In this video, we will learn how to share a Google document with
our team members. This is one of the main reasons the ability to
share the document with other team members scattered across
the globe. So all of the team members would be able to
simultaneously edit the document. So this is a powerful
functionality. So this is a document and if I hover over
this Share button, on the right hand top side, I can see that it
shows me private to only me, it means that this document has not
been shared with anyone else. And the second thing you should
notice is in the File menu, you can see that this email
collaborators is grayed out, it means there is no collaborator
of this document at the moment, once we share this document,
this option will be available, and we would be able to email
this to our collaborators. Now let's say I want to share this
document. So I would click share. And no I have three level
of access which I can grant to someone, the lowest level of
access is can view, the person will only be able to view the
document, then the second level is can comment to the person
will be able to comment inside the document. And the final and
the highest level of access is can edit which has the full
access. Now there are a few advanced options in related to
the editor of this documents, and that we will talk about in a
minute. But currently, these are the three levels of access. So
let's assume that I want to grant the full access so I can
edit. And then I type the email of that person. So in this case,
I'm using one of my other email addresses, I can also put any
note. So if I don't have the email at the moment, then what I
can do is I can get the shareable link, by clicking on
this button. And that link, I can then save in any, for
example, notepad file. And then once I have the email, I can
send that link, and the person will be able to edit the
document. So this is another way if the email is not available at
the moment. And now I can press send and at the top, I will see
this message shared with one person. And now if I hover over
this blue button, it also shows me share with one person. So now
the document has been shared. And if in the File menu know I
have this option available email collaborators. So these are the
few changes you will immediately note once you share a document
now let's see what the other person sees. So this is the
message I got invitation to edit. And if I click on that, I
will see this brief message that this person has invited you to
edit the following document. And once the document is shared no I
can see the avatar of the other person appearing here in a
particular color. And there are two cursors are two insertion
points at the moment. One is for myself, and one in the other
color is for the person with which I have shared the
doublemint know that person is editing the document at this
point and I am editing the document at this point
simultaneously. So we can both work on this document
simultaneously know how to remove the excess. If I wish to
remove the excess of this person, I can click on this
share again.
And no in the advanced options, I can see that I am the owner of
this document, and I have granted access to this person.
So if I click on this cross sign, the access will be
removed, I have the ability to also change the level of access,
I can make this person as the owner of the document. If I
click on this, no, this person is the owner of the document.
And I can still change this and get it back to the original
owner. So this is how I can change the level of access, I
can invite more people by adding the image or I can copy this
link and then send it to anyone I can share this document to
social media. And then if I want to remove the access, I simply
click on this and the access will be removed and I will get
this message you have made changes that you need to save.
So I have to save these changes or I can simply cancel the
changes. So this is all you remove the access. There are two
more options here. Prevent editors from changing access. So
I can prevent the editors from changing access or adding new
people by checking this this checkbox. Similarly if I check
this box, it will disable some of the options such as download
print copier, comment options, and now once the document is
shared, if I click on email collaborators, I can write some
message here. And I can communicate with the
collaborators. I can also send a copy to myself. So let's briefly
touch another feature in Google document, I can change this mode
from editing to suggestion mode as well. And also the viewing
mode. viewing mode is of course, I can only view the document.
But in suggesting mode, what happens is if I click on
suggesting, so now I can make some suggestions in this
document. So now whenever I click on the document somewhere
and start to type something, it will appear in a different
color. And a dialog box will appear on the right hand side
showing that it is a suggestion, then the other person will be
able to either accept or reject the suggestion. So let's type
something here. type something as a suggestion. And now I can
just click outside and it will appear in a different color. So
now when anyone else working on this document will see this
suggestion, he can either accept or reject the suggestion. So
this is how you can make some suggestions if you are working
in a team environment. So these were some of the important
points about sharing and collaborating in Google
documents.