Sharing Files and Folders in Google Drive

📤 Sharing Files and Folders in Google Drive

Sharing resources via Google Drive is a daily task for many staff members. Whether you need to collaborate with a colleague or send a document to a student, Drive makes it easy.

There are two main ways to share: Directly via Email or by Creating a Shareable Link.

📧 Method 1: Sharing via Email

This method is best when you want to share with specific people inside the district.

1. Right-click the file or folder you wish to share.
2. Select Share.
3. In the box that appears, type the email addresses of the users you wish to share with.
4. Click Done or Send.

🔗 Method 2: Sharing via a Link

You can also generate a specific link to a file or folder. This is useful for pasting into emails, Google Classroom, or chat messages.

1. Right-click the file or folder.
2. Select Share (or "Get shareable link" in some versions).
3. Locate the General Access or Link Sharing section.
4. Copy the link provided.

⚙️ Advanced Permissions (Editing & External Access)

When sharing, it is important to check your Sharing Options/Permissions:

• Viewer vs. Editor: By default, people you share with might only be able to view the file. If you want them to collaborate (type, edit, delete), ensure you change their role from Viewer to Editor in the sharing dialog.
• External Sharing: By default, links often only work for people logged into their district account ("Restricted" or "District Only").
  • If you need to share a file with parents or community members (e.g., a public Google Form or newsletter), you must change the General Access setting to "Anyone with the link".