The fastest way to share a document
Open the document you want to share. In the top right corner, click the blue Share button. A box will appear asking for email addresses. Type the email of the person you want to share with, then press Enter or click Add. Google will send them a link automatically.
Before you click Share, decide what permission level that person gets. A dropdown menu next to their email shows three choices: Viewer (they can read only), Commenter (they can suggest changes), or Editor (they can edit the document directly). Pick the one that fits what you need them to do, then click Share.
The person you shared with will get an email with a link to the document. They do not need a Google account to open it, though they will need one to edit or comment if you gave them those permissions.
Key Takeaways
- Click the blue Share button in the top right, type an email address, choose a permission level, and click Share to send a link.
- Viewers can only read the document, commenters can suggest changes without editing, and editors can change the content directly.
- You can share with multiple people at once by typing several email addresses before clicking Share.
- The person you share with does not need a Google account to view the document, but they need one to edit or comment.
- You can change or remove someone's access at any time by opening the Share menu and adjusting their permission level or clicking the X next to their name.
Sharing with multiple people at the same time
You do not have to share one person at a time. In the Share box, type the first email address, then press Enter. The email will move to a line below. Type the next email address and press Enter again. Repeat for as many people as you need to add.
Before you click the final Share button, make sure the permission level dropdown is set correctly — it will apply to everyone you just typed in. If different people need different access levels, you will have to share with them separately or change their permissions afterward.
Changing permissions after you have shared
Open the document and click the Share button again. You will see a list of everyone who has access. Find the person whose permissions you want to change. Click the dropdown next to their name and pick a new permission level — Viewer, Commenter, or Editor.
To remove someone's access entirely, find their name in the Share menu and click the X icon on the right side of their row. They will no longer be able to open the document. Google will not send them a notification that you removed them, but the link will stop working on their end.
Sharing a link instead of typing email addresses
If you want to share with someone whose email you do not have, or if you want to let anyone with the link open the document, use the link-sharing option. Open the Share menu and look for the section that says Get link or shows a chain-link icon. Click it.
A new box will appear with a link you can copy. Before you copy it, click the dropdown that says Restricted or Anyone with the link. Choose Anyone with the link if you want anyone who has the URL to open it. Choose Restricted if you want only people you have specifically shared with to access it. Then copy the link and send it however you want — email, text, chat, or anywhere else.
When you use link sharing, the permission level still matters. Set it to Viewer, Commenter, or Editor before you copy the link, and everyone who opens it will have that same level of access.
Controlling who can download, print, or copy your document
By default, people with Viewer or Commenter access can download, print, or copy the text from your document. If you want to prevent that, open the Share menu and look for the settings icon (three dots or a gear). Click it to open advanced sharing options.
You will see checkboxes for Viewers and commenters can download this file and Viewers and commenters can print and copy. Uncheck either or both to turn off those abilities. Editors can always download and print, regardless of these settings, because they have full editing access.
Sharing a document that is in a Google Drive folder
If your document is inside a folder in Google Drive, you have two choices: share the document itself, or share the entire folder. Sharing the folder is faster if multiple people need access to multiple documents.
To share just the document, use the Share button inside the document as described above. To share the folder instead, go to Google Drive, right-click the folder, and click Share. The same Share menu will appear, and anyone you add will get access to every document inside that folder.
Troubleshooting common sharing problems
If someone says they cannot open a document you shared, first check that you actually clicked Share and that their email address was typed correctly. A typo in the email means they will never receive the link. Ask them to confirm their email address and share again if needed.
If they have the link but still cannot open it, check the permission level. If the document is set to Restricted, only people you specifically added can open it. If you want them to have access, add their email address to the Share menu. If the document is set to Anyone with the link, the link itself should work — ask them to try a different browser or clear their browser cache.
If you shared a folder and someone can see the folder but not the documents inside it, the documents may have separate sharing settings. Open each document and share it individually, or change the folder's sharing settings to make sure the documents inherit the folder's permissions.
Frequently Asked Questions
Can I share a document with someone who does not have a Google account?
Yes. When you share a document, the person can open the link and view it without signing in. If you give them Commenter or Editor access, they will need to sign in with a Google account to use those features, but they can create a free account in seconds.
What is the difference between Commenter and Editor?
Commenters can suggest changes and leave notes, but they cannot edit the document directly. Editors can change the text, formatting, and structure of the document itself. Use Commenter when you want feedback without letting someone rewrite your work.
If I remove someone's access, can they still see the document?
No. Once you remove them from the Share menu, the link stops working for them. If they try to open it, they will see a message saying they do not have access. They cannot see any changes you make after you remove them.
Can I see who has opened or edited my document?
Yes. Open the document and click the clock icon in the top right corner to see the version history. It shows who made changes and when. You can also see who currently has the document open — their name or profile picture appears in the top right corner while they are viewing or editing.
What happens if I share a document and then delete it?
If you delete the document, anyone you shared it with will no longer be able to open it. The link will show an error message. If you only moved it to trash, you can restore it from the trash folder and they will regain access.