How to share a Google Doc privately

recently, I got Slacked by a colleague who was in truth annoyed and had to let off a snatch of steam. It seems that a writer had shared a new Google Docs article with them ( a usual way of submitting a freelancer slice ), and when my colleague opened the article, they found another, unknown person was already reading it — person who was decidedly not on our staff .
What had happened ? The writer, probably in besides much of a travel rapidly to partake the document with specific people, had merely made it public thus that anybody could have access to it. This not merely made the article available to anyone before it had been properly edited and published — something no publication wants — but opened it up to all sorts of maleficence .
mischief like what happened in June 2021, when another editor by chance tweeted the yoke to an editable document to their followers. ( The Verge ’ s site was temporarily down, and it seemed like a good theme to publish newsworthiness to Google Docs in the meanwhile. ) Merriment ensued.

so obviously, allowing anyone to opinion, gossip on, or edit a Google Doc can lead to problems, particularly if the associate to that document is passed around. Interestingly, when you first create a Google Doc, the software ’ mho default is that this is a private document, alone to be shared if you explicitly request it. ( There can be exceptions ; if this is a business report, the administrator may have changed the default so that it is mechanically shared by others in your company. ) so normally, you have to consciously make the document completely public .
sol hera ’ s how you can share your Google Docs document — carefully .

On a desktop system

first, go into the document you want to partake and click on the large Share button in the amphetamine right corner .

To share a document, start with the big blue Share button in the top right.

You ’ ll get a pop-up book window headed “ Share with people and groups. ”

You’ll get a pop-up headed “Share with people and groups.”

Begin typing the person or groups ’ name into the field merely below that. If that person is in your contact list, their name will appear ; if not, you can type in their full e-mail address. You can type in more than one identify ; however, this means that all those you ’ ve added will be given the same type of access to the text file. ( We ’ ll lecture about entree in a sec. )

Start typing in your contacts; you can also just type in an email address.

When you ’ ve added at least one mention, you ’ ll see a box to the mighty that says “ Editor. ” Click on that for a drop-down menu that lets you select the type of access that the people / group can have to your text file. These include :

  • Viewer: the person can just view the document but can’t make any changes or add any comments
  • Commenter: the person can view the document and also add comments
  • Editor: the person can make changes to the document and add comments

Choose the amount of access you want to allow.

It ’ mho normally a good estimate to select the most restrictive type that ’ second practical adequate for your use case. For example, if you ’ re writing a document together with respective others, you ’ ll want to give them editor status ; but if you don ’ deoxythymidine monophosphate want them to make any changes without your approval, then commenter condition is better .
( adept tiptoe : if the people you ’ ve shared with have changed the document but didn ’ thymine order you what they changed, go to “ File ” > “ Version history ” > “ See interpretation history. ” You ’ ll see a color-coded summation on the good show when the document was edited and by whom ; click on the date, and the changes will be visible in the document, together with the color associated with the unlike users. )

If you allow full edit access, you can check the version history to see what’s been changed and by whom.

You can besides tweak the sum of access that editors, commenters, and viewers have to your document by selecting the settings picture ( a cog wheel ) in the upper berth right corner of that pop fly corner. By unchecking the boxes in the settings pop fly, you can prevent editors from being able to change your permissions or contribution the document, and you can prevent editors and commenters from being able to download, print, and copy the document.

You can tweak the amount of access that editors, viewers, and commenters have.

once you ’ ve finished adding the people you want to share with, make sure the “ Notify people ” box is checked if you want to send them an e-mail letting them know about the document ; a field below that lets you type in a personal message that will be added to Google ’ sulfur canned electronic mail .

Get the link

But wait, there ’ sulfur more .
There is a “ Get Link ” segment below the “ Share with People and Groups ” section that lets you copy the link to your document ( for case, if you ’ vitamin d rather text the link to one of your permit sharers ). The default is called “ Restricted, ” which means the entirely people who can see the document are those you ’ ve shared it with. But you can besides use the “ Get Link ” section to make the radio link more accessible to more people .

You can restrict access to listed people, or allow it for anyone who has the link.

To do that, click on “ Restricted ” and change it to “ Anyone with the link. ” That means anyone who has the connection — whether you ’ ve sent it, or a acquaintance has sent it, or it ’ randomness been posted to Twitter — can access the document. ( flush hera, however, you can adjust access so that people have either Viewer, Commenter, or Editor rights. )

On a mobile device

Sharing a document is besides possible — if slightly more awkward — on a mobile device .

  • In the document you want to share, tap the three dots in the upper right corner and select “Share & export” > “Share.”
  • Type in the people or groups that you want to share the document with; you can also send them a message.

First, go to the Share page.

Enter the name of the person you want to share with.

  • Directly below the name(s), you’ll see either Editor, Commenter, or Viewer; tap on that to change the access restriction.

Tap on ‘Editor’ below the name to change access.

The mobile app also lets you switch access.

  • To find the “Get link” option, tap on the three dots in the upper right corner of the Share page. Tap on “Who has access” to change it from “Restricted” to “Anyone with the link” or back again. This page also lists everyone you’ve given access to, along with what type of access they have.
  • You can copy the link to your clipboard in the “Who has access” page by tapping on the link icon to the right of “Link settings.”

The mobile app also lets you change who has access.

Click on the icon opposite “Link settings” for a copy of that link.

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Category : How To

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