Whitesboro Central School District

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Sharing Files and Documents on Google Drive

 
 
 
 

I. Basics of Sharing Files

You can share a file or folder in Google Drive or in the Docs, Sheets and Slides home screens.
  1. Open Drive, or a file or folder you want to share.
  2. Open the sharing box:
    • While you have a file open: Click Share in the top-right corner.
    • While you have a folder open: Click the share icon in the top-right Share.
    • From your file list in Drive: Select the name of a file or folder and click the share icon at the top Share.
  3. Under “People” in the sharing box, type the email addresses of the people you want to share with. 
  4. Choose the type of access you want to give these users by clicking the drop down arrow to the right of the text box:
    • Can edit: Users can edit the file or folder and share it with others.
    • Can comment:  Users can view and add comments to the file, but can’t edit it. Folders can't be given comment access.
    • Can view:  Users can see the file or folder but can’t edit or comment on it.
  5. Click Done. 

II. Want to Share Multiple Files at Once?
 

Add the files to a folder in Drive and then share the entire folder with the people you want to see the files.

 
 
III. Share a Link to a File or Folder
 

To give other people access to a file or folder, you can send them a link to open and access the item.

  1. Sign in to Google Drive or a Docs, Sheets, or Slides home screen. 
  2. Open the file you want to get a link for.
  3. Click Share for files or the share icon for folders in the top-right corner of the screen Share.
  4. Click Get shareable link in the top-right corner of the sharing box. A link to the file will be copied to your clipboard.
  5. Paste the link into an email or on your school website so students can easily grab it.
  6. To stop allowing people to access the file using the link, open the sharing box > click the drop down menu below "Link sharing on" > choose OFF > click Done.

By default, the link you share will be view only for others. To allow people with the link to comment on or edit the file, click the drop down menu under "Link sharing on" and change the setting from "People with the link can view" to "People with the link can comment (or can edit)."

 
IV. Share by Sending the File as an Email Attachment
 

While you can email the link to a file just by sharing it in Drive, Docs, Sheets, or Slides, you can also send the file as an email attachment.

  1. Sign in to Google Drive or a Docs, Sheets, or Slides home screen.
  2. Open the file you'd like to share.
  3. Go to the File menu > Email as attachment.
  4. Select a file type from the drop-down menu.
  5. Enter the email addresses of the people you want to send the file to. You can also add a subject and a message.
  6. Click Send.
For more information about Sharing and Share Settings in Drive, please download the following form: Share and Share Settings in Drive
 
 

 
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