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How to Send a Google Doc in an Email: The Definitive Guide

Sending a Google Doc via email is a seemingly simple task, yet the multitude of options and nuances often leave users scratching their heads. This guide will arm you with everything you need to know, from the bare-bones basics to advanced tips and tricks. Let’s get started!

How to send a Google Doc in an email? The most straightforward way to send a Google Doc in an email is to share the document directly with your recipient using the “Share” function within the document. You can invite them as a viewer, commenter, or editor. Google will then send them an email with a link to the document. Alternatively, you can download the document in a preferred format (like PDF or Microsoft Word) and attach it to an email manually. Each method offers different levels of collaboration and control.

Sharing a Google Doc: The Collaborative Approach

Sharing a Google Doc is the most effective approach when you intend to collaborate with others. This method keeps the document live and allows for real-time edits, comments, and feedback.

Sharing Directly From Google Docs

The simplest method. Here’s how:

Open the Google Doc: Access the document you want to share.
Click “Share”: Locate the blue “Share” button in the top right corner of the screen and click it.
Add People or Groups: Enter the email addresses of the people you want to share the document with in the “Add people and groups” field.
Set Permissions: Choose the appropriate permission level from the dropdown menu next to the email address:
- Viewer: Can only view the document.
- Commenter: Can view and add comments.
- Editor: Can view, comment, and edit the document.
Add a Message (Optional): Include a brief message explaining the context or purpose of the document.
Click “Send”: Google will send an email notification to the recipients with a link to the document.
“Copy Link” Option: Instead of sending directly, you can click “Copy link” at the bottom left of the pop-up window. This allows you to manually paste the sharing link into any email, chat, or message. Remember to adjust the link settings (Viewer, Commenter, Editor) before copying.

Understanding Permission Levels: A Deeper Dive

Choosing the right permission level is crucial for effective collaboration. Think carefully about what you want your recipients to be able to do.

Viewer: This is ideal when you simply want to share information without allowing modifications. It’s perfect for sharing reports, read-only instructions, or drafts for review.
Commenter: This level enables recipients to provide feedback and suggestions without altering the original content. It’s great for brainstorming, proofreading, or collaborative drafting where you want to maintain control over the final version.
Editor: This grants full access to the document, allowing recipients to make changes, add content, and even share the document with others. Use this cautiously, as anyone with editor access can significantly modify the document.

Sending as an Attachment: The Traditional Route

Sometimes, you need to send a Google Doc as a static file, especially when the recipient doesn’t have a Google account or you want to ensure they receive a fixed version of the document.

Downloading and Attaching

This method involves downloading the Google Doc in a suitable format and then attaching it to an email message.

Open the Google Doc: Access the document you wish to send.
Click “File” > “Download”: In the top left corner, click “File” and then select “Download”.
Choose a Format: Select the desired file format. The most common options are:
- Microsoft Word (.docx): Ideal for recipients who use Microsoft Word.
- PDF document (.pdf): Excellent for preserving formatting and ensuring compatibility across different devices and operating systems.
- Plain text (.txt): Removes all formatting, leaving only the raw text.
- Rich text format (.rtf): Maintains basic formatting and is compatible with most word processors.
Save the File: Save the downloaded file to your computer.
Compose an Email: Open your email client (Gmail, Outlook, etc.) and create a new email message.
Attach the File: Click the “Attach” button (usually represented by a paperclip icon) and select the downloaded file from your computer.
Add Recipient and Message: Enter the recipient’s email address, subject line, and body of the email.
Send the Email: Click “Send” to deliver the email with the attached Google Doc.

Choosing the Right File Format

The file format you choose depends on the recipient’s needs and your specific requirements.

.docx: This format is universally compatible with modern word processors and allows recipients to easily edit the document.
.pdf: PDF is the best choice when you want to ensure the document’s formatting remains consistent regardless of the recipient’s software or device. It’s also a good option when you don’t want the recipient to make changes to the document.
.txt and .rtf: These formats are less commonly used but can be helpful for specific situations. Plain text is useful for extracting raw text data, while rich text format maintains basic formatting while remaining broadly compatible.

