing with them.
That is how you share files and folders in Google Drive.
Watch the full video above to see exactly where to click, then follow the written 8 steps underneath.
What you'll see in this video
- Right-clicking a file or folder and choosing Share
- Typing email addresses in the Add people field
- Setting Viewer, Commenter or Editor for each person
- Changing General access to Anyone with the link
- Copying the share link and managing access later
Two Ways to Share in Google Drive: People or Link
Google Drive gives you two ways to share, and they suit different situations. You can add specific people by email and give each one a role, which is best for private collaboration where you want to know exactly who has access. Or you can use link sharing by setting General access to Anyone with the link, which is best for sharing widely, like a public download or a document for a large group. Either way you choose one of three roles, explained in Google Drive Help: Viewer can only look, Commenter can add comments, and Editor can change the file and reshare it. One thing to remember is that sharing a folder shares everything inside it at the same access level, so think about folder structure before you share.
8 Steps to Share Files and Folders in Google Drive
Follow along with the video above as you work through these steps. As shown in the clip, watch where the General access section sits at the bottom of the Share dialog, and how Restricted differs from Anyone with the link.
- In your browser, go to drive.google.com and sign in. Find the file or folder you want to share.
- Right-click the file or folder and choose Share, or select it and click the Share icon (a person with a plus sign) in the toolbar. Watch where the Share button appears in the video above, you can also right-click for the same option.
- To share with specific people, type their email addresses in the Add people box. You can enter more than one at a time.
- For each person, click the role dropdown and choose Viewer, Commenter or Editor. Viewer can only look, Commenter can comment, Editor can change the file and share it.
- Tick Notify people if you want Google to email them a link, add an optional message, then click Send.
- To let anyone open it with a link, go to General access at the bottom. It is Restricted by default. Click the dropdown and choose Anyone with the link. As shown in the video, the General access dropdown sits at the bottom of the dialog and starts as Restricted.
- Choose the role for link visitors, then click Copy link. Paste the link into an email, chat or document, and click Done.
- To change access later, open Share again, click the role next to a person name and pick a new role, or choose Remove access to stop sharing with them.
Things to Keep in Mind
- Sharing a folder shares everything inside it at the same access level. Access applied to a folder is inherited by all its files and subfolders, so plan your folder structure before sharing.
- Editor access is powerful. An Editor can change the file and, by default, reshare it and change permissions for others. Give Editor only to people you trust with that control.
- Anyone with the link means exactly that. Anyone who gets the link can open the file without signing in. Keep sensitive files Restricted and share them with named people instead.
- Commenter is available for files, not folders. If you share a folder, your role choices are Viewer or Editor only.
- You can revoke access at any time. Set the link back to Restricted, or open Share and choose Remove access for a person. The change takes effect immediately.
Tips for Safe Sharing
- Use the lowest role that still does the job. Give Viewer unless the person genuinely needs to comment or edit, which keeps your files safer.
- To stop viewers downloading or printing, open Share, click the Settings gear and uncheck the download, print and copy option.
- On eligible work or school accounts you can set an expiration date so access ends automatically on a chosen day, which is handy for temporary collaborators.
- Review who has access periodically. Open Share on important files to see the People with access list and remove anyone who no longer needs it.
Frequently Asked Questions
What is the difference between Viewer, Commenter and Editor?
A Viewer can only open and read the file. A Commenter can add comments and suggestions but cannot change the content. An Editor can make changes, accept or reject suggestions and share the file with others. Commenter is available for files but not folders. Choose the lowest level that still lets the person do what they need.
What does Anyone with the link mean?
Under General access, Restricted means only the specific people you added can open the item. Anyone with the link means anyone who has the link can open it without signing in, with the role you set (Viewer, Commenter or Editor). Use Anyone with the link for broad sharing, and keep it Restricted for private or sensitive files.
If I share a folder, are the files inside shared too?
Yes. When you share a folder, everyone you share it with gets the same access to every file and subfolder inside it. Access applied to a folder is inherited by its contents. If a file needs more restrictive access, the best approach is to move it into a separate folder that you share only with the right people.
How do I stop sharing or change someone access?
Open the Share dialog again, click the role shown next to the person name, and either pick a new role or choose Remove access. To turn off link sharing, set General access back to Restricted. Changes to a folder apply to all the files and subfolders inside it.
Can I stop viewers from downloading or printing a file?
Yes. As the owner, open Share, click the Settings gear in the dialog and uncheck the option that lets viewers and commenters download, print and copy the file. You can also uncheck the option that lets editors change permissions and share the file with others.