How To Share Files from Google Drive

Google Drive is a service that allows users to store up to 15 GB of data for free. This means it’s perfect for storing your work or personal files and accessing them from any computer, phone, or tablet with an internet connection. The best part? It can be used as a collaborative tool where multiple people can simultaneously edit the same document – no more emailing back and forth!

Google Drive is an excellent way to share files with your team. It’s fast, easy, and intuitive. It enables multiple users to edit the same document in real-time without sending the files back and forth via other mediums such as email. You can also use Google Drive as your backup system or share large files with clients or collaborators on projects.

How To Share Files in Google Drive on a PC

Let’s now go over the general steps to share files or folders on Google Drive:

1. Open Google Drive on your computer.
2. Navigate to the file or folder you’d like to share.
3. Right-click on the file and select “Share” from the drop-down list.
   
4. In the pop-up window, enter the email addresses of the persons you’d like to share the file with. If they’re already in your contact list, you can quickly find their address by typing the first few letters of their name, and the address will pop up on your screen. If they aren’t on your contact list, you’ll need to enter their email address in the field provided.
   
5. Once you’ve entered the email addresses, a new window will open where you can choose the level of access you’d like to give:
   
   • Viewer – the person can view the file but can’t share it with others or make edits.
   • Commenter – the person can comment or suggest modifications but can’t share the file with others.
   • Editor – the person has full rights to the file. They can make edits, accept or reject modifications, and even share the file with others.
6. Click on “Done.”
   

Et voila! You’ve just shared your file with your contacts. They will receive an email notification prompting them to accept or decline your invitation. Once accepted, they can access the file in their Google Drive account.

How to Share a Single File in Google Drive

With Google Drive, you can access your files from anywhere as long as you have an internet connection. Although it’s possible to share a folder or even your entire Drive, providing such access can expose any private or confidential files in your account to unwanted parties. Luckily, Google Drive comes with the option to share specific files. Your contacts will only have access to the document shared. They won’t be able to view, edit or comment on any other document in your account.

Here’s how you can share a single file in Google Drive:

1. Open Google Drive on your computer.
2. Navigate to the file or folder you’d like to share.
3. Right-click on the file and select “Share” from the drop-down list.
   
4. In the pop-up window, enter the email address of the person you’d like to share the file with.
   
5. In the pop-up window, choose the type of access you’d like to grant your contacts. You can share the document strictly for viewing or enable your contacts to make changes and add comments.
   
6. Click on “Done.”
   

You can also share a file after opening it. To do so,

1. Click on “Share” in the top right corner.
   
2. Enter the email address of the person you’d like to share the file with.
   
3. From the resulting drop-down, choose the type of access you’d like to give.
   
4. Click on “Done.” Google will then share the file via a link sent to your contact’s email.
   

How to Share Multiple Files in Google Drive

If you need to share multiple files, you’ll be pleased to learn that you can do so in one fell swoop. One option is to create a new folder, add all the files you’d like to share, and then share the folder with your contacts. But this can be quite time-consuming, especially if you have tens or hundreds of files to share. Luckily, there’s an easier way to do it:

1. Open Google Drive on your computer.
2. Navigate to the files you’d like to share.
   
3. If you’re using a PC, press the Shift key and proceed to select all the files you’d like to share. On a Mac, hold down the Command key and then select click on the files you’re sharing.
4. In the next window, enter the email address of the person you’d like to share the file with.
   
5. In the pop-up window, choose the type of access you’d like to grant your contacts.
   
6. Click on “Done.”
   

How to Limit the Permissions of a Shared File

When you share a file and permit others to edit the document, they’ll automatically be able to share the file with anyone in their contact list and deny some people access to the file. In addition, they can copy, print, or download the file. However, with all these privileges, it’s extremely easy for your files to end up in the wrong hands. In the worst-case scenario, you could lose all your data.

The good news is that Google allows you to limit what others can do with your file before sending an invitation link. If you don’t want editors to tweak permissions or share the document with others.

1. Open the Google Drive Home screen.
2. Select the file(s) you’d like to share.
3. Click on “Share” in the upper right corner.
   
4.  In the pop-up window, click on “Settings.”
   
5. Uncheck “Editors can change permissions and share.”
   

Google will then automatically update your settings so that none of the document’s editors can tweak permissions or share the document. Only you can do any of these things.

If you want to prevent viewers and commenters from copying, printing, or downloading a file.

1. Open the Google Drive Home screen.
2. Select the file(s) you’d like to share.
3. Click on “Share” in the upper right corner.
   
4.  In the pop-up window, click on “Settings.”
   
5. Uncheck “Viewers and commenters can see the option to download, print, and copy.”
   

How to Give Someone Permissions to a File for a Limited Time?

What if you want the other people to have access to a file for a limited time? For example, you could be working on a presentation with your colleague, but you don’t want them to make any changes in the final hours before you present it.

You’ll be pleased to discover that Google Drive allows you to give someone permissions for a limited time. It could be anything, from a few hours, days, to several weeks or months. Here’s how to do it:

1. Open the Google Drive Home screen.
2. Select the file(s) you’d like to share.
3. Click on “Share” in the upper right corner.
4. Enter the email address and click on “Done.”
5. Click on “Share” once again in the upper right corner.
6. Click on the down arrow next to the person’s name.
7. Select “Give Temporary Access.”
8. Set an expiration date.
9. Click “Save.”

Additional FAQs

How do I change the ownership of a file in Google Drive?

If you want to pass on the ownership of a file to someone else:

1. Open the Google Drive Home screen.

2. Select the file(s) you’d like to share.

3. Click on “Share” in the upper right corner.

4. Enter the email address and click on “Done.”

5. Click on “Share” once again in the upper right corner.

6. Click on the down arrow next to the person’s name.

7. Click “Make Owner.”

8. Click on “Done” to complete the transfer.

After transferring ownership, you’ll still have permission to edit or comment on the file unless the new owner decides to change your access.

Sharing Is Caring

Google Drive has been designed to make it easy for employees and teams to collaborate on projects, from large-scale presentations to small office tasks. One of the features that make this possible is file sharing. It’s easy to share files with others and keep track of the changes made by team members through different versions of each file in your library. If you haven’t tried using this handy tool yet, this article outlines all the steps necessary.

Have you tried sharing a file in Google Drive? How did it go? Let us know in the comments section below.