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How to Send Files on Google Drive: A Comprehensive Guide

So, you’re looking to share files on Google Drive? Excellent choice. Google Drive offers a secure and versatile way to share documents, photos, videos, and just about anything else you can imagine. Let’s dive into the nitty-gritty of how to do it like a pro.

How to send files on Google Drive? You can send files on Google Drive by sharing a link, granting specific access to individuals or groups, or by emailing the file directly as an attachment (if it’s small enough). The method you choose will depend on your desired level of control and the recipient’s needs. Now, let’s explore these options in detail.

Sharing Files via Link: The Quick & Easy Route

This is often the quickest and most convenient method, especially when sharing with a large group or when you don’t necessarily need to track who’s accessed the file.

Generating the Shareable Link

Locate the File: Find the file or folder you want to share within your Google Drive.
Right-Click (or Three Dots): Right-click on the file or folder. Alternatively, click the three vertical dots (the “more options” menu) next to the file name.
Select “Share”: In the context menu, select the “Share” option. This will open the sharing settings window.
Change Permissions: This is crucial! By default, Google Drive might set the link to “Restricted,” meaning only people specifically added with access can open it. Click the dropdown menu to change it to “Anyone with the link.” This allows anyone who has the link to access the file.
Choose the Access Level: Another crucial step. Next to “Anyone with the link,” you’ll see another dropdown menu. Here, you can choose between “Viewer,” “Commenter,” and “Editor.”
- Viewer: They can only view the file.
- Commenter: They can view and add comments, but not edit the original file.
- Editor: They can make changes to the file directly. Be careful who you grant editor access to!
Copy the Link: Once you’ve set the permissions, click the “Copy link” button.
Share the Link: Now you can paste the link into an email, chat message, or any other platform where you want to share it.

Understanding Link Settings: A Deeper Dive

“Restricted” vs. “Anyone with the link”: Understand the fundamental difference. “Restricted” requires you to individually authorize each person. “Anyone with the link” grants access to anyone possessing the URL.
Expiration Dates (for Google Workspace users): If you have a Google Workspace account, you can set an expiration date on the shared link. This adds an extra layer of security, ensuring the link stops working after a specific date.
Link Sharing and Security: Be mindful of where you share the link. Anyone who gains access to it can access the file according to the permissions you’ve set.

Sharing Files with Specific People or Groups: Direct Access

This method provides more control and allows you to track who has access to the file.

Granting Access to Individuals or Groups

Locate the File: Find the file or folder you want to share in your Google Drive.
Right-Click (or Three Dots): Right-click on the file or folder, or click the three vertical dots.
Select “Share”: In the context menu, select the “Share” option.
Add People and Groups: In the “Share with people and groups” field, type the email addresses of the individuals or the names of the Google Groups you want to share with.
Choose the Access Level: For each person or group, select the access level (Viewer, Commenter, or Editor) from the dropdown menu.
Add a Message (Optional): You can add a message to the notification email that the recipients will receive.
Notify People: Make sure the “Notify people” checkbox is checked if you want Google Drive to send an email notification to the recipients. Uncheck it if you prefer to share it silently.
Click “Send”: Click the “Send” button to grant access.

Managing Existing Access

Changing Permissions: You can easily change the access level for individual users or groups at any time by revisiting the sharing settings window and adjusting the dropdown menu next to their names.
Removing Access: To remove access, click the dropdown menu next to the person’s name and select “Remove.”

Emailing Files Directly: The Attachment Method

This is the most straightforward approach, but it’s only suitable for smaller files. Google Drive has file size limits for email attachments.

Attaching Files to Emails

Compose a New Email: Start a new email in Gmail or your preferred email client.
Click the Google Drive Icon: In the email composition window, look for the Google Drive icon (usually a triangle). Click it.
Select the File: Browse your Google Drive and select the file you want to attach.
Choose the Attachment Option: Google Drive will typically offer two options: “Drive link” or “Attachment.”
- Drive link: This inserts a link to the file stored in Google Drive. This is the preferred method for larger files as it doesn’t add the file directly to the email.
- Attachment: This attaches the file directly to the email. Use this only for small files.
Send the Email: Complete your email and send it.

Considerations for Email Attachments

File Size Limits: Be aware of the file size limits for email attachments. Gmail, for example, has a limit of 25MB. For larger files, always use the “Drive link” option.
Recipient’s Access: When attaching a file directly, the recipient will receive a copy of the file. Any changes they make to their copy will not affect the original file in your Google Drive.

FAQs: Addressing Your Google Drive Sharing Questions

Here are some frequently asked questions to further clarify how to share files effectively on Google Drive:

1. What’s the difference between “Viewer,” “Commenter,” and “Editor” access?

Viewer access allows recipients to only view the file. They cannot make any changes or add comments. Commenter access allows them to view the file and add comments, but they cannot edit the original file. Editor access grants them full editing rights, allowing them to modify the file directly.

2. How do I share a folder on Google Drive?

The process for sharing a folder is nearly identical to sharing a file. Right-click on the folder (or use the three dots menu), select “Share,” and then choose the appropriate access level for each individual or group. Sharing a folder automatically shares all the files and subfolders within it with the specified permissions.

3. Can I track who has accessed a file I’ve shared via link?

Not directly, if you’ve chosen “Anyone with the link” access. You can see the number of views in some cases, but not who viewed it. To track individual access, you need to share the file directly with specific people and groups.

4. How do I unshare a file or folder?

Go to the sharing settings window for the file or folder. You can either remove individual users by selecting “Remove” next to their names or change the link settings back to “Restricted” to disable the shared link.

5. Is it safe to share files on Google Drive?

Google Drive employs robust security measures to protect your files. However, it’s crucial to be mindful of the permissions you grant and who you share the files with. Avoid sharing sensitive information with untrusted individuals or using weak passwords.

6. Can I share files with someone who doesn’t have a Google account?

Yes, you can share files with anyone, even if they don’t have a Google account, by using the “Anyone with the link” sharing option. They will be able to view the file in their web browser without needing to sign in.

7. How do I share a large file that exceeds the email attachment limit?

The best approach is to upload the file to Google Drive and then share a link to the file in your email. This avoids the email attachment size restrictions.

8. Can I prevent recipients from downloading a shared file?

Yes, this feature is available for certain file types (like Google Docs, Sheets, and Slides) when you share with specific people and groups. In the sharing settings, click the gear icon in the top right corner and uncheck the “Viewers and commenters can see the option to download, print, and copy” option.

9. How do I know who has access to a file I’ve shared?

Open the file in Google Drive, click the “Share” button, and you’ll see a list of all individuals and groups who have access, along with their respective permissions.

10. Can I share files anonymously on Google Drive?

While you can share a file with “Anyone with the link,” your Google account email address will typically be associated with the file’s ownership. To share more anonymously, consider creating a separate Google account specifically for sharing files.

11. How can I revoke the access granted to a shared link?

Go to the sharing settings for the file and change the access from “Anyone with the link” to “Restricted”. This will immediately invalidate the existing link, preventing anyone from accessing the file using that link.

12. Is it possible to set an expiry date for shared file access?

Yes, but this is generally only available for Google Workspace users (paid accounts). When sharing with specific people, you can set an expiry date for their access, after which they will no longer be able to access the file.

By understanding these methods and nuances, you can confidently and securely share your files on Google Drive, tailoring your approach to suit your specific needs and circumstances. Happy sharing!