Give Others Access to a File in Google Docs:

Back to Google Docs Info main page

After you have uploaded a file or created a new file, you can set it up to allow other people to view your file (which will allow them to make a copy of the original), or to change your file.

1. To give others access to one of your files in Google Docs, click the check box next to the file name.
2. Go to the "Sharing" drop-down button (toward the center of the top, just above your documents).
   • If you don't see the file you want to share, try viewing all your files.
3. When you click any of the options under "Sharing", a pop-up window appears.  Select one of the following options to see what they do and how to do it - Make sure you check out "Advanced permissions":

Inviting people:

1. You need to enter their email addresses into the "Invite" box. 
   • If you start to enter the first OR last name of people from Holmdel, their email address should pop up (as long as you spell their names correctly). 
   • If you're not sure how to spell a name, you can click the "Choose from contacts" link.  This will open a new window. 
   • You can start to type what you think is the person's name, and you will see a list of names that share similar spellings. 
   • You can double-click the name; this will put a check next to the name. 
   • You can then search for another name to add. 
   • When you are done, you can click the "Done" button, and all the names you put check marks next to will appear in your "Invite" box.
2. Next, choose which button to click beneath the "Invite" box - "To edit" or "To view"  (learn more about shared file permissions)
   • "To edit" allows the person you're inviting to make changes to your original file.
   • "To view" allows the person you're inviting to look at the file, but that person cannot make any changes to the original file. The viewer will, however, be able to make copies of your original file.
3. METHOD 1: If you want, you can type a message to the person you are inviting in the "Message" box to let him/her know what level of permission you've given, what the files is, and/or why you're inviting him/her.
   • You can also decide whether you want to send a copy of the invitation to yourself.  This can be useful if you later want to look up the message you included with your invitation.
   • You can also decide to paste a copy of the item into the invitation email so the person you're inviting has his/her own copy of the file. 
     • NOTE: Changes they make to the emailed copy will not be saved on your original.
   • You can then hit the "Send" button to send the invitation.
4. METHOD 2: Alternatively, you can just give the person permission without sending an invitation by clicking the "Add without sending invitation" link at the bottom of the window.  The person will not know she has been given access to your file(s) until she logs into her Google Docs account and sees the file added to her list of files.
5. Once you have invited people, their email addresses and/or names will appear in the "People with access" window.

Getting the link to share:

When you choose this option, a pop-up window appears.

There are two tabs in this window:

• "Holmdel Township Public School users only"
• "Get a link for anyone"
• They both have the same basic choices; the difference is where your target audience is.

  There are two check boxes to select from in the tab.  (learn more about shared file permissions)

  1. The first check box allows people to view your file.  You have to check this one.
  2. The second check box adds the ability for your audience to edit your work. This means they can make changes to your original file.
  3. After selecting the level of access you want to provide, you can copy-and-paste the link that appeared into an email or onto a site. 
  4. MAKE SURE you hit the "Save and Close" button after copying-and-pasting the link.

Seeing who has access:

Seeing who has access allows you to quickly determine who you have allowed to view and/or edit your files.

After you have invited people to share your file, you can use this screen to change the level of access you gave to each person you invited. 

1. Next to the person's name is the person's current access level on a drop-down menu.  (learn more about shared file permissions) Click on the drop-down to change the level of access.
2. Toward the bottom of the screen is a statement about whether or not people need to sign in to Google in order to view or edit your work. 
   • You can click on the "Change" link to get a pop-up window that allows you to change whether or not people need to log in to view or edit your work.
3. The "remove all" link at the bottom of the window removes access from the people you currently have listed as being invited to view your document. 
   • You can re-assign access with the drop-down menu next to each person's name.
4. The "Email these people" link on the left opens a pop-up window.  You can type a message and send it to all the people you have invited to view the file. 
   • This could be useful if you make a change to the file and what people to know - for example, if you are working on a collaborative project with classmates and you need them to know you finished your part.
5. The "Create event with these people" link will open up your Google Calendar so you can create an event that will appear on the calendars of all the people you've invited to view/edit your file. 
   • This can be useful if you're scheduling time to work together on a collaborative project.
6. MAKE SURE you hit the "Save and Close" button at the bottom of the screen if you have made changes, or else your changes will not take effect.

Advanced Permissions:

This screen shows you how certain access privileges will be shared.  It is a good idea to double-check them when you share a file so you do not over-share the file.

1. To view your advanced permission settings, you need to open either the "See who has access" or "Invite People" window. 
2. Click on the tab at the top of this pop-up window labeled "Advanced permissions". 
3. Generally, you will probably want to make sure these two boxes are unchecked.
4. If you have check-marks in either of these boxes, you are giving a lot of power and access to the people you share your work with.

Emailing as attachment:
This option is handy if you want to share a file with someone who isn't that good at using Google Docs or who doesn't have a Google Docs account.

1. This option opens up a pop-up message window.
2. You need to enter their email addresses into the "To" box.  If you start to enter the first OR last name of people from Holmdel, their email address should pop up (as long as you spell their names correctly). 
   • If you're not sure how to spell a name, you can click the "Choose from contacts" link.  This will open a new window. 
   • You can start to type what you think is the person's name, and you will see a list of names that share similar spellings. 
   • You can double-click the name; this will put a check next to the name. 
   • You can then search for another name to add. 
   • When you are done, you can click the "Done" button, and all the names you put check marks next to will appear in your "Invite" box.
3. The "Subject" line will have the title of your file.  You can erase it, change it to something else, or leave it alone.
4. The "Message" window is where you can type a message to the people you are emailing your file to.  It's a good idea to explain what the file is and why you are sending it, even if they know you and are expecting the file.
5. If you want, you can check the box at the bottom to have Google "Send a copy to myself".
6. Click the "Send" button, and your file will be emailed to the people you specified above.  It will appear as being "From" your school email address.