Sharing Files

Quick reference

• 00:04 Google Drive makes it so easy for us to collaborate with others, and
• 00:09 to share our folders and files with others.
• 00:13 Let's take a look at the two different methods in which we can share
• 00:17 our content with others.
• 00:19 To share a file, simply select that file and then select the share icon here.
• 00:26 Selecting this icon will open up a new dialog.
• 00:30 And here, we can enter in the names or the email addresses
• 00:35 of those individuals in which we would like to share this file with.
• 00:40 I'm gonna find the individual that I'd like to share with here, and
• 00:43 of course you can add as many people as you like at one time.
• 00:48 But pay special attention to the drop-down
• 00:50 box directly to the right of the people field,
• 00:54 this allows us to set the permission level when sharing this particular file.
• 01:00 The first option is Can edit and this gives them full edit permissions,
• 01:06 so that they can change everything within this particular file.
• 01:10 And that can be very helpful when you're collaborating with others and
• 01:13 you want them to have this level of permission.
• 01:17 However, perhaps you don't want to give them access or full editing rights.
• 01:21 The second option is Can comment, and this allows them to view the file and
• 01:28 also provide suggestions and other comments, but not the ability to edit.
• 01:34 Lastly, our third option is Can view.
• 01:38 In this permission level, they can view the document only, and
• 01:42 cannot comment or edit.
• 01:44 So be sure that you choose the correct permission level
• 01:48 depending on those that you're sharing with.
• 01:51 Below you can add an additional note if you like, perhaps explaining why you
• 01:56 are sharing this file or what you would like them to do with this particular file.
• 02:01 Remember, they will be receiving an email notification that you've shared this file,
• 02:07 so adding a note may be helpful.
• 02:10 Select send down below and
• 02:12 then that shared file will be sent directly to their email address.
• 02:17 You'll also notice that you'll see a shared icon beside files or
• 02:22 folders in which you have shared with at least one other individual.
• 02:27 Now let's take a look at how we can share a file using a link.
• 02:31 Sharing a file using a link may be helpful if you're sharing it with a large group
• 02:36 of individuals, or if you'd like to include a link in a separate document.
• 02:42 To do so, we want to select the file, and
• 02:44 this time we are gonan select Get sharable link.
• 02:49 And here you can see we are provided with a unique link, here.
• 02:53 By selecting this, I can copy this link and paste it into any other document.
• 03:00 I could paste it within an email, within a Word document,
• 03:03 I could even paste it within a webpage.
• 03:07 And people who have access to that link will be able to access this file.
• 03:13 If I ever want to turn off this capability,
• 03:16 turn off this shared link, I can do so by selecting this toggle here.
• 03:23 Now, a common question that comes up is what happens when you delete
• 03:28 a file within Google Drive, even if it has been shared with other individuals.
• 03:34 Well, if you have shared a file directly using the direct share method,
• 03:40 even if you remove or delete this file,
• 03:43 others who have shared access will still have to that file.
• 03:49 So you may want to pay special attention to this when you feel the need to remove
• 03:54 a particular file.
• 03:55 If you don't want anyone to have access to it,
• 03:58 you will need to remove those shared setting first before deleting the file.
• 04:03 So let's take a look at how we can remove or edit those share settings.
• 04:08 Once again, we want to select the share icon here.
• 04:12 And we can either add more individuals if we like, or
• 04:16 we can see who it has been shared with so far.
• 04:19 Here you see there is a link below saying shared with one other person.
• 04:23 I'm gonna click this link, and it is showing me that it is shared with myself,
• 04:28 or it's identifying myself as the owner.
• 04:31 But here's the other individual that I just shared this file with.
• 04:36 Now if I'd like I can change their permission level.
• 04:39 If I no longer want them to be able to edit,
• 04:42 maybe I just want to change it to view only.
• 04:45 But if I want to remove them all together, I can select the x here, and
• 04:49 now they will no longer have access to this file.
• 04:53 I can select Save changes, I'm gonna select Done, and
• 04:57 now that file is no longer shared with that individual.
• 05:02 So, get familiar with sharing your files and folders with others,
• 05:06 an excellent way to collaborate on Google Drive.

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