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How to Give a Collaborator Access Again to a Google Document

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Bulldoze

 Chapter 2: Sharing, Privacy, Printing & Publishing

Table of Contents

Online collaboration

Sharing online documents

Edit, view, and annotate privileges

Visibility settings

Sharing limitations

Publishing vs. sharing

Share and access docs in your school

Individuals at school

Groups at school

Anybody at school

Share docs outside your school

Share and access documents with groups

Groups in Google Apps

Google Groups

Shared folders with individuals and groups

Overview of shared folders

Create a shared folder

Access shared folders

Add or remove documents from shared folders

Avant-garde sharing permissions

See who has access

Alter sharing admission levels

Remove collaborators

Make a document private

Transfer certificate ownership

Transfer buying of all docs from ane employ to another

Emails documents every bit attachments

Email equally zipper

Email contents of document

Publish documents to the spider web

About publishing

Publish a document

Types of publishing

Stop publishing

Embed documents into a weblog or website

Print options

Print and print preview

Page Setup

Spreadsheets

Presentations

Drawings

Online collaboration

Sharing online documents

In Google Drive, when you want to send a certificate for others to run across or edit, you don't need to electronic mail an attachment or upload a file for others to access. Instead, you tin can share i online version of your document and specify who has permission to make changes and who has permission only to view.

Many people tin can admission a Google Drive certificate at the same fourth dimension, simply like many people can look at the aforementioned webpage or the same photo shared online. With everyone seeing the same thing, at the same fourth dimension, you tin can first collaborating in real-time. Sharing documents online makes it easier for groups to work together, wherever they are.

Google Drive lets y'all know who else is looking at the document and exactly where they are making changes.


You can also start a discussion with others in the document using the born chat feature.

With Google Drive y'all take two types of settings for making your document bachelor to others which we will review in the adjacent steps:

  • Visibility settings: how people tin can access your document
  • Sharing settings: who can make changes or only view the certificate

Edit, view, and annotate privileges

You lot can share your docs with but the people you want, and you can specify exactly what level of admission (edit, view, or comment) each person has for each certificate.

For example, a teacher might give students view-only access to a syllabus or written assignment document so that students cannot edit the clarification, but give editing access to a fellow instructor who is teaching the aforementioned subject and giving the same consignment. An administrator might seek feedback on a policy, but non desire others to edit so she would grant teachers comment-merely admission to a certificate.

When you lot create a new certificate, you lot are automatically the owner and the document is more often than not only available only to yous unless your Google Apps administrator has modified the default settings. Y'all tin choose to explicitly share it with individuals or groups in one of three types of roles with sharing privileges:

Owners

  • Tin edit documents, spreadsheets, presentations, and drawings, and invite more than editors and viewers.
  • Tin can delete documents, spreadsheets, presentations, and drawings, and thereby remove admission for editors and viewers. Delight note: To fully delete a document, spreadsheet, presentation, or drawing, and remove access to information technology, you need to delete it and and then Empty Trash.

Collaborators with edit access (editors)

  • Can edit documents, spreadsheets, presentations, and drawings.
  • Can invite or delete other editors and viewers (if the possessor has given them permission).
  • Tin export a copy of the document, spreadsheet, presentation, or drawing to their local hard drive.
  • Can view the list of editors.
  • Can make a copy of a doctor, and copy the list of physician's editors.

Others with view access (viewers)

  • Can see the most contempo version of a document, spreadsheet, presentation, or drawing merely tin't make whatsoever changes.
  • Tin can export a copy of the document, spreadsheet, presentation, or cartoon to their local hard drive.
  • Tin can not view the list of editors.
  • Tin make a re-create a doc, merely tin can't copy the list of doc's editors.

Viewers with comment access

  • Same features equally above, merely tin can add comments to the document.

Visibility settings

In add-on to explicitly sharing your document with individuals or Groups in your domain, you tin choose to make your document more widely accessible via links or search. These visibility settings are detailed in the text below :


Visibility options: Private, Anyone with the link, and Public on the web

There are up to v unlike visibility options: private; people at my organization with a link, people at my organization tin can find and access, anyone with the link; and public on the spider web. And you lot can see how your doc is set by looking at the icon right next to its title.

Private

When yous create a private doc, you are the only person with access to information technology. And from there, you can grant access to other people. Anyone trying to access the certificate volition take to sign in to their Google Business relationship to verify that they take access to the doc.

Private is the best setting for your own private documents, like a listing of contacts or a resume. It's likewise expert if you want to collaborate within a closed circumvolve of people -- for example, if you and a friend or family fellow member are working together on a individual letter or working on taxes.

People at your organization with the link

Docs set to this option are accessible to anyone inside the domain who knows the URL of the file. If you too select the 'Permit anyone to edit' option, anyone with the URL will be able to view and edit your file. This pick allows you to easily copy and paste the file'due south link into chat, email and calendar invites for quick admission and feedback.

