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Tips to share your files
- Share files and other content with a group
- Share documents in spaces
- Get notified if a file is shared with you
- Share links to PDF versions of your files
- Present to Google Meet from Google Docs, Sheets, or Slides
- Publish files as web pages
Specify who can access a file
- Restrict sharing options on Drive files
- Transfer ownership of a file
- Share a file with the public
- Mark a shared file as final
Tips to share your files
Share files and other content with a group
Share your Google Workspace content—such as Google Calendar, Sites, Docs, Sheets, Slides, and files stored in Google Drive—with multiple people at once using Google Groups.
- Share resources, status updates, and more using a single team email address, instead of multiple individual email addresses.
- Change access permissions for everyone at once, instead of changing them for each person manually.
- If someone leaves the team, there's no need to search for everything you've ever shared with them. Just remove that person from the group, so they can't access any previously shared group content.
Share content with a group using a single address
Before you begin, create a group and add people to it. Learn how to create groups.
- Create a file in Google Drive, or open an existing file.
- In the file, click Share.
- In the Invite people field, enter the group's address.
- Select the level of access you want to provide the group: Editor, Commenter, or Viewer.
- Click Send.
Share documents in spaces
When working with a team, you often need to collaborate on files such as documents, spreadsheets, and presentations. Spaces are workspaces where you can share these files and everyone can find them. And, you can edit documents directly in the space beside the chat conversation.
Web version
Share links to PDF versions of your files
Sometimes people prefer Adobe PDF files because they’re easy to print, download, and open in existing programs. If you’re working in Google Docs, Sheets, or Slides, there’s no need to convert your files to PDFs every time you want to share them.
Instead, send a link to a PDF version of your file.
- You don't have to re-share PDFs or update PDF links if you change the source file. The link always goes to the most recent version.
- Save email storage space and avoid attachment size limits.
- You don't need multiple versions of your files, such as a PDF and a source file—all the versions are stored in a single file.
Share your file
- On your computer, go to Google Drive, Docs, Sheets, Slides, or Vids.
- Double-click or right-click the file you want to share.
- Click Share
.
- Enter a recipient.
- Click Send
.
Copy, paste, and send the PDF link
- In Drive, select your file.
- Click Share
.
- Click Copy link and click Done.
- After you paste the link, change the end of the URL before sending it. For example:
- Before:
- http://docs.google.com/document/d/<doc_id>/edit?usp=sharing
- http://docs.google.com/spreadsheets/d/<doc_id>/edit?usp=sharing
- http://docs.google.com/presentation/d/<doc_id>/edit?usp=sharing
- After:
- http://docs.google.com/document/d/<doc_id>/export?format=pdf
- http://docs.google.com/spreadsheets/d/<doc_id>/export?format=pdf
- http://docs.google.com/presentation/d/<doc_id>/export/pdf
- Before:
- Send the modified PDF link.
When you click the link, you (or anyone else) can download a PDF copy of your file.
Get notified if a file is shared with you
You can turn on notifications in Google Drive so you know when people share files with you or mention you in a comment. Notifications appear in Chrome Browser. On Android devices, notifications also appear in your Google Docs, Sheets, and Slides apps.
Learn how
Turn on notifications for web
- In Chrome Browser, open Drive.
- Click Settings
and select Settings.
- On the left, click Notifications and choose an option:
- To receive updates on your web browser, check the Get updates about Google Drive items in your browser box, and select the items you want to be notified about.
- To receive updates by email, check the Get all updates about Google Drive items via email box.
- Click Done.
Present to Google Meet from Google Docs, Sheets, or Slides
You can present directly to Google Meet from Google Docs, Sheets, or Slides. This can make it easier to present a document, sheet, or slides to a meeting you are attending. Before you present, join the meeting to know if it is being recorded.
Important: You must use a computer and a Chrome browser to present directly to Google Meet from Google Docs, Sheets, or Slides.
- Join a Google Meet video meeting.
- Open a file in Docs, Sheets, Slides, or Jamboard.
- At the top, click Meet
.
- Choose an option:
- To present to a scheduled meeting, click the meeting name you want to join.
- To present to a meeting with a meeting code, click Use a meeting code, then enter a meeting code. Use Companion Mode with Meet for hybrid collaboration.
- Click Just present this tab.
- Important: If you don't already have a meeting open and you click Just present this tab, you'll present your file but won't be able to view the Google Meet video meeting in the file tab. To view your document, spreadsheet, presentation, or whiteboard, and the Google Meet video meeting in one tab while you present, follow the steps to join a video meeting from Docs, Sheets, or Slides.
- Select the tab you’re in.
- To share a tab, click Share.
- Important: When you present a tab from your document, spreadsheet, presentation, or whiteboard, you can’t change which tab you present. To switch between tabs while you present, you can present from Google Meet instead.
- Back in Meet, view your presented content directly in the meeting.
