HOW TO Share Files & Folders in Google Drive

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1 HOW TO Share Files & Folders in Google Drive Version: Date Last Updated: 3-Dec-14 Intro Sign in to Gmail/Access Google Drive Sharing a File or Folder with Google/Gmail Users Sharing a File or Folder with non-google Users Additional Resources Introduction Google Drive lets you to send a file or folder to someone so that they can view, edit, or comment on it, all in real time! Sign in to Gmail and Access Google Drive 1. Login to your Notre Dame Alumni account from your computer by visiting using the web browser of your choice (Chrome, Firefox, Internet Explorer, etc.). 2. Click the Apps grid icon in the upper right corner (next to your account name), then click the Drive icon. Sharing a File or Folder with Google/Gmail are Google accounts, and can use these simple sharing settings. To share files and folders with non-google users, please refer to the next section. 3. In Google Drive, click the file or folder you wish to share. (The selected icon will be highlighted in blue.) 4. Click the Share icon in the top-right menu.

2 5. In the pop-up window, enter the addresses of the individuals you wish to share the file or folder with, and from the drop-down menu, select the level of access you wish to grant. If you wish to add a personalized message to your recipients, type it into the Add a note textbox. Click Send. a) Can edit Users can edit the file or folder and share it with others b) Can comment Users can view the file or folder, they can add comments, but can t edit it c) Can view Users can see the file or folder, but can t edit of comment on it (i.e. read-only) 6. Each user will receive an notifying them that a file or folder has been shared with them.

3 Sharing a File or Folder with non-google Users (i.e. Yahoo, Hotmail, Outlook) To share a file or folder with non-google/non-gmail accounts, complete Steps 1 thru 4 above, then continue with Step 7. IMPORTANT NOTE: Files and Folders shared with non-google/non-gmail accounts will be granted View privileges only. They will not be able to edit or comment. 7. In the pop-up window, click Get shareable link 8. Click Advanced. 9. In the Who has access section, click Change.

4 10. Select the radio button next to On Anyone with the link. From the Access drop-down menu, select the level of access you wish to provide. Click Save. REMEMBER: Anyone who has the link to this document will have these access rights, even as an anonymous user, as no sign-in is required. Please use particular discretion when selecting Can edit. To ensure data security, we recommend that you select Can view access when sharing files with non-google accounts. 11. A link to your file or folder has now been generated. You may copy and paste the Link to share into an or website to share it with collaborators. Click Done.

5 12. Once the link to your shared file or folder has been generated, you may retrieve it at any time by right-clicking on your file or folder in Google Drive and selecting Get link. 13. With the link highlighted, press Ctrl-C on your keyboard to copy the link. Then use Ctrl-V to paste the link into an to share it. IF YOUR FILES OR FOLDERS CONTAIN SENSITIVE INFORMATION (MEMBER DATA, FINANCIAL DATA, ETC.), DO NOT SHARE THEM WITH NON-GOOGLE ACCOUNTS.

6 Additional Resources For more information about advanced sharing features available in Google Drive, visit: