Nativity Technical Support Helpdesk

Welcome to the Nativity Support Helpdesk!

For details related to an outage at Google please visit http://www.google.com/appsstatus#hl=en
To check the status of and outages or issues at RenWeb pleave visit http://status.renweb.com/

Knowledgebase
Nativity Support Website > Nativity Support Helpdesk > Knowledgebase

Search help:


How do I share a Google doc (document, spreadsheet, presentation)?

Solution

One of the best features of Google Docs is the ability to share documents with others.  You can let them just view the document, or you can give them the ability to edit it as well.  There are several ways to share a document, but we will look at the two most common: sharing with specific people, and sharing as a link.

Option #1: How to share a document with specific people

Most often you will want to share a document with specific people or groups of people.  Below is how to share a document with people or groups that you specifically choose.

  1. Open the document as usual and then click the "Share" button  in the top right hand corner
  2. This will open the "Sharing settings" window
  3. At the bottom of the window there will be a box labeled "Add people"
  4. Click in that box and type in the people or groups (staff, student, and parent listservs) that you want to share the document with.  The address book will find matches based on what you type.
  5. Next click the "Can edit" button to pick whether the users can edit or only view the document
  6. Optionally click in the "personal message" box to include directions or additional information for the recipients
  7. Finally, click the "Share" button
  8. All of the recipients will now get an email message indicating that the document has been shared with them
  9. The document will also automatically show up in their Google Docs list of documents
  10. In the future you can always return to the "Sharing settings" window to change or remove people
  11. Next to each users name will be a drop-down menu to switch between "Can edit" and "Can view"
  12. Also there will be an "X" that you can click to remove that person’s access entirely

 

Option #2: How to share a document as a link

Instead of sharing a document with specific people, you can instead share the document with anyone who has the link to the document.  For example, this is useful if you want to share the link with anyone who comes to your website.

  1. Open the document as usual and then click the "Share" button  in the top right hand corner
  2. This will open the "Sharing settings" window
  3. At the top you will see "Private - Only the people listed below can access"
  4. Click the "Change" link next to that line
  5. A new window will open up where you can change the privacy settings
  6. If  you select "Anyone with the link" then you will get a web link for the document to share with others (through email or posting online).  Anyone who has that link can click it and view your document.
  7. If you select "People at Nativity of Our Lord with the link" then only people with the link who also have an NOOL account can view the document
  8. If you also want to let people edit the document (not just view) then you can select the box for "Allow anyone to edit"
  9. Click "Save" when done
  10. You will now return to the "Sharing settings" window but now you will have a link for the document that you can share with others through email or posting online
  11. To copy the link, click on the link to select it, then right-click and choose "Copy"
  12. If you need to make any changes to sharing, you can repeat the process above and choose different settings at any time
 
Was this article helpful? yes / no
Related articles Set Default Font
Gmail Tip: Selecting your Google picture
Article details
Article ID: 17
Category: Drive (Docs)
Date added: 2013-07-16 13:43:52
Views: 1280
Rating (Votes): Article rated 3.0/5.0 (10)

 
« Go back

 
Powered by Help Desk Software HESK, in partnership with SysAid Technologies