Embedding a Google Doc in Email Body

This method is not directly available within Google Docs. It requires an advanced workaround.

Publish to Web: First, in Google Docs, go to File > Publish to Web. This will give you an iframe code.
Copy the Iframe Code: Once the document is published, copy the generated iframe code.
Use an HTML Email Editor: Your email client must support HTML editing. Gmail does not support direct embedding with iframes for security reasons. You may need to use a third-party email marketing tool (like Mailchimp) that allows custom HTML.
Paste the Code: Paste the iframe code into the HTML editor of your email.
Send the Email: Send the email, and the recipient should see the Google Doc embedded in the email body.

Important Note: Due to security concerns, many email clients block iframe content. This method is not reliable for all recipients and might require them to manually enable HTML content. This technique is more useful for newsletters and mass emails sent through dedicated marketing platforms.

Frequently Asked Questions (FAQs)

Here are some frequently asked questions to address specific concerns and provide further clarification.

Q: What happens if the recipient doesn’t have a Google account? A: If you share a Google Doc directly, recipients without a Google account will still be able to view it, but they’ll need to create a free Google account to edit or comment. Alternatively, send the document as an attachment in a universally compatible format like PDF or DOCX.
Q: Can I track who has viewed my Google Doc? A: Yes, if you’ve shared the document directly. Google Docs provides version history, which includes information on who has made edits and when. However, it doesn’t explicitly track every time someone views the document unless they make a change or comment.
Q: How do I stop someone from accessing a Google Doc I’ve shared with them? A: Go to the “Share” settings of the document, find the person’s email address, and change their permission to “Viewer” or “Remove.” Removing them will revoke their access entirely.
Q: Is it safe to share sensitive information in a Google Doc? A: While Google Docs offers robust security, it’s essential to exercise caution when sharing sensitive information. Ensure you only share the document with trusted individuals and consider using password protection or other security measures for highly confidential data. Avoid sharing overly sensitive information if possible.
Q: Can I password protect a Google Doc? A: Directly, no. Google Docs doesn’t offer built-in password protection. However, you can download the document as a PDF and then password-protect the PDF using tools like Adobe Acrobat or online PDF protectors.
Q: How can I share a Google Doc anonymously? A: While you cannot completely share a document anonymously through Google Docs’ built-in sharing features, one workaround is to create a shareable link with “Viewer” access and then share that link through an anonymous channel. Be aware that anyone with the link can view the document, so exercise caution.
Q: I shared a doc, but the recipient says they don’t have access. What could be wrong? A: Several things could be happening. First, ensure you typed their email address correctly. Second, check the sharing permissions to verify they still have the correct access level (Viewer, Commenter, Editor). Third, ask them to check their spam folder, as the email notification might have ended up there.
Q: Can I share a Google Doc with a large group of people? A: Yes, you can share with large groups. However, if sharing with a very large list (hundreds or thousands), consider using a Google Group or a dedicated email list to manage permissions more efficiently.
Q: How do I make a Google Doc “view only” for everyone? A: In the “Share” settings, change the general access option to “Anyone with the link” and set their permission to “Viewer.” This ensures that anyone with the link can view the document but cannot edit it.
Q: What’s the difference between “Anyone with the link” and sharing with specific email addresses? A: Sharing with specific email addresses provides more control. You can set different permissions (Viewer, Commenter, Editor) for each individual. “Anyone with the link” applies the same permission level to everyone who has the link.
Q: I want to print my Google Docs? What format do I need? A: Download it in PDF format (.pdf), as it preserves the formatting and layout best for printing. Then, open the PDF in a PDF viewer and print from there.
Q: How to share a Google Docs using a mobile device (iOS or Android)? A: The process is similar on mobile devices using the Google Docs app. Open the document, tap the three dots (menu), select “Share & export”, then tap “Share”. Follow the prompts to enter email addresses and set permissions. Alternatively, use the “Copy Link” option and paste the link into an email.