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The collaboration features in these apps offer some of the most robust ways to collaborate on documents, spreadsheets, and presentations. The two main ways to share a G Suite file are to add an email address or get a link. These methods are slightly different. When you add an email address, the person associated with that address gets access to your file. Enabling link sharing allows access to be shared more widely if you choose to and your organization’s settings allow it.
One of the biggest benefits of using apps that are part of the Google ecosystem is how easy it is to share those files with anyone who has a Google account. Since everything you want to do in the Google Docs, Sheets, and Slides apps can be done in a web browser or one of their Apple or Android mobile apps, this is a very compelling suite of apps. Any file you have in your Google Drive storage will provide an option to adjust sharing permissions so someone can access that file via a sharing link you send them.
Share with people or groups
One way to share a document in Google Docs, Sheets, or Slides is to share it directly with certain people or a group. In this way, you can add an email address for each person or choose a group of people from your Google contacts.
- Click the Share button at the top right or File > Share in the menu.
- At the top of the pop-up window, click Add people and groups.
- Select people from the list or enter their email addresses in the box.
- From the dropdown list to the right of that box, choose Viewer, Commenter, or Editor. The privilege you grant applies to everyone in the “Add
- people box. To adjust those permissions, click the Settings button (gear icon) at the top right.
- People sharing settings
- Optionally, you can check the box for Notify people (by email) and add a Message if you wish.
- Click Submit when you’re done.
Share a link to your document with certain people
Another easy way to share your document is with a link. This allows you to copy and paste the link yourself into an email, note, or other location.
- Click the Share button at the top right or File > Share in the menu.
- Click anywhere at the bottom of the popup inside the Get link
- Before copying the link, select the dropdown box below that link and choose Restricted. This means that only the people you add in the previous section can access the document.
- Follow the first set of steps in this tutorial for “Sharing with people or groups” to add people. You can uncheck the Notify people box for Step 5, since you will be sharing the link with them yourself.
- Click Copy Link to put the URL on your clipboard, then paste it where needed.
- Click Done.
Share a link to your document with anyone
If you plan to share the link with many people, such as on your company intranet, you can simply copy the link without adding people.
- Click the Share button at the top right or File > Share in the menu.
- Click anywhere at the bottom of the popup inside the Get link
- Before copying the link, select the dropdown box below that link and select Anyone with this link. This means that anyone with the link can access the document.
- On the right, click the dropdown box and choose Viewer, Commenter, or Editor.
- Click Copy Link to put the URL on your clipboard, then paste it where needed.
- Click Done.
Final words: How to share Documents in Google Docs, Sheets and Slides
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