The fastest way to share a Google Drive document
Open the document in Google Drive, click the blue Share button in the top right corner, type the email address of the person you want to share with, choose their permission level (Viewer, Commenter, or Editor), and click Share. Google sends them an email with a link to the document. That's the complete process — you don't need to do anything else.
The person you share with can open the document immediately. If they don't have a Google account, they can still view or comment on it using the link in the email, though they won't be able to edit unless you give them Editor access and they sign in with a Google account.
If you want to share with multiple people at once, type each email address into the sharing box one at a time, or paste a list separated by commas. Google Drive will send each person an individual notification.
Key Takeaways
- Click the Share button, enter an email address, choose a permission level, and Google sends the recipient a notification link immediately.
- Viewer permission lets people read the document but not change it; Commenter lets them add notes without editing; Editor lets them make changes.
- You can change or remove someone's access at any time by opening the Share menu and adjusting their permission or clicking the X next to their name.
- A shareable link (created by changing "Restricted" to "Anyone with the link") works for people without Google accounts, but you control whether they can view, comment, or edit.
Understanding the three permission levels
Viewer is the most restrictive. People with Viewer access can read the document and see all comments, but they cannot make changes, add comments, or download it. Use this when you want someone to see what you've written but not alter it.
Commenter lets people add notes and suggestions without changing the actual text. They can highlight sections and leave comments that you see in the Comments panel on the right side of the document. This is useful for feedback and review — the original document stays intact until you decide to accept a change.
Editor gives full control. People with Editor access can modify the document, delete content, add images, and change formatting. They can also share the document with others unless you restrict that separately. Use Editor access only for people you trust to make changes.
How to create a shareable link instead of sharing with specific people
If you want to share with a group of people or don't have their email addresses, create a shareable link. Open the document, click Share, and look for the section that says Restricted with a dropdown arrow next to it. Click that dropdown and select Anyone with the link.
Google generates a link you can copy and paste into an email, message, or document. Anyone who has that link can open the file. You still choose the permission level (Viewer, Commenter, or Editor) before creating the link — the permission applies to everyone who uses it.
If you later want to stop sharing, go back to the Share menu, click the Restricted dropdown again, and select Restricted to turn off the link. Anyone who had the link will no longer be able to access the document.
Changing or removing someone's access
Open the document and click Share. You'll see a list of everyone the document is shared with, along with their current permission level. To change someone's access, click their name or the permission level next to their name and select a new option from the dropdown.
To remove someone entirely, find their name in the sharing list and click the X button on the right side of their row. They will no longer be able to open the document, and Google will not send them a notification that you've removed their access — they'll simply find the link no longer works if they try to open it.
You can also see when someone last opened the document by hovering over their name. This is helpful if you're trying to figure out whether someone has actually looked at what you shared.
What happens when you share a document with someone who doesn't have a Google account
Google Drive works with non-Google accounts, but with limits. If you share with someone's non-Gmail email address, they receive a notification email with a link. When they click it, Google asks them to sign in or create an account to view the document.
If you use a shareable link instead and set the permission to Viewer or Commenter, people without Google accounts can open the document without signing in — they just click the link. However, if you set the permission to Editor, they must have a Google account to make changes.
For people who will never use Google Drive otherwise, a shareable link with Viewer or Commenter access is often simpler than asking them to create an account.
Controlling what people can do with a shared document
When you share a document as Editor, the person can download it, print it, or copy it to their own Drive. If you want to prevent downloading or printing, you need to change the sharing settings. Open Share, click the gear icon in the top right of the sharing panel, and uncheck Viewers and commenters can download, print, and copy.
This setting applies to everyone with Viewer or Commenter access — Editors can always download and print regardless of this setting. If you want to prevent Editors from downloading, you should not give them Editor access; give them Commenter access instead and make the changes yourself.
Keep in mind that determined people can still copy text manually or take screenshots, so these settings are not a security measure — they're a courtesy to discourage casual copying.
Sharing a document from your phone or tablet
The process is nearly identical on mobile. Open the document in the Google Drive app or Google Docs app, tap the Share button (usually a person icon with a plus sign in the top right), enter an email address, choose a permission level, and tap Share. Google sends the notification immediately.
On mobile, the Share button may look different depending on your device and app version — it's often a person icon or three dots that open a menu. If you don't see a Share option, make sure you're viewing the document itself, not just the file list in Drive.
Frequently Asked Questions
Can I share a Google Drive document with someone if I only know their name, not their email?
No. Google Drive requires an email address to send a sharing notification. If you don't have their email, you can create a shareable link and send it to them through another method — text, Slack, or any other way you can reach them. They'll be able to open the document with the link.
What's the difference between sharing a document and sharing a folder?
Sharing a folder shares all documents inside it at once, and any new documents added to that folder automatically get the same sharing settings. Sharing a single document only affects that one file. If you're working with a group on multiple related documents, sharing the folder is faster than sharing each document individually.
If I give someone Editor access, can they see who else I've shared the document with?
Yes. Anyone with Editor access can click the Share button and see the full list of people the document is shared with and their permission levels. If you want to keep the sharing list private, don't give that person Editor access — use Commenter or Viewer instead.
Can I share a document with someone and let them edit it, but prevent them from sharing it with others?
Not directly. If someone has Editor access, they can share the document with anyone they want. To prevent this, give them Commenter access instead and make the edits yourself, or use a different tool that has more granular permission controls.
What happens if I delete a document that I've shared with other people?
The document moves to your Trash folder, and anyone you shared it with will no longer be able to open it. They'll see an error message if they try. If you delete it permanently from Trash, it's gone for everyone. If you change your mind, you can restore it from Trash within 30 days and people will regain access.