Sharing Files from Google Drive

All files uploaded to, and created in, Google Drive are set to private by default. Only you, the owner of the Drive, can see them. In order to share them with someone else, such as to show them a file or to collaborate on a document, the sharing permissions for the file need to be configured properly.

Adding Files to Google Drive

Files such as videos, images, PDFs, and other documents can be stored and shared through Google Drive. Files created through Google apps, such as Docs, Slides, and Sheets, are connected to Drive as well.


To upload a file from Google Drive:

  1. Navigate to drive.google.com and ensure you’re logged in with your PLU account. 
  2. Click the “New” button to the top-left and select “File upload” from the pop-up that appears.
  3. Locate and select the desired file that’s stored on the computer.
  4. Click “Open.” A pop-up that displays the upload progress will appear to the bottom-right. When done, the file will be accessible from your drive.

To create a file in Google Drive, click “New” and select a file type from the pop-up (Google Docs, Sheets, etc). The file will open in a new tab and saved to your Drive.


Sharing a File Link

The following method is recommended for sharing a file with multiple people with viewing permission only. This means that they'll be able to see the file, but not make modifications to it.

 

To share a link to a file in Google Drive:

  1. Navigate to drive.google.com and ensure you’re logged in with your PLU account.
  2. Locate the desired file, and right-click it. A pop-up will appear.
  3. Select "Get shareable link.”
  4. Under "Get Link," if "Pacific Lutheran University" or "Anyone with the link" is displayed, don't click anything and proceed to step 5. If "Restricted - only people added can open with this link" is displayed under "Get Link," click the drop-down and select either:
    • Pacific Lutheran University: visitors will need to be logged in with their PLU ePass in order to see the file. 
    • Anyone with the link: anyone will be able to access the file with the link.
  5. Click "Copy link."
  6. Paste the link elsewhere to share it, such as in an email or Sakai. Recipients will be able to click the link and view the file, but won't be able to modify it.
 
Alternatively, to share a file such as a Google Doc that's already open:
  1. Click the "Share" button the to top-right.
  2. Under "Get Link," if "Pacific Lutheran University" or "Anyone" is displayed, don't click anything and proceed to step 3. If "Restricted" is displayed, click "Change link to Pacific Lutheran University." The file will be only be accessible via link to people logged in a PLU account.
    • To make the file available to anyone with the link, click the drop-down and select "Anyone with the link."

  3. By default, people with the link will only be able to view the file. To adjust permissions, click the drop-down to the right and select an option:
    • Viewer: viewing only.
    • Commenter: allow comments.
    • Editor: full editing capabilities.

  4. Click "Copy Link."
  5. Click "Done."
  6. Pate the link elsewhere to share it, such as in an email or Sakai. Recipients will be able to click the link to access the file.

Inviting Specific People to Files

People can be directly invited to a file, which can be especially useful for collaboration. Other users can have viewing access only, or be granted editing and commenting privileges.

 

To invite specific people to a file:


  1. Right-click the file in Google Drive and select "Share" from the pop-up that appears.
  2. Enter their names or emails in the field at the top of the new window. 

  3. Click the button to the right of the field and select a permission: Can edit, Can comment, or Can view.
    • Viewer: viewing only.
    • Commenter: allow comments.
    • Editor: full editing capabilities.

  4. (Recommended) If desired, enter a message for the invitee, which will be attached to the invitation of the file. 
  5. Click "Send." The invitee(s) will receive an email invitation to access the file.


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Keywords:document, collaborate, doc, video, link, upload, share, file   Doc ID:98479
Owner:Misty B.Group:Pacific Lutheran University
Created:2020-03-05 10:37 PDTUpdated:2020-06-08 12:42 PDT
Sites:Pacific Lutheran University
Feedback:  0   0