People at your organization can find and access

Docs set up to this selection volition be indexed by Google Drive search and may exist opened by anyone in your organization.

If your Google Apps ambassador allows sharing exterior of your system, you will as well be able to make a file Public on the web  or available to Anyone with the link  (no sign in required). Administrators can also command the default visibility setting from the control panel.

Anyone with the link (must be enabled by Google Apps administrator)

A doc prepare to Anyone with the link  is like an unlisted phone number. In the aforementioned way that anyone who knows an unlisted phone number can call information technology, anyone who knows the web address of a doc in this category can view information technology. If you also select the 'Permit anyone to edit' option, anyone with the URL will as well be able to view and edit  your document. Sign-in is non required, then viewers and editors may show upwards as anonymous.

Anyone with the link  is a groovy setting if you want to give piece of cake access to information to a bunch of people (as long as the contents of the doc aren't sensitive). For example, if  you desire to share a syllabus and a book list, you could put that info into doc set to anyone with the link and ship your students the link. Docs in this category are generally not indexed by search engines, but they may show upward in search results if the doc URL appears on another webpage that is indexed.

Public on the web (must be enabled by Google Apps administrator)

Set a doc to public if you want to make it publicly available to anyone. Public docs may get indexed by search engines (like Google Web Search), can show up in search results, and anyone who finds the web address of the doc can admission it. If you also select the 'Let anyone to edit' option, anyone that finds the document will besides be able to view and edit  your document.

Public on the web  is a great setting if you're trying to get the word out about something. For example, you could create a flyer for a school consequence, save it as a public doctor, post a link to it on your blog, and possibly enquire other teachers or students to exercise the same.

Sharing limitations

Yous tin can explicitly share a doc or file with 200  viewers and editors (combined), or y'all can brand your doc available to anyone past changing its visibility option .

50  may edit and view a spreadsheet, certificate, or drawing. 10  people may edit and view a presentation or a document in the older version of Google documents.

Publishing vs. sharing

When you lot publish a doc, Google Drive creates a split up, lightweight webpage where anyone with the link can view the contents of your document. Considering the published version of a medico is its own webpage with its own URL, that version isn't affected past the visibility option you choose for your document.

However, with Google Apps Education Edition, Admins tin control the main settings for whether documents are published to the world (available to anyone) or published to the domain (available to only those with a school Apps account). Having a document published to the domain is still like a webpage, no 1 tin can edit information technology equally they might if you shared the certificate, only merely those with an Apps business relationship can view it.

With publishing settings, you can take a private document - a certificate in which you select who can edit - and still accept it published to either the world or your domain (depending on the settings selected by your Apps administrator). In that case, only users to whom you've given permission would be able to view or edit the full original doc; nevertheless, anyone with the dissever link to the published version of the md would exist able to view that published content.

Every bit an example, here's what the two separate URLs await like in a Google document:

URL of the total doc:

URL of the published webpage:

(The differences betwixt the URLs vary a chip among the different document types.)


Publishing is useful, considering information technology lets you exercise the following things:

  • Create an embeddable HTML version of a dr.. The HTML version tin exist embedded in blogs, Google Sites, and more.
  • Show your dr. to large web audiences. Only fifty people can view a total-form md at a time, just a lightweight webpage has much, much higher limits.
  • Provide quick access to file downloads, and publish private sheets or fifty-fifty jail cell selections (Google Sheets only)
  • Publish a one-time snapshot of a living document. To create such a snapshot, brand certain yous un-bank check "Automatically republish" when y'all publish your physician

Share and admission docs in your school

Individuals at school

With Google Apps Pedagogy Edition, you will always be able to share a document with others at your school who accept a Google Apps account.

When y'all share with an individual you can select what level of access (view or edit) each person has.

For instance, you lot can share a syllabus document with some other teacher and give them edit access to make changes. Y'all can so also share the certificate with your students, giving them only view access where they are unable to make changes.

Here's how to add specific editors and viewers:

  1. Open the md you want to share.
  2. Click Share  in the upper-right corner of the document.
  3. At the bottom of the Sharing settings window, under 'Add people,' blazon the email addresses of the people you desire to share with. You can add a single person, multiple people, or even cull from a list of your contacts.
  4. To the right of the list of names, cull 'Can edit', 'Can comment' or 'Tin can view' from the drop-downwardly.
  5. Ii quick options to consider (to share with default settings, feel free to skip this annotation):
  1. Click Share .

When you share the document with an individual straight, they will notice the document appear in their Google Drive documents list with the document name bolded.

If yous selected to accept an email notification sent, the individual will receive an email bulletin with a link to the shared certificate:

Groups at school

Sometimes you want to share documents with specific groups at your schoolhouse – a department, a course, a grade level, social club, or any other type of group. Instead of having to enter names individually for every common document, you lot tin can accept advantage of Groups in Google Apps.

