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Learn how to share Google Drive files and folders directly from your computer’s native file manager (File Explorer on Windows or Finder on macOS), including important considerations for permission levels, particularly for Shared Drives.

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With Google Drive for desktop installed, you can conveniently share your Google Drive files and folders directly from your computer’s native file manager (File Explorer on Windows or Finder on macOS) without always needing to open a web browser. This streamlines your workflow and ensures consistent sharing practices.

Prerequisite: Google Drive for Desktop Installed and Running #

• Ensure you have the Google Drive for desktop application installed on your computer.
• Make sure the application is running and you are signed in with your Google Workspace account. You should see the Google Drive icon in your system tray (Windows) or menu bar (macOS).
• Your Google Drive files will appear as a virtual drive or a folder within your computer’s file system.

Sharing from macOS Finder: #

1. Locate the File or Folder:
   • Open Finder.
   • Navigate to your Google Drive location in the Finder sidebar (usually listed under “Locations” or as a separate device).
   • Find the specific file or folder you wish to share.
2. Access Sharing Options:
   • Right-click (or Control-click) on the file or folder.
   • In the context menu that appears, hover over “Share with Google Drive” or a similar option related to Google Drive sharing.
   • You might see direct options like “Copy link” or a more general “Share…” option.
3. Using the “Share…” Option:
   • Selecting “Share…” will typically open the standard Google Drive sharing dialogue box, similar to the one you see in the web interface of Google Drive.
   • In this dialogue box:
     • You can add people or groups by typing their email addresses.
     • Set their permission levels from the dropdown menu. You will typically see:
       • Viewer: Can only view files.
       • Commenter: Can view files and add comments.
       • Editor: Can view, edit, comment, and share the item.
       • Important for Shared Drives: If you are sharing a folder within a Shared Drive with an external collaborator who needs full editing and saving functionality (especially for complex files like CAD drawings that might involve temporary files), consider granting them the “Content manager” role within the Shared Drive itself. This role explicitly allows adding, editing, moving, and deleting any files within that Shared Drive. The “Editor” role on a regular folder in My Drive is similar in capability, but “Content manager” is crucial for full functionality within Shared Drives.
     • Choose to notify them and add a message.
     • Manage link-sharing settings (“General access”).
   • Click “Send” or “Done” to apply the permissions.
4. Using “Copy link”:
   • If you select “Copy link,” the link to the file/folder will be copied to your clipboard.
   • Be mindful of the current “General access” permissions for that link (e.g., Restricted, Your Organisation, Anyone with the link). You might need to adjust these permissions first via the “Share…” dialogue if the default link setting isn’t appropriate for who you’re sending the link to.

Sharing from Windows File Explorer: #

1. Locate the File or Folder:
   • Open File Explorer.
   • Navigate to your Google Drive location (often listed as “Google Drive (G:)” or similar under “This PC” or “Quick access”).
   • Find the specific file or folder you wish to share.
2. Access Sharing Options:
   • Right-click on the file or folder.
   • In the context menu, look for an option like “Share with Google Drive” or simply “Share” which then presents Google Drive options. (The exact wording can vary slightly with different versions of Windows and Drive for desktop).
3. Using the Google Drive Sharing Option:
   • Selecting the Google Drive sharing option will usually open the familiar Google Drive sharing dialogue box.
   • In this dialogue:
     • Add people or groups by their email addresses.
     • Assign permission levels (Viewer, Commenter, Editor). As with macOS, if you’re working within a Shared Drive and the external collaborator needs comprehensive saving capabilities (especially for CAD files), consider changing their role within the Shared Drive to “Content manager.”
     • Opt to notify them and include a message.
     • Configure link-sharing settings (“General access”).
   • Click “Send” or “Done” to save your sharing preferences.
4. Copying Link:
   • The right-click menu might also offer a “Get link” or “Copy link to clipboard” option via the Google Drive sub-menu. As with macOS, be aware of the link’s current access permissions.

Important Notes: #

• Internet Connection: While you can often initiate the sharing action offline, the actual permission changes and notifications will only sync and take effect once your computer is connected to the internet and Google Drive for desktop syncs.
• Consistency: The sharing permissions set via Finder/File Explorer are the same as those set via the Google Drive web interface. They are all synced to your Google account.
• Visual Cues: Shared files or folders might sometimes have a small “shared” icon overlay in Finder/File Explorer, but this can vary. The definitive way to check sharing is through the “Share” dialogue.

This integration provides a convenient way to manage sharing without leaving your standard file browsing environment.