Sharing and Collaborating

Lesson 1
Sharing and collaborating on files
Google Drive makes sharing your files simple. It also allows multiple
people to edit the same file, allowing for real-time collaboration.
Sharing files
Whenever you share a file from your Google Drive, you can let others
view and even edit that same file. While you can share any file stored on your
Google Drive, it's important to note that you can only use the collaboration
features for files created within your Drive.
Let's look at the example of Kathryn, a college student who uses her
Google Drive to organize letters, lessons, and more. Kathryn files include:
▶ Files she keeps private, like her spreadsheet with classroom expenses ▶
Files she lets others edit, like the group reporting documents she creates with
her group mates.
▶ Files she shares publicly and doesn't let others edit, like the newsletters
and announcements she shares with her friends and family.
▶ Files others share with her, including ones she can edit, like her classmates
topic; and ones she can't, like an exam sent to her by her teacher
As you can tell, no single sharing setting would be right for all of Kathryn's
files. The settings you choose for each of your shared files will probably depend
on why you're sharing it in the first place.
When you share a file with a limited group of people, your collaborators must
sign in with a Google account to view or edit the file. However, when you share
with a larger group or make the file public, your collaborators will not need a
Google account to access the file.
To share a file with a limited group of people:
Locate and select the file you want to share, then click the Share
button.
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A dialog box will appear. In the People box, type the email addresses of
the people you'd like to share the file with. If you want, you can add a message
that will be emailed to the people you share the file with.
Click Send. Your file will be shared.
For more control over your files, you can click the drop-down arrow to
decide whether people can edit, comment on, or simply view the file.
Sharing with a link
You can easily share a file with a larger group of people by providing a link
to any file in your Google Drive. A link is basically a URL or web address for any
file you want to share. This can be especially helpful for files that would be too
large to send as an email attachment, like music or video files. You can also
share a file by posting the link to a public webpage. Anyone who clicks the link
will be redirected to the file.

To share a link:
Locate and select the file you want to share, then click the Share button.
A dialog box will appear. Click

Get shareable link.
A link to the file will be copied to your web clipboard. You can then paste the link in an
email message or on the Web to share the file. When you're finished, click Done.
Files shared with you

People can also choose to share files with you. These files will appear in your Shared
with Me folder. However, if you'd prefer to access a file from your Google Drive without
switching to this view, you can move it. To do this, navigate to your Shared with Me
folder, hover the mouse over the desired file, then select
Add to My Drive.
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Collaboration tools
Whenever you share a file in a Google Drive format, you'll have the option
to allow your co-editors to change and edit the file. Google Drive offers several
tools that enhance collaboration by making it easier to communicate with your
co-editors and to see which changes have been made and by whom.
Click the buttons in the interactive below to learn about the collaboration features
in Google Drive.
Suggesting mode
Google Drive also has a feature called Suggesting mode, which is similar
to the Track Changes feature in Microsoft Office. This allows each collaborator to
make changes, while giving the other collaborators a chance to review the
changes before making them permanent. This page has more information about
how to make suggested edits and accept or reject other people's changes.
Challenge Activity 1 !
1. Open our example file. Make sure you're signed in to Google, then click
File >Make a copy.
2. Change to suggesting mode.

3. Select the first three lines of the letter and center align them.
4. Select the name Melissa Vaughn and add a comment that says Double
check the spelling.

5. When you're finished, your document should look something like this:
Optional:
Try sharing your document with someone.

Sharing and Collaborating

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Lesson 1

Sharing and collaborating on files

To share a file with a limited group of people:

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A dialog box will appear. Click

Files shared with you

2. Change to suggesting mode.

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