Groups in Google Apps can be created by the domain administrator or the ambassador can make it possible for individuals to create their ain groups. A group is a single email address that includes multiple members from an Apps domain and can exist used to share calendars, sites, and documents. When something is shared with that single grouping address, it is then shared with all the grouping members.

Sharing with a group follows the same steps as post-obit an individual. Y'all can also assign whether the group has edit or view access. Delight notation that the access level is the same for every fellow member in the group.

For more data about creating a Grouping on your Apps domain, view these help documents .

To share documents with a Grouping created in Google Apps, follow these steps:

  1. Open the doc you want to share.
  2. Click Share  in the upper-correct corner of the doc.
  3. At the bottom of the Sharing settings window, under 'Add together people,' type the email address of the grouping yous want to share with.
  4. To the right of the grouping name, choose 'Can edit', 'Can comment' or 'Can view' from the drop-down.
  5. Two quick options to consider (to share with default settings, feel free to skip this note):
  • By default, people who can edit your md will besides be able to share it with additional people. You can remove that ability by clicking Change  next to 'Editors volition be allowed to add people...' earlier yous click Share .
  • Past default, anybody you share dr. with volition get an invitation email. If you'd rather not notify them, un-check the 'Send notifications' box. They'll have admission the next time they sign in.
  1. Click Share .


Please note:  When you share the certificate with a grouping electronic mail allonym, they will need to first open the certificate before it will announced in their doclist. Once they open up the certificate, it will ever appear in their Drive document list. You lot can share the document URL in an electronic mail, post it on a website, or send information technology in a conversation. If you are ofttimes sharing documents with the same group, y'all might want to consider using a shared binder.

If you selected to accept an email notification sent, all the individuals in the group will receive an electronic mail message with a link to the shared certificate:


Once they open the certificate, the document will stay in their doclist.

Anybody at school

If you take a document that you would like everyone at your school to be able to view, yous can select it to be available to everyone in your schoolhouse Apps domain.


To exercise this, you can modify your document visibility settings to the option:

  • People at your organization with the link : With this setting, your document will be attainable to anyone within your schoolhouse domain who knows the URL of the file. If yous as well select the 'Allow anyone to edit' option, anyone with the URL will be able to view and edit your file. This option allows you to easily copy and paste the file's link into chat, email and calendar invites. Yous would and so have to brand sure all at your school had access to this link (either on a website or sent via email) for them to be aware of the document. This certificate will not automatically appear in everyone's doclist, it will but appear if they have opened the document.
  • People at your system can find and access : With this setting, your document will exist indexed past Google Drive search inside your domain and may be opened by anyone in your school Apps domain. This ways that if someone was searching Google Drive your document could testify upwards equally a consequence. All the same, the document will not automatically appear in their doclist until they take opened the document.


In both of these options, you will need to share the link with your schoolhouse for them to be able to access the document – it will not automatically announced in their doclist.


The sharing limitation for viewing the document does non utilise with visibility settings, however, the limitation for editing a certificate still applies. But fifty people tin can be editing a document at any given time. Withal, if yous gave your school domain simply View access, then you shouldn't run into this trouble.

Share docs outside your school

To share docs with individuals or groups without a school Apps account, your domain administrator have the setting enabled to allow sharing outside your schoolhouse domain. Review how to change service settings » .

If your domain administrator has enabled the setting to share outside the domain, then you will be able to share only equally you lot would with whatsoever other individual or grouping.  Review sharing with individuals »  and groups » .

You may see a alert if your domain administrator has selected this to announced:

If your domain administrator does non allow you to share outside your school Apps domain, yous will see an mistake message if you enter in an electronic mail address that is not associated with your domain:

Share and access documents with groups

Groups in Google Apps

As reviewed previously in the section nigh sharing and accessing docs within your school , you tin easily share with Groups created in Google Apps merely equally you would with an individual.

If members to those groups are added or removed, their access to the certificate volition also modify accordingly. This is useful if you want a certain group, like kinesthesia, to always take access to certificate. Every bit faculty leave or join, y'all can change the grouping and know that the right people will nevertheless take admission to the document. Review Module  one, Chapter iii  for more information.

To share documents with a Group created in Google Apps, follow these steps:

  1. Open the doc you lot desire to share.
  2. Click Share  in the upper-right corner of the doc.
  3. At the lesser of the Sharing settings window, nether 'Add people,' blazon the e-mail addresses of the single group allonym you want to add together as a collaborator.
  4. To the right of the listing of names, choose 'Can edit', 'Can comment' or 'Tin can view' from the driblet-down.
  5. Ii quick options to consider (to share with default settings, feel gratuitous to skip this annotation):
  • By default, people who can edit your doc will also be able to share it with additional people. You lot tin remove that ability by clicking Change  next to 'Editors will exist allowed to add together people...' before you lot click Share .
  • Past default, anybody you share doc with will become an invitation e-mail. If you'd rather non notify them, un-check the 'Send notifications' box. They'll have access the next time they sign in.
  1. Click Share .

