Effectively sharing files and folders is key to collaboration within Google Workspace. This guide covers advanced sharing options and best practices.

Sharing Files/Folders from Google Drive (Web Interface – drive.google.com): #

1. Select the Item: Click once on the file or folder you want to share.
2. Click the Share Icon: Look for the “Share” icon (a person with a `+` sign) in the toolbar at the top, or right-click the item and select Share.
3. Add People or Groups:
   • In the “Add people and groups” field, start typing the email address of the person (e.g., client@example.com, consultant@partner.com) or a Google Group.
4. Set Permission Levels:
   • To the right of where you add people, you’ll see a dropdown menu (it usually defaults to Editor). Click this to choose the permission level:
     • Viewer: Can only view files. They cannot make changes or share with others. For folders, they can see the files and subfolders.
     • Commenter: Can view files and add comments (e.g., in Google Docs, Sheets, Slides). They cannot make direct edits to the content or share.
     • Editor: Can view, edit, comment, and share the file/folder with others. This is the highest level of access.
5. Notify People (Optional):
   • Tick the “Notify people” box if you want them to receive an email notification about the shared item.
   • You can add a custom message to this notification.
6. Click “Send” or “Share”: This will apply the permissions and send the notification if selected.

Advanced Sharing Settings (Click the Gear Icon ⚙️ in the Share Dialogue): #

• Editors can change permissions and share: If ticked (default), anyone you make an “Editor” can also share the file/folder with others and change existing permissions. Untick this if you want to restrict editors from further sharing or changing permissions you’ve set.
• Viewers and commenters can see the option to download, print, and copy: If ticked (default), viewers and commenters can download the file, print it, or copy its content. Untick this if you want to prevent them from easily making their own copies (note: this is not foolproof for preventing all forms of copying).

Sharing with Non-Google Users: #

• When you share with an email address that isn’t a Google account, the recipient will receive an email with a link. They can usually view the file without signing in (if permissions allow).
• For editing, they might be prompted to create a Google account or use a visitor session if enabled by your Workspace administrator (this allows temporary collaboration without a full Google account).

Sharing Links (General Access): #

Instead of sharing with specific people, you can create a shareable link.

1. In the Share dialogue, look for the “General access” section (it might say “Restricted” by default).
2. Click it and choose who can access via the link:
   • Restricted: Only people explicitly added can open with this link.
   • Your Organisation Name (e.g., Example Ltd): Anyone within your organisation who has the link can access (you can also set their role: Viewer, Commenter, or Editor).
   • Anyone with the link: Anyone on the internet who has the link can access (again, you set their role). Use this option with caution for sensitive information.
3. Once you’ve selected the link sharing option and role, click “Copy link” and then “Done.” You can then share this link.

Best Practices for Sharing: #

• Principle of Least Privilege: Only grant the minimum level of access needed (e.g., Viewer if they only need to see it).
• Share with Specific People: Whenever possible, share with specific email addresses rather than using “Anyone with the link,” especially for sensitive project data.
• Use Google Groups: For recurring teams or client groups, consider creating a Google Group (e.g., project-alpha-team@example.com) and share folders with the group. Adding/removing people from the group then automatically updates their access.
• Regularly Review Sharing: Periodically check the sharing settings on important folders to ensure only the correct people have access. Right-click a file/folder > Share > see who has access.