Sharing Google Docs

on Thursday, August 12, 2010

There are two strategies you can use to share Google Docs you have uploaded.

The first is to allow access to specific people, via email address, and then invite them to view or edit.

The second way is to choose the "Anyone with the link" option, which allows anyone you email the link to to view/edit the document without the confusion of having to sign in. This is the easiest method, and relatively secure, as you have some control over who is sent the link (you can also reset the link at any time, if you are worried about security).

Both methods start out the same. Upload the document, then click the Share button on the upper right, and choose Sharing Settings.

A new dialogue box will appear (below). If you choose Anyone With the Link you will see the option of allowing them to edit the document at the bottom of the box. Leaving this box unchecked will only give them permission to view the document.

A final dialogue box will appear (shown below) with the link. Cut and paste it into an email and you are good to go. Note the Reset Link option just below and to the right of the link. If you do reset the link, make sure you alert everyone involved of the new link.

To keep the document private, choose Private.

This will bring up a new dialogue box. You allow access to the document with an email address. To the right of the email text box you can choose whether they can edit or merely view the document.

Checking the Send Email Notifications box will automatically send emails to all those who have been allowed access.

If you would like to learn more about Google Docs, my own video tutorials are available on the Video Tutorials page, and tutorials available at Sign in and choose Google on the Vendor drop-down menu.


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