Please notation:  When you lot share the document with a group electronic mail alias, they volition need to first open up the document before it will announced in their Bulldoze documents list. One time they open the document, it will ever appear in their Drive documents listing. Yous can share the document URL in an e-mail, post it on a website, or transport it in a conversation. If you are oftentimes sharing documents with the aforementioned group, you might desire to consider using a shared binder.

If y'all selected to take an electronic mail notification sent, all the individuals in the group volition receive an electronic mail message with a link to the shared document:
Once they open up the document, the document will stay in their Drive documents list.

Google Groups

Google Groups is a separate product that exists outside of Google Apps at http://groups.google.com

Information technology is similar to Groups in Google Apps in that you can add together and remove members and the set of members can be accessed via a single email address (i.e. period1parents@googlegroups.com). It also will grant edit or view access to every member of the group.

Withal, it is different from Groups in Google Apps in that they are not created in Google Apps and they can incorporate email addresses of anyone, anywhere.

Sharing with a Google Group email address is the same as sharing with someone outside your school, since it is not a school Gmail address.

If your domain administrator has enabled the setting to share outside the domain, then yous volition be able to share just every bit you would with any other individual or grouping.  Review sharing with individuals »  and groups » .

You may come across a alert if your domain administrator has selected this to announced:

If your domain administrator does not allow you to share outside your schoolhouse Apps domain, y'all will see an error bulletin if you enter in an email address that is not associated with your domain:

To share the document with an outside Google Group, follow these steps:

  1. Open up the document yous desire to share.
  2. Click Share  in the upper-right corner of the certificate.
  3. At the bottom of the Sharing settings window, under 'Add together people,' type the e-mail addresses of the Google Grouping (i.eastward. period1parents@googlegroups.com)
  4. To the right of the list of names, choose 'Tin edit', 'Can comment' or 'Can view' from the drib-down.
  5. Two quick options to consider (to share with default settings, feel free to skip this note):
  • By default, people who can edit your certificate will also be able to share information technology with additional people. You lot can remove that power by clicking Change  next to 'Editors will be allowed to add people...' earlier you click Share .
  • By default, everyone you share dr. with will get an invitation email. If you'd rather not notify them, un-cheque the 'Send notifications' box. They'll take access the next time they sign in.
  1. Click Share .

Please note:  When you share the document with a group email allonym, they volition need to first open up the document before information technology volition announced in their doclist. The doclist will be the associated with the account that is subscribed to the Google Group. The member must sign into Google Drive using the same account in the Google Grouping. One time they open up the document, information technology will always appear in their Drive documents listing. Yous tin can share the certificate URL in an e-mail, mail it on a website, or send information technology in a chat. If you are often sharing documents with the same grouping, you might want to consider using a shared folder.

If you selected to have an email notification sent, all the individuals in the group volition receive an e-mail message with a link to the shared document:


In one case they open the document, the document will stay in their Drive documents list.

Shared folders with individuals and groups

Overview of shared folders

If you lot are sharing documents oft with the same group or individual, it may be useful to setup a shared folder. A shared binder is a folder that exists in the doclist and appears for everyone that has admission to it - much the same as a shared document.

If you lot add together documents to a shared folder, the binder is automatically shared with everyone who has access to the shared folder, with the aforementioned admission level. For example, if students had merely view access to the "Assignments" shared folder, students could simply view every document that was added to that folder. However, if a teacher had edit access to the "Assignments" shared binder, that teacher could edit every certificate that was added to that binder.

The advantage of a shared binder with Groups is that you practice not need to transport an email notifications or post a document URLs on a site – particularly useful if you lot are non using Gmail for your school domain. Because the shared folder will ever announced in a user'southward doclist, every time a new document is added they will have access to it - regardless of whether they have opened the document still or not.

Shared folders can then human action every bit a common place to collect files for groups or with a teammate. You can include any kind of file that exists in Google Drive.

Create a shared binder

Whatsoever binder can be a shared folder. To share a binder with an individual or group, follow these steps:

  1. To create a binder, kickoff select folder  from the Create drib-down menu.
  2. Enter a name for your binder and click Create.
  3. To share the folder, click My Drive in the navigation pane on the left of your documents list, select the folder you'd like to share, and so select the drib downward card past hovering your cursor to the right of the folder. You will now click the Share link to access the Sharing settings  and invite people to view your folder or even contribute to it.
  4. At the bottom of the Sharing settings  window, under 'Add people,' blazon the individual grouping e-mail addresses of anyone you lot'd like to share the folder with. To the right of the listing of names, select 'Tin edit', 'Tin annotate', or 'Tin edit' from the drib-down carte du jour.
  5. Click Share to send editors, commentators, and viewers an email with a link to your folder. If you'd rather not notify people, deselect the 'Transport email notifications' checkbox. Contributor, commentators, and viewers volition still be able to admission the folder from their Bulldoze documents listing the side by side fourth dimension they sign in.

