Quick Tips
- When you share a Google Drive file or a folder, you can invite a specific user, or allow anyone with a link to access it.
- You can let users only view or comment on the file/folder, or edit the same.
- You can also prevent users with access from copying, downloading, or printing the document.
Understanding Google Drive File Sharing Settings
Sharing a Google Drive link allows users to access the file or a folder. Whether they can simply view it, or edit and modify the file depends upon the permissions you’ve granted. There are three ways to share a file or a folder on Google Drive:
- Viewer: With this setting, people can only view the file or folder on Google Drive.
- Commenter: This setting allows people to post text comments under the file or folder.
- Editor: This allows users to edit the shared Google Drive Folder or File.
Any sharing permissions you set for a folder will automatically apply to all the files inside. However, you can change the sharing permissions for individual files within the folder, applying different settings to each file if needed.
How to Provide Access to a File or Folder for Specific Users Only
On Web
Step 1: Click on the three dots icon next to a file or folder you want to share on Google Drive. Click on Share.
Step 2: Click on the drop-down menu next to the name, and choose the type of access. Tap on Send.
The user will receive a link to access the file/folder on their email address.
- To change or revoke access – Go to the Share menu for the file/folder, and click on the drop-down menu next to the user with access. You can change the type of access, revoke the access, or transfer the ownership of the document to them.
- Click on the settings (gear) icon at the top right corner of the share window, and prevent users from changing the permissions, or printing/downloading the document.
Tip: You can always use the Copy link button to quickly share, and let the invited user access the document.
On iPhone/Android
Step 1: Click on the three-dots icon next to a file or folder, and select Share.
Step 2: Enter the email address of the person you want to provide access to. Then, tap on the drop-down menu below the name, and choose the type of access.
- To revoke or modify access — tap on the three-dots menu icon in the share screen, and tap on Manage Access.
- Tap on the user, and select how you want to modify the permissions or remove them from accessing the file or folder.
Also Read: Google One vs. Google Drive: What’s the difference?
How to Provide Access to a File or Folder for Anyone With a Link
On Web
Step 1: Click on the three dots icon next to a file or folder you want to share on Google Drive. Click on Share.
Step 2: Tap on Restricted, and change it to Anyone with the link.
Step 3: Click on the drop-down menu next to it, and select the permissions. You can then Copy the link to the file or folder and share it with users.
To prevent users from downloading or printing the file, you can tap on the Settings icon at the top right corner of the share menu, and uncheck the box for it.
On iPhone/Android
Step 1: Click on the three-dots icon next to a file or folder, and select Share.
Step 2: Tap on the three-dots icon and select Manage Access.
Step 3: Tap on Restricted, and change it to Anyone with the link.
Step 4: Tap on the drop-down menu next to Viewer and modify the access. Then, you can use the copy link icon at the top right and share the file or folder with users.
Also Read: How to fix Google Drive not downloading files on Android and iPhone.
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