Share Documents

Introduction to Document Sharing

  • Google Docs has the ability to share and collaborate on the Google Documents because all Docs’ documents, spreadsheets, presentations, and drawing can be shared with friends, colleagues as well as the entire world. However, there are several sharing settings that need to be aware of because it’s important to choose correctly permissions in order to avoid advertently sharing confidential information with other people
  • There are three roles of sharing feature which will be indicated coordinately to specific people in the Sharing Setting dialog box
    • Owner

    • Editors

    • Viewers

  • Those access permissions can be changed anytime if necessary
  • For the security purposes, it’s recommended to make someone a viewer at the beginning and then change to editor if they need edit rights later.

 

Share a Private Document with an Editor or Viewer

1.   In the Documents List, click on a desired file to open

2.   Click Share button on the top right side 

3.   In Sharing settings dialog box, do the following:

  • Add the email address of people whom will be shared with
  • Change roles of sharing permission
  • By default, editors allow to add people and change the permission. To change the default setting, click Change link next to Editors will be allowed to add and change the permissions
    • Choose Only the owner can change the permissions
    • Click Save to confirm the change

 

  • Click Share & save button to share the docs to people

 

Change Sharing Permissions of the Shared Document

1.   To change sharing permission of the document, click on the Share button

  • Click the drop down menu corresponding with the name of the person needs to be changed the access permission
  • Select a desired access

2.   To remove people from the sharing list, click the Share button and click the X 

 

Change and Understand Document Privacy Settings

Change Document Privacy Settings

Changing the visibility options allows sharing the documents with a group of people, everybody on the web or everybody in the domain instead of adding their email addresses individually

1.   Click Share button in the top right

2.   Click Change link next to Private status

3.   Select a desired option under Visibility options and click Save

 

Understanding the Visibility Options


 

 

 


 

Send Messages to Collaborators

Google Documents and Google Spreadsheets

1.   From the Menu Bar, go to File menu > click Email collaborators 

2.   The Send Message dialog box is displayed

  • Select the recipients or enter recipient’s email address under Recipients
  • Edit Subject line if necessary
  • Enter text under the Message field
  • Select Send a copy to me box if desired
  • Click Send button

 

 

Google Presentations

1.  Click the down arrow of Share button > Choose Email collaborators

2.   In Send Message dialog box, do the following:

  • Select the recipients under To field
  • Edit Subject line if necessary
  • Enter text under the Message field
  • Select Send a copy to me box if desired
  • Click Send button

 

Send as Attachments

Google Documents and Google Spreadsheets

1.   From the Menu Bar, go to File menu > click Email as attachment…

2.   In dialog box, do the following:

  • Click the down arrow under Attach as and select a desired format to apply for the attachment
  • Enter the recipients’ email address in the To field
  • Edit Subject line if necessary
  • Enter the message into the Message field
  • Select Send a copy to myself box if desired
  • Click Send button

 

Google Presentations

1.   Click the down arrow of Share button 

2.   Choose Email as attachment option from the drop down list 

3.   In Email as Attachment dialog box, do the following:

  • Click the down arrow under Attach item as and select a desired format to apply for the attachment
  • Enter the recipients’ email address in the To field
  • Edit Subject line if necessary
  • Enter the message into the Message field
  • Select Send a copy to myself box if desired
  • Click Send button