You can admission the shared binder by looking in the "My Drive" section if you created the folder, or the "Shared with me" section if it was shared with you and you have not however dragged the folder into "My Bulldoze"

You can tell which folders are shared as they will have a unlike icon from folders that are non shared.

In the Drive documents list, a shared folder with take the "shared" labelled to the right of the binder.

You could also color code your shared folders (or any folder for that thing) by selecting Change color from the aforementioned drop downward carte you accessed when sharing the binder.

Please note:  when you share a folder the new permissions are pushed to all sub-folders and docs within the folder. Normally this happens quickly, but occasionally, it could have a couple of minutes.

Access shared folders

The folders y'all share announced in the 'My Drive' section. Folders others share with y'all volition appear in the 'Shared with me' section underneath 'My Drive.' Notation that if you would like to sync those files offline with the Drive app on your computer, so you should drag folders that are shared with you into 'My Drive'.

Add or remove documents from shared folders

To add items to your shared folders or folders shared with yous, yous have a few options.

  1. You tin can drag each physician from your Drive documents list to the folder (it's listed in the navigation pane on the left of your docs).
  2. You tin also use the Organize feature. To do this, highlight the certificate in your documents list past clicking on it, select the More dropdown menu, then select Organize from the menu list.  You would and then mark the checkboxes next to each folder yous would like the certificate in.

    This can also exist achieved past selecting the Organize link that appears in the summary details for the document. This view is as well available when you select the certificate in your documents list so click the View icon.

  3. You tin can also import files to a binder by using the Upload button, just the easiest method is dragging them from your desktop directly into the folder. To do and so requires that you use a web browser that supports this feature such equally Google Chrome, Firefox or Safari.


Fore more information on uploading files directly to your doc list, please visit http://support.google.com/drive/bin/answer.py?hl=en&answer=2424368 .

Avant-garde sharing permissions

Encounter who has access

You can check to see who has edit or view admission to your certificate at any time, simply click the Share button in the top right corner of the doc.

Hither you will see a full list of all the individuals or groups who take access to the document besides as their access level.

Change sharing admission levels

The owner  of a document, spreadsheet, presentation, or cartoon can ever control exactly who has admission to their document and how much access each person has. By default, those that you invite to edit the certificate may also add together additional collaborators and ready sharing admission levels.

If you lot leave the setting for editors to invite others and make changes, you may have more than people accessing your document than you intended. If you wish to accept full control over who tin can access the certificate and exactly how they access it (with editing or viewing rights), you would want to change the setting for invited editors.

To change the sharing access level of any individual or collaborator, follow these steps:

  1. Click on the Share  button in the acme right corner your document.
  2. In the window that appears yous will see a listing of individuals and groups who have sharing access.
  3. To modify sharing access for an individual or group, click the drop downward menu to the correct of the individual or group proper noun and select the new sharing access level.

The sharing admission level change is effective immediately.

To alter the setting then editors cannot invite others or alter permissions, follow these steps:

  1. Click on the Share  push button in the elevation right corner of your document.
  2. In the window that appears, click the Modify  link at the bottom, adjacent to the sentence Editors will be allowed to add people and modify permissions .
  3. Select the setting: Simply the possessor can change the permissions.

Now editors will only be immune to edit the document and will not be allowed to add together new collaborators or alter sharing access levels.

Remove collaborators

The owner  of a certificate, spreadsheet, presentation, or drawing can always control exactly who has access to their certificate and how much access each person has. Equally reviewed previously, someone with editing rights to a document can control who else has access if the possessor has enabled editors to change permissions.

When yous remove a collaborator, the change is effective immediately and they will no longer take admission to the document.

Delight note:  If yous remove a collaborator from edit, annotate or view access, but you take shared the certificate with a group of which they are a member, they volition notwithstanding have access to the doc based on the group access level. Alternatively, if you have removed a collaborator and have fix the document visibility to be attainable to the entire domain, the removed user can still view/edit your document. Finally, if you take removed a collaborator from the document only have published your document to the domain or to the world, the removed collaborator volition nonetheless be able to see the certificate, as it behaves as a standard web page.

There are three means to remove collaborators from a shared document:

One at a time  To remove individual editors and viewers, follow these steps:

  1. Click Share  to open up the Sharing settings window.
  2. Click the X  next to the editors/viewers you want to remove. You lot can also alter edit admission to view admission for private editors by clicking the down arrow side by side to 'Tin can edit.'
  3. Click Save changes .

Change the visibility option of the doc  Yous tin control how many people accept access to your doc by changing the visibility option of the md. For instance, if your doc is ready to People at my organisation with a link , you can change information technology to Private  and no ane without explicit edit or view admission will exist able to see the dr..

