Google Docs

Introduction

Google Drive makes sharing your files simple and easy. In addition, Google Drive allows multiple people to edit the same file, allowing for real-time collaboration.  

In this lesson, you'll learn how to share your files with different groups of people, as well as how to use the various collaboration tools available in Google Drive.

Sharing and collaborating on files

Watch the video (4:14).

Watch the video to learn how to share files and collaborate in Google Drive.

Sharing files

Whenever you share a file from your Google Drive, you can let others view and even edit that same file. While you can share any file stored on your Google Drive, it's important to note that you can only use the collaboration features for files created with Google Drive.

Let's look at the example of Olenna, an art teacher who uses her Google Drive to organize letters, lesson plans, and more. Olenna's files include:

• Files she keeps private, like her spreadsheet with classroom expenses
• Files she lets others edit, like the lesson-planning documents she creates with her co-teacher
• Files she shares publicly and doesn't let others edit, like the newsletters and announcements she shares with her students and their parents
• Files others share with her, including ones she can edit, like her co-teacher's supply inventory; and ones she can't, like a schedule sent to her by the principal

As you can tell, no single sharing setting would be right for all of Olenna's files. The settings you choose for each of your shared files will probably depend on why you're sharing it in the first place.

Choosing sharing settings for a file

You can choose to either share your file with a limited group of people or a large one. When you share a file with a limited group of people, your collaborators must sign in to a Google account to view or edit the file. However, when you share with a larger group or make the file public, your collaborators will not need Google accounts to access the file.

To share a file with a limited group of people:

1. Locate and select the file you wish to share.
2. The file action buttons will appear at the top of the page. Click the Share   button.
   Sharing a file from your Google Drive
3. The Sharing settings dialog box will open. In the Add people: box, type the email addresses of the people you'd like to share the file with.
4. Click the drop-down arrow next to each person's name to decide whether they can edit, comment on, or just view the file. Remember, only files in a Google Drive format can be edited online by different people.
   Adding people to share the file with
5. If you'd like, you can add a message that will be emailed to the people you share the file with. You might use this message to explain the file or to let them know why you're sharing it with them.
   Adding a message about the shared file
6. Google Drive calls the people you share files with editors. By default, editors are allowed to invite new people to access the file. If you want, you can prevent this by clicking [Change]. A second Sharing settings dialog box will appear.
7. Select Only the owner can change the permissions. Then click Save to return to the first dialog box.
   Changing the sharing settings to prevent other editors from re-sharing the file
8. Click Share & save. Your file will be shared.
   Clicking Share & save

Whenever you share a file, that file will be marked as Shared on your Google Drive.

Viewing the shared file on your Google Drive

Sharing with a link

You can easily share a file with a larger group of people by providing a stable link to any file in your Google Drive. A stable link is like a private web address for any file you wish to share. This can be especially helpful for files that would be too large to send as an email attachment, like music or video files. You can also share a file by posting the stable link to a public webpage. Anyone who clicks the link will be redirected to the file.

Use your best judgement when making any of your files public. Even if you only share the link to a file with a few people, that document could be found by anyone online. You should never make personal or sensitive information stored on your Google Drive publicly available.

To share a link:

In this example, we'll share a file by sending a stable link in an email.

1. Locate and select the file you wish to share.
2. The file action buttons will appear at the top of the page. Click the Share   button.
   Sharing a file from Google Drive
3. The Sharing settings dialog box will appear. Click Change... to make the file accessible to anyone with the link.
   Changing the privacy settings of a file
   
4. The Visibility options will appear. Select Anyone with the link, then click Save.
   Changing the visibility options
5. The Sharing settings dialog box will appear with the Link to share. Right-click the link, then select Copy from the drop-down menu.
   Copying the link
6. Paste the link into the body of your email.
   Pasting the link into an email

You can also publish a file to the Web to share it with a larger audience. Publishing a file actually converts the file into a very simple webpage. To publish a file, click File while editing a Google doc, then select Publish to the Web... from the drop-down menu. Only files in a Google Drive format can be published.

Publishing a file

To move shared files to your Google Drive:

People can also choose to share files with you. These files will appear in the Shared with me folder on your Google Drive. However, someone can always unshare a file with you, leaving you unable to view or access the file. If someone shares a file that you want to keep permanently, you can move that file to your Google Drive.

1. Navigate to the Shared with me folder on your Google Drive. Any files shared with you will appear.
   Viewing files shared with you
2. Click, hold, and drag the file to My Drive in the left-navigation menu.
   Moving a shared file to your Google Drive
3. The file is now stored permanently on your Google Drive.
   Viewing the moved file

You can easily share any photos stored on your Google Drive on Google+. Just click the Share Photo button, then select From Google Drive from the drop-down menu.

Sharing a photo from your Google Drive on Google

Collaboration tools

Whenever you share a file in a Google Drive format, you'll have the option to allow your co-editors to change and edit that file. Google Drive offer several tools that enhance collaboration by making it easier to communicate with your co-editors, as well as to see which changes have been made and by whom.

Click the buttons in the interactive below to learn about the collaboration features in Google Drive.

Additional Sharing Options

Click File to view additional sharing options:

• Download as downloads your file in a different format such as a Word document, PDF file, or HTML text

• Publish to Web... creates a simple webpage of your document

• Email collaborates... allows you to send an email that includes a link to your file

• Email as attachment... allows you to send your file as an email attachment

Revision History

Click File and then Select See revision history to view older versions of the file. You can see changes that have been made over time and revert to an older version if you wish.

Adding Comments

Comments allow you to attach a brief note to a certain section of a file. Your collaborators can see and reply to any comment you create.

To add a comment, select the text you wish to comment on, then right click and select Comment from the drop-down menu. Your collaborators can choose to either Reply or Resolve the comment.

Currently Viewing and Chat

Click here to chat with the other people who are currently viewing the file. Note that chats are not saved in Comments.

Share Button

Hover over the Share button to see a description on the file's current visibility settings.

Click the Share button to edit the file's sharing settings. You can share your file with others, modify visibility, or create a link to the file.

Comments Button

Click the Comments button to view a thread containing all comments related to the file, sorted chronologically. You can also add new comments and reply to old ones.

Cursor

When a collaborator is modifying the file, a cursor will appear in a bright color at whatever point they're editing. Any changes the person makes will appear in real time.

Challenge!

1. Access the Share settings dialog box, and enter the email address of someone you'd like to share a file with.
2. Share a stable link via email or the Web.
3. Use the collaboration tools with someone else to edit the same file.
4. Leave a comment on a file for someone else to view.