Share Google Drive Files: How To & Permissions
Sharing a Google Drive file means giving other people access to view, comment on, or edit that file, and you control exactly who gets that access and what they can do with it. You can share a link with anyone, or restrict sharing to specific people with Google accounts. This article explains the different sharing methods, how to set permissions, and how to fix common sharing problems.
How Google Drive Sharing Works
Every file and folder in Google Drive has its own sharing settings. When you share a file, you create a link that points to it. The link itself doesn’t contain the file; it contains a unique identifier that tells Google Drive which file to open. You choose who can use that link:
- Restricted: Only people you explicitly add by email address can open the file. They must be signed into a Google account to access it.
- Anyone with the link: Anyone who has the link can open the file, even if they don’t have a Google account. You can still set whether they can view, comment, or edit.
- Public on the web: The file appears in Google Search results and can be viewed by anyone. This is the most open setting.
When you share a file, Google Drive sends an email notification to the people you add, unless you turn that off. The people you share with will see the file in their “Shared with me� section, and it will also appear in their Drive if they add it to their own Drive.
How to Share a File or Folder (Step-by-Step)
- Go to drive.google.com and sign in with your Google account.
- Right-click the file or folder you want to share. A context menu appears.
- Click Share (or the person icon with a plus sign).
- In the “Share with people and groups� box, type the email addresses of the people you want to share with. You can also click “Get link� to copy a shareable link.
- Next to each person, choose their role: Viewer (can only see), Commenter (can see and comment), or Editor (can see, comment, and edit).
- Click Send to email the invitation, or click Copy link to share the link yourself (e.g., in a chat or document).
For the “Get link� option, you can click the dropdown to change who can access the link: “Restricted,� “Anyone with the link,� or “Anyone on the internet.� If you choose “Anyone with the link,� you can also set the role (Viewer, Commenter, Editor) for that link.
Viewer, Commenter, or Editor: What’s the Difference?
These three roles define what a person can do with your file:
- Viewer: Can open and read the file, but cannot make any changes. They can copy the file if you allow it (you can turn this off in settings).
- Commenter: Can view and add comments, but cannot edit the content directly. This is useful for feedback.
- Editor: Can make changes to the file, add comments, and share it with others (if allowed). They can also upload new versions (for files like images or PDFs).
For folders, the roles work similarly: an Editor can add, remove, or rename files in the folder; a Commenter can view and comment; a Viewer can only view.
How to Share a File with Someone Who Doesn’t Have a Google Account
If you want to share a file with someone who doesn’t have a Google account (or isn’t signed in), you have two options:
- Use “Anyone with the link�: Set the link sharing to “Anyone with the link� and choose “Viewer� (or Commenter). Then share the link. The person can open the file in a web browser without signing in.
- Send as an email attachment: In the sharing dialog, click the “Emailâ€� icon (the envelope) and enter the person’s email. Google Drive will send them the file as an attachment (e.g., a .docx or .pdf). This works for any email address.
Note that if you use “Anyone with the link,â€� the person will be able to view the file, but they won’t be able to edit it unless you give them Editor access (which requires them to sign in with a Google account).
Common Sharing Problems and How to Fix Them
Here are some frequent issues people run into when sharing Google Drive files:
- “You need accessâ€� error: This means the file is set to “Restrictedâ€� and the person isn’t in the list. Either add their email address or change the link sharing to “Anyone with the link.â€�
- Link doesn’t work: The link might be broken if the file was moved or deleted. Check that the file still exists and that the link is correctly copied (it should start with
https://drive.google.com/). - Recipient can’t edit: Make sure you’ve given them “Editorâ€� permission. If you used “Anyone with the link,â€� you must set the role to “Editorâ€� for that link.
- File is too large to email: Email attachments have a size limit (25 MB for Gmail). Instead, share the file via a link.
- I don’t want the recipient to download or copy: You can prevent downloading, printing, and copying by going to the sharing settings and checking “Disable options to download, print, and copy for commenters and viewers.â€� This is available for Google Docs, Sheets, and Slides.
How to Stop Sharing a File
To revoke access, go to the sharing settings (right-click > Share). You can:
- Remove a specific person: Click the dropdown next to their name and select “Remove access.�
- Turn off link sharing: In the “Get linkâ€� section, change the setting to “Restricted.â€� This will make the file accessible only to people you’ve explicitly added.
- Delete the file: If you delete the file from your Drive, the link will stop working for everyone (unless they have a copy).
Note that if you remove someone’s access, any open copies they have may still be viewable until they refresh. Also, if they’ve downloaded a copy, that copy remains with them.
Sharing vs. Moving Files: What’s the Difference?
Sharing a file gives someone access to the original file in your Drive. Moving a file (by dragging it into a shared folder) changes its location. If you move a file into a folder that is already shared, the file will inherit the folder’s sharing settings. This is a common way to share multiple files at once. However, if you move a file out of a shared folder, it will revert to its own sharing settings (usually restricted).
Frequently Asked Questions
Can I share a Google Drive file without giving the person a Google account?
Yes. Use “Anyone with the linkâ€� and set the role to “Viewerâ€� (or “Commenterâ€�). The person can open the file in a web browser without signing in. If they need to edit, they’ll need to sign in with a Google account.
Why can’t the person I shared with edit my file?
Check the permission level. If you shared via “Get link,â€� make sure the link’s role is set to “Editor.â€� If you added them by email, ensure their name has “Editorâ€� next to it. Also, if the file is an Office file (e.g., .docx), it may open in Google Docs, but the person needs to have “Editorâ€� access to make changes.
What happens if I share a folder?
When you share a folder, everyone with access can see all files inside that folder (unless individual files have different sharing settings). They can also add or remove files if they have Editor access. If you share a folder with “Anyone with the link,� anyone with the link can view the folder and its contents.
Can I share a file with a large group of people?
Yes. You can share a file with up to 100 people directly by email, and you can share a link with an unlimited number of people. For large groups, it’s often easier to use “Anyone with the linkâ€� and share the link in an email or chat.
How do I share a file that is too large to email?
Use Google Drive’s sharing feature instead of email attachments. You can share files up to 5 TB (if you have enough storage). Just upload the file to Drive, then share the link via email or any other messaging platform.
Is it safe to share a file with “Anyone with the link�?
It’s safe in the sense that only people who have the link can access it. However, anyone who receives the link can forward it to others. If you need to restrict access, use “Restrictedâ€� and add specific people. Also, be careful not to post the link publicly if the file contains sensitive information.
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