Follow these steps to alter your dr.'s visibility pick:

  1. Click Share  to open up the Sharing settings window.
  2. Next to the electric current visibility option (above the list of editors and viewers), click Alter .
  3. Select the radio push button side by side to the visibility option y'all'd like to use. Review document visibility options »
  4. Click Save .
  5. Click Close  to close the Sharing settings window and return to your document. Or you can make more changes.

Make a document private

You can always keep your documents completely private, not sharing it with anyone in your domain and preventing users in your school domain from viewing.

Ensuring your document is private can exist important for sensitive documents or files for personal use that yous practice not need others to access.

If you want to limit access to your doc to people to whom you lot requite permission, set your doc to Private by following these steps:

  1. Click Share  in the tiptop-right corner of your doc.
  2. In the Sharing settings, select Change under  Who has access to change the document back to Private .

Please notation:  If you lot have published your doc, you may also want to un-publish it, or else people may still be able to view the published version of the md.

Follow these steps to united nations-publish a doc:

  1. Select the File bill of fare on the left side of the document carte. Cull  Publish to the Spider web.
  2. A publishing dialog box volition open. Click Stop publishing .
  3. Close the publishing dialog.

Transfer certificate ownership

By default, you are the possessor of every document you create. However, y'all can transfer ownership to anyone you'd like, every bit long as that person has a Gmail accost. If your domain administrator allows sharing outside the domain, you tin let anyone with an email address become owner of your documents.

Existence the possessor of a document gives you a lot of control over the certificate, and in one case you change owners, you give up those controls -- so make the decision to change owners carefully.

Consider the following:

  • The possessor is the simply person who tin can delete a dr.. Once a document is deleted, no one can access it, including those it was shared with.
  • When a user's account is deleted, all of that person's documents are deleted unless they take been transferred to another user in the domain. Once documents are deleted, no one can admission them, including those they were shared with.
  • The owner is the simply person who can always control how much access other users have to the document. They can remove editors and viewers, they tin can share with as many people as they like, they tin change the visibility option, and they can limit or actuate the ability for editors to share the certificate with other users.

If your business relationship, or an account in your organization, is being deleted, it'southward often a good idea to transfer ownership of that user's documents to an business relationship that will remain agile. For instance, if a departing instructor has a wealth of lesson plans and assignments created and saved in Google Drive, due south/he could transfer ownership to a new instructor so the documents are retained. Or a graduating student leader of a guild might desire to transfer ownership of essential documents to others so that others tin continue to command and share the documents.

To change buying of a certificate, follow these steps:

  1. Open the document that you don't want to own anymore.
  2. Click Share  in the top-right corner.
  1. If the new owner already has admission to the document, skip to Step three.
  2. If the new owner does not already take access to the document, follow these steps before moving on to pace 3:
  • Click the white space below 'Add people.'
  • Type the email address of the new owner.
  • Click Share .
  1. Click the drop-down to the right of the new owner's name; choose 'Is owner.'
  2. Click Relieve changes .

Afterward you switch owners, you'll take admission to the document every bit an editor (but the new owner tin can have information technology abroad!).

Information technology should exist noted that you cannot transfer ownership to another person who is non a member of your Google Apps domain. Doing and then volition produce this error:

Transfer ownership of all docs from i use to another

Redesignating  ownership of all of a user'south documents  can exist useful when the user leaves the organization. As an Apps administrator, when deleting a user  from your domain, you are prompted to transfer ownership of their documents to some other user to avoid losing them.

To transfer ownership of all documents from ane user to another:

  1. Log in to the Google Apps administrator control panel.
  2. Click the Settings  tab, and then click Drive and Docs  in the left column.
  3. Click the Tools  tab and complete the Document buying transfer department:
  1. In the From field, enter the user proper noun of the current owner and select the user's domain.
  2. In the To field, enter the user proper name of the new owner and select the user's domain.

Tip: If the transfer involves a very large number of documents, yous may want to notify the new owner and check that they take enough storage capacity to accommodate the transferred documents. (In the new owner's Google Drive on the spider web, click the Upload  button to see the amount of storage used/available).

  1. Click Transfer documents  to save.
  2. If whatsoever issues occur during transfer (e.g. the new owner's quota is exceeded, which prevents the transfer of some docs), then the administrator and the new and previous owners receive an e-mail describing what happened. As administrator, yous can purchase more than storage for Google Drive  for the new owner, transfer ownership of the documents to a different user, or redistribute ownership of documents one at a time to different users.

All of the transferred documents are automatically organized in a single new folder — titled with the previous owner'southward electronic mail accost — in the new owner's Drive documents list. The new and previous owners, and the administrator receive an electronic mail notification well-nigh the transfer of document ownership.

Emails documents every bit attachments

Email equally attachment

In addition to sharing an online, live version of a document, spreadsheet, presentation, or drawing with other Apps users, you lot tin also ship an e-mail attachment to anyone in the world straight from Google Drive with a formatted attachment of your certificate.

This can be handy for those that may non have admission to a reliable internet connection or those that do non have school Apps accounts.

