Google Drive is well known for its collaborative capabilities. Most notably, it allows file sharing and lets other users manage their specific access levels. This feature makes certain that only relevant users gain entry while your files are kept secure. In this guide, we will discuss how to share files on Google Drive as well as how to set user access levels.
How to Share Files on Google Drive
Whether you wish to share images and videos or Google Slides, Docs, Sheets, or Drawings, all of them can be shared quickly and easily. Like document sharing, it too can be done using a Drawings extension and the process remains the same. Here’s how you do it:
Sharing Files through Right Click
To share the document, click Share on the documents, or right click on the document and select Share. A prompt will appear where you can enter the email addresses of those you want to share the document with. You can share it now.
Besides the basic options, you can include a custom note that will clarify your intention. Changing Access Rights on Google Drive People with whom files are shared on Google Drive can be given one of the following three levels of access: Viewer: The file can be viewed but not altered in any way. Commenter: The document can be viewed and annotated, though editing is not possible. Editor: The user has full access to the document including the ability to edit and share it. Follow these steps in order to set them up: Step 1: Determine the Appropriate Access Permissions. You will see a share window with an option ‘Editor’ activated by default. By clicking on the button, you can select either a Viewer, Commenter, or Editor role. Step 2: Change Settings of Members for Editors. There are restricted rights that can be put in place if Editor access is given. Click on the “settings” icon located at the upper right part of the box to enable or disable different access rights. Uncheck the box of ‘Editors can change permissions and share’ to prohibit the editor from sharing the document and altering the permissions set. Step 3: Change Other Restrictions.
Adjust the settings so that the user can only view or comment on the document.
Remove the ability to upload, print, copy the document or any other options that may give users more access than they should have.
Link Distribution: When done preparing, press the “Send” button so the user can be notified and granted access to the document. Otherwise, click on “Copy link” and then send the link via email or any other messaging service.
The Most Practical Methods of Distributing Files from Google Drive:
Agreeably, it is simple to share files on Google Drive, however, the right settings in place are equally important to ensure that your documents remain safe. Some Policies and Procedures to follow are:
Set Sharing Restrictions: Files should only be shared with specific individuals. Documents should not be set to public unless absolutely necessary.
Set Restricted Links: Confidential documents should be set to Restricted so that only the invited users can see the document.
Perform Periodic Access Rights Evaluation: Overreaching sensitivity in files may restrict the sharing which can lead users to have difficulty acquiring the files. Sufficient users should have access to sensitive files so that monitoring can be done periodically.
Conclusion
The Google Drive sharing feature is extremely important in collaboration either within a team or with a partner. You can control who can access the files depending on their level of authorization and sharing preferences. These factors are important whether you are managing Google Docs, Google Sheets, or Google Slides files.
Key Takeaways:
- Sharing of Google Docs, Sheets, Slides, or Drawings is without any restrictions.
- Users level of interaction with files can be set using access rights.
- Secret files are best shared under the restricted sharing settings.
- These offerings by Google Drive can simplify the activities to be done while organizing documents and files effectively.
