How to Share Files and Folders in Google Drive
Why Use Google Drive Sharing?
Google Drive makes it easy to share files without sending attachments. Recipients can view, comment on, or edit documents directly — and everyone always sees the latest version.
Benefits of Drive sharing:
- No large email attachments clogging inboxes
- Real-time collaboration on the same document
- Control who can view, comment, or edit
- Easily revoke access when no longer needed
- Share with anyone, even people outside your organisation
Share a File in Google Drive
From Drive
- Go to drive.google.com
- Right-click on the file you want to share
- Click Share
- Enter email addresses of people you want to share with
- Choose their access level:
- Click Send
From Within a Document
- Open the Google Doc, Sheet, or Slide
- Click the blue Share button (top right)
- Add people and set permissions
- Click Send or Done
Share a Folder
Sharing a folder shares everything inside it automatically.
- Right-click on the folder in Google Drive
- Click Share
- Add people and set their access level
- Click Send
Get a Shareable Link
Instead of adding specific people, you can create a link anyone can use:
- Right-click on the file or folder
- Click Share
- Under "General access", click the dropdown (usually says "Restricted")
- Choose:
- Set whether link users can View, Comment, or Edit
- Click Copy link
- Share the link via email, chat, or wherever needed
Share with People Outside Your Organisation
- Share the file normally by entering their email address
- If you see a warning about sharing externally, click Share anyway
- External users will receive an email invitation to view the file
Change or Remove Access
Change Someone's Access Level
- Open the file or folder
- Click Share
- Find the person in the list
- Click the dropdown next to their name
- Select a new access level (Viewer, Commenter, Editor)
- Click Save
Remove Access
- Open the file sharing settings
- Find the person you want to remove
- Click the dropdown next to their name
- Select Remove
- Click Save
Stop Link Sharing
- Open sharing settings
- Under "General access", change from "Anyone with the link" to "Restricted"
- Click Done
Transfer Ownership
If you are leaving a project or the company, transfer file ownership:
- Share the file with the new owner as an Editor
- Click the dropdown next to their name
- Select Transfer ownership
- Confirm the transfer
Sharing Best Practices
Use Folders for Projects
Instead of sharing individual files, create a project folder and share that. New files added to the folder automatically inherit sharing settings.
Choose the Right Access Level
- Viewer — for reference documents people should not change
- Commenter — when you want feedback without allowing edits
- Editor — for collaborative documents where others need to contribute
Be Careful with "Anyone with the Link"
This setting means anyone who gets the link can access the file. Use it for non-sensitive content only. For confidential files, share with specific people.
Set Expiration Dates
For external sharing, you can set access to expire:
- Click the dropdown next to the person's name
- Click Give temporary access
- Set an expiration date
Mobile App Sharing
Share from iPhone or Android
- Open the Google Drive app
- Tap the three dots next to the file
- Tap Share
- Add people or copy the link
- Tap Send
Troubleshooting
"You Need Access" Error
The person seeing this error is not on the sharing list. Add their email address to share with them.
Cannot Share Externally
Your organisation may restrict external sharing. Contact IT to request access or use a different sharing method.
Changes Not Showing
- Check your internet connection
- Refresh the page
- Ensure you are looking at the correct version (not a downloaded copy)
Need Help?
For Google Workspace support or file sharing help, contact helpdesk@netlumait.com.au or call 1300 521 162.
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