Publish files as web pages
Webpages are an easy way to share information with large audiences—everyone can see them, and you control when updates are released to the public. Do the same with Google Docs, Sheets, and Slides—publish a copy of your file as a distinct, lightweight webpage.
Important: Publishing a file makes it visible to everyone on the web. Be careful when publishing private or sensitive information.
- Let more than 100 people view your Docs, Sheets, and Slides files at the same time. For additional considerations, see Share files from Google Drive.
- Host webpages without buying a domain.
- Make all the edits you want in the source file without changing what your audience sees; you choose when to make your changes live.
- Show flyers, press releases, and other collateral to the general public without allowing access to the source material.
Publish a file to the web
- In Google Docs, Sheets, or Slides, open a file.
- At the top, click File
Share
- Choose a publishing option:
- Spreadsheet: Publish the entire spreadsheet or individual sheets. You can also choose a publishing format.
- Presentation: Choose how quickly to advance the slides.
- Click Publish.
- Copy the URL and send it to anyone you’d like to see the file. Or, embed it into your website.
Turn off automatic updates in Docs and Sheets
When you make changes to a published Docs or Sheets file, it will automatically publish the changes.
- Open a file in Google Docs or Sheets that you’ve already published to the web.
- Click File
- Click Published content & settings.
- Uncheck the box next to "Automatically republish when changes are made."
- To turn automatic publishing back on, check the box.
Tip: You can't turn off automatic updates in Google Slides.
Specify who can access a file
Restrict sharing options on Drive files
If you’re sharing a Google Drive file that you own, which has sensitive content, you can stop people from re-sharing, downloading, printing, or copying the file or changing access permissions.
Prevent editors from re-sharing and changing access permissions
If you’re sharing a file, the owner and anyone with editor access can change the permissions and share the file. To prevent others from sharing your file:
- Open the file in Google Drive, Google Docs, Google Sheets, or Google Slides.
- Click Share or Share
- At the top, click Settings
.
- Uncheck Editors can change permissions and share.
When someone with Editor access tries to re-share a restricted file or folder, they get an option to email you for permission to share the file. You can decide whether to share the file. If you do, the user still can’t change access permissions. They’re grayed out and not available.
Prevent commenters and viewers from downloading, printing, or copying files
Note: You can’t restrict these options on Google Sites files. Also, if you restrict these options on audio files, they can't be played.
People with edit access to your files can:
- Share the file with others.
- Add or remove people from the file.
- Change access permissions to the file.
- Copy, print, or download the file.
Important: You can't apply this setting to a folder, but you can apply it to individual files in the folder.
To prevent viewers and commenters from printing, copying, or downloading your file:
- Find the file or folder in Google Drive, Google Docs, Google Sheets, or Google Slides.
- Select one or more files you want to limit.
- Click Share or Share
- At the top, click Settings
- Uncheck Viewers and commenters can see the option to download, print, and copy.
When someone with Commenter or Viewer access tries to download, print, or copy the shared file, those options are grayed out and not available.
To restrict sharing for shared drives, see Get started with shared drives.
Transfer ownership of a file
You can transfer ownership of your Google Drive files and folders to someone else in your organization. If you transfer ownership of a folder, you also have to transfer ownership of each file in the folder.
Transfer ownership of a file or folder
- On your computer, open Google Drive.
- Find the file you want to transfer then right-click.
- Click Share > click Share
- Next to the recipients name, click the Down arrow
Transfer ownership.
Share a file with the public
You can make files available to the public on the internet, such as case studies, conference programs, and more. You can choose whether people can only view the file, or if they can comment or make changes to it.
If more than 100 people will view your file at the same time, you may want to publish it as a web page instead.
Note: Search engines, archive bots, or other users might store data that you share on the internet. Make sure you’re comfortable sharing documents publicly.
You can choose if your file should be available to anyone or restricted to only the people with access. If you allow access to anyone with the link, your folder won't restrict who can access it.
- Select the file you want to share.
- Click Share or Share
- Under “General access”, click the Down arrow
.
- Choose who can access the file.
- To decide what role people will have with your file, select Viewer, Commenter, or Editor.
- Click Done.
Mark a shared file as final
When you finish making changes to a shared file, you can make it view only and mark it final. Previous collaborators and anyone new you share the file with will be able to view it, but they won’t be able to see the revision history, add comments, or make changes.
Change a file to view only
If you shared the file with specific people or a group:
- In Google Drive, right-click the file and select Share
- To the right of the person or group you want to change, click the Down arrow
Viewer.
- Click Save.
If you shared the file with your organization:
- In Drive, right-click the file and select Share
- Under Get link, at the right, click the Down arrow
- Click Done.
Rename your file to mark it final or archived
- Open the file and at the top, click the file name.
- Before the file name, enter [Final] or [Archived].
- Press Enter.
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