How to share Google Docs, Sheets, and Slides

Read the G Suite application tips on how to add a collaborator, obtain a link, adjust access, set access expiration dates and transfer ownership of the file.

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Illustration: Andy Wolber / TechRepublic

Core G Suite applications, such as Google Docs, Sheets and others, have an outstanding ability to share. Collaboration capabilities in these applications offer some of the strongest ways for people to work together on documents, spreadsheets and presentations.

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The two main ways to share a G Suite file are to add an email address or get a link; These methods are subtly different. When you add an email address, the person associated with that address gains access to your file. When you enable sharing with a link, access can be shared more broadly, if desired, and if your organization's settings allow.

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If you use G Suite to collaborate, this is what you need to know to share files.

Important note: The default G Suite sharing setting is that all new files are private and accessible only to the creator, although new files created in a shared folder or drive will be available to people with permission to access shared folder or drive. However, a G Suite administrator can adjust the default configuration of the share on the entire system; For more information, read 3 sets of G Suite security and privacy settings that every administrator should review. Default values ​​can vary from extremely restrictive, which prohibits sharing them outside the organization, to relatively open, which could make all new files available for anyone in the organization to search for.

Figure A

To share from Google Documents in a web browser, select Share (top right), then add an address or get a link (bottom left). Advanced options (bottom right) allow you to adjust access levels, among other controls.

"data-credit =" http://www.techrepublic.com/ "rel =" noopener noreferrer nofollow ">   Above: cropped screenshot to show the Share button in the upper right corner. Lower left : standard shared box for name / email entry Lower right: screenshot of the advanced sharing option

To share from Google Docs in a web browser, select Share (top right), then add an address u get a link (bottom left) Advanced options (bottom right) allows you to adjust access levels, among other controls.

How to share a file, sheet or Google Doc slide with a name or an email address

You can share a Google document, sheet or slide file with a colleague or anyone with an email address from the web and mobile applications. Open the file you want to share, so follow these steps.

1. Select Share
In a web browser, select the Share button (in the upper right corner). In mobile applications, during editing, touch the three-point menu (horizontal points on iOS, vertical on Android) in the upper right corner, touch Share and export, then touch Share ( Figure A ). [19659008] Figure B

To share a Google document from the Android mobile application, touch the vertical three-point menu (left), touch Share and export (center left), touch Share (center right), then enter the email addresses of contributors (right).

"data-credit =" http://www.techrepublic.com/ "rel =" noopener noreferrer nofollow ">   Screenshot of each step described in the Google Docs application on Android". data-original = "https://tr1.cbsistatic.com/hub/i/r/2019/10/11/80dd21c3-f710-4123-848a-6a5af4338ff1/resize/770x/24f383e48c84dda7bd4b9d25c72cdff9/4step-android-gdocs-share .jpg

To share a Google Doc from the Android mobile application, touch the vertical three-point menu (left), touch Share and Export ( center left), touch Share (center right), then enter the email addresses of the collaborators (right).

2. Add a person
Enter the email address of each person with the you want to share access ( Figure B ) When you type a part of the name of a person in your organization or a person in your Google Contacts, the system will show possible matches that you can select (or touch).

3. Optional: Set function
So By default, the people you add will get access as Editor, which means they can make changes to your document. You can choose to reduce this access to Comment, which allows people to add and respond to comments about the file, or Viewer, which provides access, but prevents comments and changes.

In a web browser and Android mobile application, select (or tap) the pencil icon, then choose You can edit, you can comment or you can see. In the iOS mobile app, tap the pencil icon, then tap Editor, Commentator or Viewer.

4. Optional: Add message
Although it is optional, you can choose to add a short message to explain why you shared the document with the person.

5. Send
To send the invitation to share, select Send on the web or touch the icon that looks like a paper plane icon in Android or iOS mobile applications ( Figure C ).

Figure C

To share a Google document from the iOS mobile application, touch the horizontal three-point menu (left), touch Share and export (center left), touch Share (center right), then enter the email addresses of collaborators (right).

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To share a Google document from the iOS mobile application, touch the three-point horizontal menu (left), touch Share and export (center left), touch Share (center right), then enter the email addresses of the contributors (right).

How to get a link to share

Alternatively, you can use a link to share access to the files As indicated above, open the file you want to share, then follow these steps.

To obtain a link within the G Suite mobile applications (eg, Drive, Documents, Cáda sheets calculation and Presentations) while in edit mode, touch the three buttons. Point menu (horizontal points on iOS, vertical on Android) in the upper right corner, touch Share and export, then move the slider by Share link to the right to enable it. This activates link sharing and copies the link to the clipboard. Then you can paste the link somewhere else. In general, the link you get in this way will only allow people within your organization to access the file ( Figure D ).

Figure D

From Google Docs in a web browser, you can select an access level for your link.

"data-credit =" http://www.techrepublic.com/ "rel =" noopener noreferrer nofollow ">   The screenshot shows 5 options: Public on the web, Anyone with the link, any person from the organization, any person from the organization with the link or only specific people. " data-original = "https://tr2.cbsistatic.com/hub/i/r/2019/10/11/162b8b3b-54d7-4957-99f4-d04062dc7190/resize/770x/1e2053d7fb7b1e7f386cac738a0790b0/linkshare-browing-vlinks-v-seg .jpg

From Google Docs in a browser web, you can select an access level for your link.

To get a link to share while working with G Suite applications in a web browser, select Share, then select Advanced, then Change (to the right of the information on application access, which in most cases will be shown as Private by default) .You can then select the access level.You can see up to five options: Public on the Web, Anyone with the link, Any in your organization, Any in your organization with TheLlink, or Private Select an option, then choose Save.

Additional controls for G Suite sharing

Expired shared access can be configured for people with comments or access views ( Figure E ). In a web browser, select Share, then Advanced, then select the pencil icon next to any collaborator, then select Set expiration. Select 7 days, 30 days or other personalized date of your choice. You must select Save changes after this setting. If you set an expiration date for an account with edit access, that account will be downgraded to an account with comment access.

Figure E

You can set due dates for people with comments or view access within Google Docs in a web browser. Go to Share> Advanced> then select the pencil icon. Choose Set expiration, then select the duration. Be sure to save the changes when finished.

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