Sharing a Google Document

Sharing Google Documents is a convenient way to collaborate with others in real time. This guide provides step-by-step instructions on how to share your Google Docs with specific individuals or broader audiences while controlling their access and editing permissions.

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Google Drive easily allows you to share documents, almost like emailing an attachment to someone, except sharing gives you the option to set whether those you share with can edit, comment on, or only view your document (learn more about Sharing Settings in Google Drive). Note that in most cases, you must be the owner to share a document.

There are two ways to share a document: from the Drive home screen or by opening the document.

To Share a Document from the Google Drive Home Screen

  1. Sign in to your Google account (Stony Brook cloud login).
  2. Click on Drive (in the black Google bar at the top).
  3. Click on the checkbox to the left of the document you wish to share.
  4. Under the items in My Drive, there is a checked box next to a sample document.

    Click the person with a plus-sign icon to add a user near the top of that page.

  5. In the Invite People box, type in the email address(es) of those you want to give access to this document.
  6. After the email address(es) is entered, click on the Can edit drop-down to alter the level of access you want to grant (Can editCan comment, or Can view).
In the options for adding users, the can edit option is selected.

IMPORTANT: notice the sentence at the bottom of the Share window, indicating that, by default, editors will be allowed to add people and change permissions. If you, as an owner, don’t want to allow this, click Change > select Only the owner can change the permissions > Save.

  1. You can choose to send an email to notify recipients that you are sharing a document with them. To do so, be sure there is a check in the box to notify people via email and then click on Add message to compose a message.
  2. Once completed, click on the Share and Save button to share the document.  

To share a document from an opened Google Document:

  1. Open the Google Document that you want to share.
  2. In the top right-hand corner, click on the blue Share button.
  3. Type in the email address(es) of those you want to give access to this document (note: recipients must have a Google/Gmail account to access the document).
  4. After the email address(es) is entered, click on the Can edit drop-down to alter the level of access you want to grant (Can editCan comment, or Can view).

IMPORTANT: notice the comment at the bottom of the Share window, indicating that, by default, editors will be allowed to add people and change permissions. If you, as an owner, don’t want to allow this, click Change > select Only the owner can change the permissions > Save.

  1. After you select the level of access, you can choose to email notifying recipients that you are sharing a document with them.  To do so, be sure there is a check mark in the option to Notify people and then click on Add Message to compose a message.
  2. Once completed, click on Share and Save to share the document.  
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Instructors, Staff, Students
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