Google Drive, the cloud storage service, is a pretty special tool. It allows you to save various types of files in the cloud and share these files and folders with others. That means you can easily collaborate with others using Drive.
However, Drive contains different types of files like Documents, Forms, Spreadsheets, etc, and the way we share these files is also different. For example, one person would give a friend permission to edit a file, but you’d have to think twice before granting that permission to someone you don’t know.
To make your sharing process a little easier, here we present a detailed guide on the Google Drive sharing process and its permissions. Let’s check it out.
- 1 Types of file and folder sharing in Google Drive
- 2 Permission type
- 3 How to share Google Drive files on desktop and mobile apps
- 4 Change and Revoke Sharing Permissions
- 5 Does file or folder sharing grant access to all other files and folders
- 6 Identify shared files
- 7 Find files shared with me
- 8 right right
Types of file and folder sharing in Google Drive
There are three ways to share files and folders in Drive.
If the person is in your Google contacts, simply enter their name in the available options and they will be notified via email. This method also works for non-Google contacts if they are in your contact list.
Sometimes we want to share a file with someone who is not on our contact list, such as a new customer. In such situations, you can create a link and then share it with others. Anyone with the link can access the shared file.
3. Publish files to the Internet
Files from tools like Google Docs, Sheets, Slides & Forms can be embedded into web pages for all to see. It’s the third type of sharing allowed by Google Drive called Public on the web.
Note
Permission type
Drive offers three types of permissions.
1. Editable
This permission is set by default when you share files with your contacts using the first method mentioned above. With this permission, others who have access to the files can edit them, i.e. make changes to them. Also, it is very important to note that they can also share files with others.
In the case of folders you will find the ‘Sortable, add and edit’ permission. That is, others can perform all editing and organizing tasks on the files contained in the folder, such as adding, editing, deleting, and moving files.
Note:
Use this permission when you want to collaborate with others and when you trust the people with whom you are sharing files. For example, if you are working on a college project with your friends.
2. Can watch
Obviously, with this permission, others won’t have permission to edit any individual files. They can only open and view the files inside the folder, but cannot make any changes to them. They also can’t share files with others.
Use this when you only want others to see the data. For instance, it can be used to share a folder with images in it. That way, others can easily view the photos without deleting or modifying them in any way.
Note:
3. Can comment
Available only for files, this permission is a modified version of the Viewable permission because it allows others to add comments and suggestions. However, they cannot edit the file or share it with others. It can be said that it has more permissions than Can View but less than Can Edit.
Let’s start with the desktop first.
Computer
The steps are different for different types of shares.
On the desktop, open Drive and right-click the file you want to share. Then select Share from the menu.
In the box that pops up, enter the initials of the contact you want to share the file with. Google will automatically show similar contacts. Select one. You will find the permissions box right next to the email box. Click on it to select the required permissions.
To create a shareable link, there are two methods.
In the first method, click on the Get shareable link option in the pop-up box above.
On the next screen, you will see a link with the ability to set permissions. Copy the link and paste it wherever needed. Click the permission box to change permissions.
In the second method, right-click the file in Drive and select Get shareable link. A box will open. Click Sharing Settings to modify permissions.
Public file
To embed a file, follow any of the two methods mentioned above to create a shareable link. In the Share with others box, click the permissions box and select Add.
On the next screen, select the option Public on the web.
Mobile application
Here’s how to share files on Android and iPhone.
Step 1: Open the file you want to share and tap the three-dot icon in the upper right corner. Select Share & Export from the menu.
Step 2: Tap Share and enter the contact’s name. Then hit the submit button at the top.
To create a shareable link, follow step 1 and then select Share link from the menu. The link will be copied to the clipboard. Once you have the link, paste it wherever needed, such as WhatsApp. To copy the link in the future, follow step 1 and select Copy link from the menu.
Alternatively, tap the three-dot icon below the file name on the app’s home screen and select the required option.
Change and Revoke Sharing Permissions
Once you’ve shared a file or folder with others, that doesn’t mean you can’t change its permissions.
Here’s how to do it.
Computer
Step 1: Right-click the shared file or folder and select Share from the menu.
Step 2: To disable link sharing or change permissions, click the “Anyone with the link” box. Now change permissions or turn off link sharing.
Step 3: To revoke an individual’s permissions, click Advanced in the pop-up box above.
Step 4: Use the available options to revoke or change permissions.
Mobile application
Step 1: Open the shared file and tap the three-dot icon at the top. Select Share & Export from the menu.
Step 2: If you want to turn off link sharing, tap the switch next to Share link. To see who has access to the file and to change permissions, tap Share.
Step 3: Click on the icons available in the “People with access” section at the bottom.
Does file or folder sharing grant access to all other files and folders
Are not. Other people can only access files or folders that you share. In case there is a folder, all the files inside it will also be shared.
While there’s no dedicated screen to see all the files you’ve shared with others, you can identify them by the shared icon that displays next to them.
Luckily, you have a dedicated place to see all the files shared with you. On the desktop, click the Shared with me option on the left side.
On the mobile app, tap the Share icon at the bottom.
right right
By combining different settings and sharing permissions, you can use Google Drive in many ways. However, be careful when granting permissions and sharing permissions because anyone can misuse the data. As a reminder, anyone with edit permission can share the file with others. So limit it to trusted people only.
Next up: Wondering what to use to store photos – Google Drive or Photos? Find the answer in the comparison.
Categories: How to
Source: thpttranhungdao.edu.vn/en/
