Sharing and Collaborating in Shared Drives

4.1 Share files or folders

Requires at least Contributor access to share files; Manager access to share folders.

Just like in Drive, there are different ways to share files and folders in shared drives with people who aren't members of the shared drive.

Note: Your ability to share files might be limited by your organization. Ask your administrator for more information.

Share files and folders with individuals or groups:

1. Choose an option:
   • Select one file or folder you want to share.
   • Press and hold Shift and select multiple files or folders to share.
2. Click Share or Share .
3. Under "Share with people and groups," enter the email address you want to share with. 
4. To change what people can do to your item, on the right, click the Down arrow   Viewer, Commenter, or Editor for files; Viewer, Commenter, Contributor, or Content Manager for folders.
5. Choose to notify people.
   • If you want to notify people that you shared a doc with them, check the box next to Notify people. If you notify people, each email address you enter will be included in the email.
   • If you don't want to notify people, uncheck the box.
6. Click Share or Send.

Share a link:

To make a file or folder widely accessible and avoid managing access in your organization, you can share the file or folder with a link. Anyone in your organization who gets the link can access the file or folder. Optionally, you can let other users share the link with people that are not in your organization.

1. In a shared drive, choose an option:
   • Select one file or folder you want to share.
   • Press and hold Shift and select multiple files or folders to share.
2. At the top, click Share .
3. (Optional) To specify what people can do with your file or folder when you share it, under your organization name, click Change:
   • To change the permission, at right, click the Down arrow  and select Viewer, Commenter, or Editor for files; Viewer, Commenter, Contributor, or Content Manager for folders.
   • To allow sharing the link outside of your organization, next to your organization name, click the Down arrow Public.

     Note: If you don't see this option, contact your administrator.

4. Click Copy link.
5. Click Done.
6. Paste the link in an email, on a website, or wherever you need to share it.

4.2 Unshare files or folders

Unshare files or folders with your organization:

1. In a shared drive, choose an option:
   • Select one file or folder you want to share.
   • Press and hold Shift and select multiple files or folders to share.
2. Click Share .
3. Under Get link, click Change.
4. Next to your organization name, click the Down arrow Restricted.
5. Click Done.

Unshare files or folders with individuals:

1. In a shared drive, choose an option:
   • Select one file or folder you want to share.
   • Press and hold Shift and select multiple files or folders to share.
2. Click Share .
3. Next to the person, click the Down arrow Remove.
4. Click Done.

Note: Group settings can override individual settings. So, if you try to unshare a file or folder with a person who belongs to an organization or group with access to the file or folder, this person can still access the file or folder.

4.3 Protect files or folders

Protect all files or folders in a shared drive:

Requires Manager access

1. On the left, click the shared drive that contains the files or folders you want to protect.
2. At the top, next to the shared drive name, click the Down arrow Shared drive settings.
3. Click Edit to set any of these permissions:
   • Sharing files with people outside of your organization
   • Sharing files with people in your organization who aren’t members of the shared drive
   • Allowing people with Commenter and Viewer access to download, copy, or print files
4. After you choose an option, click Apply.
5. Click Done.

Prevent people from downloading, printing, or copying a file:

Requires Manager access

1. Click the file you want to protect.
2. At the top, click Share .
3. At the bottom, click Who Has Access.
4. Click More check the Restrict download, print, & copy actions on this file for commenters and viewers box.
5. Click Done.

Note: You can limit how people share, print, download, and copy within Google Drive, Docs, Sheets, and Slides, but you can't stop how others share the file content in other ways.

4.4 See or email members

See members of a shared drive:

1. On the left, click a shared drive.
2. Under the shared drive name, click the number of members.

Email members of a shared drive:

1. On the left, click a shared drive.
2. At the top, next to the shared drive name, click the Down arrow Email members.
3. Change the subject and enter your message.
4. (Optional) To only email members with specific access levels, or to send yourself a copy of the email, check the boxes.
5. Click Send.

A link to the shared drive is included in the email.