- [Instructor] Alright, if you just finished
creating that Google Doc,
and you want to share it with other people,
maybe you wanna share it with other people,
just so that they can see it,
or maybe you want them to be able to work alongside you.
We're gonna go through the different ways
that you can share and the different permission levels
in order to get the right thing done.
(upbeat music)
So right now we're going to act like
we're done with this document,
we'll go in the upper right hand corner
and left click on the blue share icon.
And when you do that,
you get a dialog that comes up in the middle of the screen.
And you have two sections here,
you have share with people in groups
and you have to get a link.
So first, we'll talk about sharing with people in groups.
And what this does,
is allows you to set the sharing settings
for specific people or groups that you name.
So let's say I want to share with someone called Michael,
I'll start typing him in.
And all of my contacts come up as I type,
and then the Michael eventually comes up,
I left click on him.
And there's a drop down to the right
where I get to select
from the three different levels of permissions.
So the first one if I just want him to be able to see it,
and nothing else, would be viewer.
If I want him to be able to see it,
but also leave me comments,
not actually typing into the document,
but actually using the comment function,
you would give him this level.
And the next level is editor,
which gives you full permissions to the document.
We'll just leave this as editor for now.
And the second thing is that
this Michael, he's not going to know that
you shared this with him,
unless you leave a check mark in here
that says notify people,
and this is going to send an email to him
so you could say something like,
can you please proof this document,
you just want him to check it out?
Leave that check mark on and if you left click on send,
it will send Michael an email
and with a link that he can go to the document.
Now if I take a look at Michael's Google Drive,
if you go in the upper right hand corner,
you can see I'm logged in here as Michael.
And let's go over left click on shared with me,
and you'll see the document that I just shared.
So he can left click on this and open it up,
and you can see now that two people are in it.
Let me click OK here.
Two people are in it
I see my face as the other account,
I can see where my cursor is,
me being Michael right now, it's in black,
but I can also see where my other account is.
So what I'll do to make this a little bit more apparent,
I'll take Michael's document,
I'll put it on the right
or Michael's view of the document rather,
it's the same document.
And on the left, I'll make it mine.
And I'll just zoom in on Michael's too,
so that they look the same.
So since I gave Michael editing privileges,
if you wanted to come in here and say,
I don't like this word,
he could comment on it,
since he also has commenting privileges
since editor gives you everything.
And he could say,
he's gonna tag me, so he'll say at Adam,
I think choices would be a better word here
and he's going to assign that to me
and click Assign.
And if I come back over into Adams account,
I'll see that the word consideration is highlighted.
If I left click on it
gonna scroll over a little bit here,
I can see that Michael left this comment to me,
I can reply to it.
So let's just say I decided
to do what he suggested I go in here
and change it to choices.
And click okay.
If you come back over to Michael,
He can Click the checkmark here
to kind of clear out that comment.
That's the overview of the most basic type of sharing.
Here's your sharing it with one person
and you have three different levels.
Let's go back to just my account.
We'll go back to the share button and you see here,
it says people and groups.
So I have some groups set up
so that we can see that
I'll actually go back out of here right now.
And we'll go to any app really
where you can see these nine dots.
If I left click on that,
scroll down to groups,
I have a few groups here.
Let's use the one called classroom teachers.
Let's go back to the doc, we'll try to share it.
And most tight classroom teachers, there it is.
So it comes up.
It looks like it has its own email address,
which probably does.
You could probably email the people in here as a group.
You have the same option to notify people
and anything that you change here
is going to affect everyone that is in this group.
So you can add or delete people
using the group functionality that we had just looked at.
And they'll dynamically come into this group
and be able to view this document.
So if you share it with classroom teachers,
one of the teachers decides to leave the school,
take them out of the group.
They can't see the document anymore.
So that covers sharing with groups.
Let's bring that dialogue up again and take a look at it.
There's one more thing to talk about here
because I'm using a Google Workspace account,
which is a paid account.
Let's the left click on editor,
and you can give someone temporary access, we'll go to that.
And then you can give them access
that specifies on a certain day
but it only works for the comment in the view only.
And again, you're only seeing this option
because I have a Google Workspace account.
So if you're doing something
where you want to expire access,
probably look into paying for your Google Account.
So we've covered sharing people in groups.
Now, the other type of sharing is sharing with a link
and this is a pretty different concept.
And what this does is creates a link at the document level.
So if you were to follow this link, no matter who you are,
what we do below here will be controlled
for everyone using the link.
Okay, so you're not naming specific people anymore.
So for this entire length, that leads to this document,
it's either how it is right now,
which is restricted to only people added
or you can drop this down and restrict it
to only people at your organization.
So this is the name of my company or anyone with the link.
So we'll skip over organization.
I think that's pretty self-explanatory.
If we left click on anyone with the link,
anyone that you give this link to will be able to view it
or comment, or you can make them a full editor.
So this last option, if you click on that,
let's copy the link and we're going to bring up
a new browser window.
It's called an incognito window,
meaning that the web doesn't know who I am right now.
So I could be anyone, we'll paste that link into here.
And you'll see it doesn't know who I am, but it let me in.
I'm not even signed into a Google Account right now,
but I could come in here
and do five, five, five, five, five, and edit this document.
It could be useful if you're sharing
`with a lot of people
and they don't want to set up Google Accounts,
and maybe there's nothing very private in here.
You can use this option.
It's a pretty low chance
that someone's going to find this on the web
and sabotage it.
If you look at the URL,
it's a very long string of random characters
that are meant to be not really guessable by a human being.
So we'll close that out.
And that covers the basic options
of how to share a document from inside of Google Docs.
Now, another important way that you can share
that gives you some more flexibility
is inside of Google Drive.
So Google Drive is what holds your Google Docs
and your spreadsheets,
and any other files that you choose.
But if you're using a workspace account
what you can do, you can use a shared drive.
So if I expand this option,
I have drives in here that you control the sharing
based on the entire folder level.
So if you had 20 documents that you wanted to share`
with one group of people
you'd want to do it in a shared drive.
`If you drop down this menu
from the shared drive,
you can view the members and all of these people
can see all of the documents that come in and out.
It just happens to be the same two people.
Cause I have a little account that I do these tutorials on.
But if you have large groups
and you're managing multiple documents
for different uses using the shared drive,
sometimes it could be a lot easier
than just sharing from inside of Google Docs.
So the video that you see on your screen right now
will give you a more in-depth analysis
of shared drives and how they work.
So I'll see you over in that video.
Thanks for watching.