To send your document equally an attachment, follow these steps:

  1. Click the File  driblet-down menu, and select Email every bit zipper...
  2. Select a file type from the drop-downwards menu:
  • Docs: Microsoft Word, Open Role, PDF, HTML, Rich Text, or Plain Text.
  • Sheets: Microsoft Excel, Open up Office, or PDF (Delight notation: embedded objects such as charts, gadgets, and images may be lost when sending spreadsheets as attachments)
  • Slides: PDF, Ability Point, or Plain Text Enter an email address.
  1. If you'd similar, you can likewise add a subject and a message. Yous can even send a copy to yourself past checking the box.
  2. Click Send .

People to whom you're emailing this document volition receive information technology as a downloadable attachment in the file format you selected.

Although the file sent every bit an email zipper is editable offline by each recipient, these edits won't exist reflected in the original Google Doc or Sheet.

Email contents of document

The word processing document blazon in Google Bulldoze too allows an additional option to paste a certificate directly into an email instead of sending an attachment.

This tin be useful to compose newsletters or other updates that you adopt to transport in an e-mail format rather than sharing or publishing a document.

To transport an email with the contents of the document, follow these steps:

  1. Click the File  drib-downwards card, and select Email every bit attachment...
  2. Select the "Paste the particular itself into the email" option
  3. Enter an email address, or multiple addresses. If you'd like, you can also add together a subject and a message.
  4. Click Transport .

People to whom you're emailing will receive the document contents in the email.

Publish documents to the web

Well-nigh publishing

Publishing allows you to make your Google Drive documents bachelor equally a webpage that anyone in your domain or the world tin can view (depending on your domain settings) without specifically inviting them to collaborate. In one case you publish your document, spreadsheet, presentation, or cartoon to a webpage, you get a URL that can and then be shared, bookmarked, and sent as you lot would any other webpage address. It's also necessary to publish documents if you wish to embed them on blogs or other websites.

Delight notation : Your Apps domain administrator controls whether you can publish your Google Bulldoze documents to the public web or only to your domain. If someone who does not have an Apps account is unable to view your published document, you will need to contact your domain ambassador directly to modify the Google Bulldoze publishing settings.

TIP: Even later on you lot publish your documents, spreadsheets, presentations, or drawings, they won't announced in the Google search index; however, other search engines may potentially index published documents.

If you send the URL of the published version of your document, spreadsheet, presentation, or drawing to others, they won't be able to make any edits.

This is what they'll run into:

  • Docs: a version with no toolbar bachelor
  • Sheets: no toolbar available. Viewers will be able to come across charts, cell formatting, and the values of cells; they won't be able to view or edit formulas.
  • Slides: view-merely version or in presentation fashion (total-screen slides)
  • Drawings: a PNG paradigm version of the drawing

Please note:

  • It'south non possible to publish PDFs, but you can make them public and link to them.
  • After you lot publish a drawing, any changes yous make will be updated automatically. Nevertheless, this won't happen instantaneously. Allow a few minutes for changes to be reflected at the published URL.

Publish a certificate

If you're the owner of a spreadsheet, certificate, presentation, or drawing, you tin can publish it to the Web at any fourth dimension. If yous selected the 'Editors will be immune to add people and change the permissions' choice, those who accept edit access tin likewise publish the document. Review how to change these sharing settings »

To publish any of your documents, only follow these steps:

  1. Open the document you would like to publish.
  2. Click the File  drop-down menu on the top right of the page and select Publish to the Web... .
  3. You can cull whether you lot would like the published document to be automatically updated if you make any changes. This can help keep your published, webpage documents as up to date as possible. However, if you lot wish to control when a new version of a certificate becomes the published webpage, you may want to deselect the option:  Automatically republish when changes are made .
  4. You tin also ensure secure access to your certificate by requiring those at your schoolhouse Apps domain to sign in before viewing the document.
  5. Click the Kickoff publishing  push. A link to the published physician appears in the publishing dialog.
  6. Send this link to anyone you'd similar to access your medico.

Your certificate will exist attainable from this URL until you either delete your document or choose to end publishing.

Types of publishing

Docs , Slides, and Drawings are all published as an HTML file, just like a webpage.

Spreadsheets, however, tin can be published as multiple types including:

  • HTML
  • CSV (comma separated values)
  • TXT (Plain text)
  • PDF

When publishing a spreadsheet, Nether 'Get a link to the published information, ' y'all can select a format from the drop-down menu to get a unique public URL for the sheets or range of data you've selected to publish.

Cease publishing

You can end publishing documents at any fourth dimension, just follow these steps:

  1. Open the doc yous'd like to publish.
  2. Click the File  drop-down menu on the top correct of the page and select Publish to the Web... .
  3. Click the Stop publishing  button.

Now anyone clicking the link to the published doc will no longer be able to access it.

Embed documents into a blog or website

In addition to publishing Google Bulldoze documents as a webpage, you can likewise access a snippet of lawmaking to embed a published doc onto your blog or website.

