Google Drive is one of the most popular cloud storage platforms, allowing users to store, access, and share files easily from anywhere. One of its most powerful features is file sharing, which lets you collaborate with others or send files securely without downloading or emailing large attachments.
In this guide, you’ll learn how to share Google Drive files step by step, including different sharing methods, permission settings, best practices, and common mistakes to avoid.
What Does Sharing in Google Drive Mean?
Sharing a file in Google Drive means giving other people access to view, comment on, or edit your files or folders. Instead of sending copies, Google Drive allows multiple people to work on the same file in real time, ensuring everyone always sees the latest version.
Types of Google Drive Sharing
There are two main ways to share files in Google Drive:
-
Share with specific people using email addresses
-
Share using a link
Each method offers different levels of control and flexibility.
Method 1: How to Share Google Drive Files with Specific People
This method is best when you want to share files privately with selected individuals.
Step 1: Open Google Drive
Go to Google Drive and sign in to your Google account.
Step 2: Select the File or Folder
Right-click on the file or folder you want to share and click Share.
Step 3: Add Email Addresses
Enter the email address of the person or people you want to share the file with.
Step 4: Choose Permission Level
You can assign one of three access levels:
-
Viewer – Can only view the file
-
Commenter – Can view and add comments
-
Editor – Can edit, delete, and share the file
Step 5: Send the Invitation
(Optional) Add a message and click Send.
The recipient will receive an email notification with access to the file.
Method 2: How to Share Google Drive Files Using a Link
Link sharing is useful when sharing files with multiple people or when email addresses are unknown.
Step 1: Right-Click the File
Select Get link.
Step 2: Change Link Access
Under General access, change Restricted to Anyone with the link.
Step 3: Set Permission
Choose whether people with the link can:
-
View
-
Comment
-
Edit
Step 4: Copy and Share the Link
Click Copy link and share it via email, messaging apps, or social media.
How to Share a Folder in Google Drive
Sharing a folder allows access to all files inside it.
Steps:
-
Right-click the folder
-
Click Share
-
Add email addresses or enable link sharing
-
Set permission level
Anyone added to the folder will automatically get access to its contents.
How to Share Files from Google Docs, Sheets, or Slides
You can share files directly while editing:
-
Open the document
-
Click the Share button in the top-right corner
-
Add people or copy the link
-
Set permissions
-
Click Send
This method is commonly used for real-time collaboration.
How to Change or Remove Sharing Permissions
Change Access Level
-
Right-click the file → Share
-
Click the dropdown next to a user’s name
-
Select Viewer, Commenter, or Editor
Remove Access
-
Open sharing settings
-
Click Remove next to the user
-
Save changes
How to Stop Sharing a Google Drive File Completely
If you want to make a file private again:
-
Right-click the file → Share
-
Under General access, change Anyone with the link to Restricted
-
Click Done
This instantly removes access for everyone except you.
Best Practices for Sharing Google Drive Files
-
Use Viewer access by default
-
Avoid giving Editor access unless necessary
-
Share folders instead of individual files when possible
-
Regularly review shared files
-
Remove access when collaboration ends
-
Avoid public links for sensitive data
Common Google Drive Sharing Problems and Solutions
Problem: “Access Denied” Error
Solution: Make sure the correct email or link permission is selected.
Problem: Someone edited the file accidentally
Solution: Change permission from Editor to Viewer or Commenter.
Problem: File shared publicly by mistake
Solution: Set access back to Restricted immediately.
Advantages of Sharing Files Using Google Drive
-
No file size limits like email attachments
-
Real-time collaboration
-
Automatic saving and version history
-
Secure access control
-
Easy sharing across devices
Who Uses Google Drive File Sharing?
-
Students – Sharing assignments and notes
-
Teachers – Distributing study materials
-
Businesses – Collaborating on reports
-
Bloggers – Sharing drafts, images, and media
-
Remote teams – Working together from anywhere
Conclusion
Google Drive makes file sharing simple, secure, and flexible. Whether you’re sharing a document with one person or collaborating with a large team, Google Drive gives you complete control over who can access your files and what they can do with them. By using the right sharing method and permissions, you can collaborate efficiently while keeping your data safe.