If you are using Google Sites, you can always insert Docs, Sheets, Slides, and Forms directly from the Insert menu.

If y'all are using another website software or weblog, you can find the embed code for a certificate by post-obit these steps:

  1. Open the certificate yous'd similar to publish.
  2. Click the File  drop-down menu on the top correct of the page and select Publish to the Spider web... .
  3. If you take non already published your document, click the Start publishing  button.
  4. Below the "Certificate link" box is the embed code. Copy and paste this code onto the appropriate office of your blog or site.

Print options

Impress and print preview

Sometimes it'southward useful to accept a difficult copy of a Google document, like if you need to mitt in a study to your principal.

Print in Chrome

When you print in Chrome, your Google document will impress exactly as information technology appears in Google Drive. Because of this, there's no Print preview option. When your document is ready to print, follow these steps:

  1. From the document you lot'd like to impress, select File > Impress.
  2. A dialog box for your printer and print settings will open.
  3. When you're ready, select the Print button.

Impress preview and print in Firefox or Safari

To preview how your document looks before you impress information technology, go to the File menu and select Print preview. This volition generate a preview of what your document will await like when it'due south printed on paper. If you like what y'all see, move on to the following steps to print the document. Or, you tin can go back to editing.

To print a Google document in Firefox or Safari, follow these steps:

  1. From the certificate you'd like to print, select File > Print.
  2. A PDF file containing your document will automatically download. When the download completes, open the PDF file.
  3. In your PDF viewer, become to the File  menu and select Print .
  4. A dialog box for your printer and print settings volition open.
  5. Select the Print  button.

You can also download a certificate to another file format, and and then impress that file. To download a document, follow these steps:

  1. From your document, to to the File carte du jour and navigate to Download equally...
  2. From the Download every bit... sub-menu, select the file format yous'd similar to download your document to.
  3. Find the downloaded file on your computer, and open it.
  4. Print the downloaded file.

Page Setup

If you lot'd like to modify your folio settings earlier printing, follow these steps:

  1. Choose Page Setup  from the File carte du jour.
  2. In the Page setup  dialog box, you can choose how your certificate volition appear with the post-obit specifications:
  • Folio orientation: landscape or portrait
  • Paper size: Letter (8.v" x 11"), Legal (8.5" x fourteen"), or A4 (210mm 10 297mm)
  • Margins: top, bottom, left, and right
  • Page colour
  1. In one case y'all've selected your specifications, click OK at the bottom of the settings window.

Spreadsheets

To print your spreadsheets, you take three options:

  1. Print your spreadsheet as a PDF
     Choose the File  card and select Impress . Select formatting options from the 'Print settings' window and click the Print  button. A PDF of your spreadsheet will download, which you can then print.
  2. Export your spreadsheet to an .html file
     Choose the File  menu and mouse over the Download equally  selection. Select .html . This opens your spreadsheet in a new browser window. Then, print from your browser's File  menu by selecting the Print  card option.
  3. Print your spreadsheet from a mobile device
     Employ Google Cloud Print to print a spreadsheet from your mobile device .

If your spreadsheet has sheets with full-page charts and gadgets, those sheets won't exist printed. All other sheets in your spreadsheet, nonetheless, can be printed. To print sheets that contain full-page charts and gadgets, print those sheets from your browser's File bill of fare.

Formatting your printed spreadsheet

When printing your spreadsheets, y'all have several options to format the printed version of your spreadsheet. Annotation:  These options are only bachelor if y'all impress your spreadsheet as a PDF.

  • Impress i sheet, all sheets, or a selection in a single spreadsheet. If you choose to print a choice, the printed selection is the range of cells you selected before opening the 'Print settings' dialog.
  • Adjust the size to Fit to width  or Actual size .
  • Choose either a Landscape  or Portrait  layout.
  • Select your paper size from the drop-down list.
  • Check the boxes in the Options  section to repeat row headers, print without gridlines, include the document title, include sheet names, or include page numbers on your printed copy.

Removing the URL from your printed spreadsheet

To remove the URL from your printed documents, follow these browser-specific instructions. URLs are removed past default in Chrome.

For impress instructions for Firefox on a PC or Mac or Internet Explorer, please visit http://back up.google.com/drive/bin/answer.py?hl=en&answer=40617

Presentations and Drawings

To print a presentation or drawing, follow these steps:

  1. Click Impress Settings and Preview...  from the File  carte du jour of the presentation you'd similar to run across your document or alter settings before printing. Otherwise, select Impress
  2. Your document will be printed to a PDF file which can be opened and printed with Adobe Acrobat.
     Annotation: Chrome users will exist taken to a print dialog box which grants additional options that result in the aforementioned outcome.

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Source: https://docs.google.com/document/d/1l7pYaIVdkdQVjltsNLKpUituy8doi74itQjtDeOouhk/mobilebasic?pli=1

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