Start a new document and invite people to it
Open Google Docs at docs.google.com. Click the blue "Create" button or the plus sign, then select "Document". A blank document opens. At the top, you'll see "Untitled document" — click it to give your document a name, then press Enter.
Once you've named it, click the blue "Share" button in the top right corner. A box appears asking who you want to share with. Type the email address of the person you want to add, then press Enter or click "Share". That person gets an email notification with a link to the document.
By default, people you share with can edit the document — they can type, delete, and change anything. If you want someone to only read it without making changes, click the dropdown that says "Editor" next to their name and choose "Viewer" instead. If you want them to suggest changes rather than edit directly, choose "Commenter".
Key Takeaways
- Create a new document at docs.google.com, name it, then click Share to add people by their email address.
- Editors can change the document, commenters can suggest changes, and viewers can only read it.
- You can change someone's permission level anytime by clicking the dropdown next to their name in the Share box.
- Anyone with the link can access the document if you set it to "Anyone with the link" — useful for sharing with groups without typing individual emails.
- Remove someone's access by clicking the X next to their name in the Share box, and they lose the ability to see or edit it immediately.
Change permission levels after sharing
After you've shared a document, you can change what each person is allowed to do. Click the Share button again. You'll see a list of everyone who has access, with their permission level shown next to their name.
Click the dropdown next to someone's name to change their role. If they're an Editor, you can switch them to Commenter or Viewer. If they're a Commenter, you can make them an Editor or Viewer. The change takes effect immediately — they'll see the new restrictions the next time they open the document.
Share with a link instead of individual emails
If you want to share with many people or don't have everyone's email address, use a shareable link instead. Click Share, then look for the blue "Copy link" button. Click it, and a link is copied to your clipboard. You can paste this link in an email, text message, Slack, or anywhere else.
Before you copy the link, make sure the permission setting is what you want. Just above the "Copy link" button, you'll see who can access it. Click that dropdown to choose "Restricted" (only people you've invited), "Anyone with the link" (anyone who has the link can open it), or "Public on the web" (anyone can find it in a search).
Most of the time, "Anyone with the link" is the right choice for sharing with a group. "Restricted" means only the specific people you've added by email can open it, even if they have the link. "Public on the web" is rarely what you want unless you're publishing something intentionally.
See who has access and remove people
Click Share anytime to see the full list of people who can view or edit your document. Their names appear with their permission level next to each one. If someone no longer needs access, click the X on the right side of their name. They lose access immediately and can no longer open the document.
If you shared with a link and want to disable it entirely, click Share, then click "Change" next to "Anyone with the link". Select "Restricted" to turn off link sharing. Anyone who had the link can no longer use it to open the document.
Understand what each person can see and do
Editors can type, delete, format text, add images, and make any change to the document. They can also add or remove other people. Use this for people who are working on the document with you.
Commenters can read the document and leave comments, but they cannot change the text itself. Their comments appear in a sidebar, and you can reply to them or resolve them when you've addressed the feedback. Use this when you want input without letting someone rewrite your work.
Viewers can read the document but cannot edit or comment. They see exactly what you've written with no ability to change it. Use this for final versions or when you're sharing information only.
Troubleshoot common sharing problems
If someone says they can't open a shared document, the most common reason is that they're signed into Google with a different email address than the one you shared with. Ask them to check which Google account is active in the top right corner of their browser. They may need to sign out and sign in with the correct email.
If you shared a link and someone says the link doesn't work, check that the permission isn't set to "Restricted". A restricted link only works for people you've invited by email. If you meant to let anyone open it, click Share, then change the setting to "Anyone with the link".
If you want to stop sharing with everyone at once, click Share, then look for an option to change the link access to "Restricted". This disables the shareable link, but people you've invited by email can still access it. To remove everyone, you'd need to click the X next to each person individually.
Frequently Asked Questions
Can I see who has edited the document and what they changed?
Yes. Click the "Version history" button (it looks like a clock) in the top toolbar. You'll see a timeline of every change, who made it, and when. Click any point in the timeline to see what the document looked like at that moment. This is useful for tracking who added what or reverting accidental deletions.
What happens if I change someone from Editor to Viewer?
They immediately lose the ability to edit or comment. If they have the document open, they'll see a message that their access has changed. Any edits they made before the change stay in the document — you're only removing their future ability to change things.
Can I share a document with someone who doesn't have a Google account?
Yes. Click Share and type their email address, even if it's not a Gmail address. They'll get an email with a link to the document. They can open it without signing in, though they won't be able to edit unless they create a Google account and you give them Editor permission.
Is there a way to share a document without sending an email notification?
No — when you add someone by email through the Share button, they automatically get a notification. If you want to share without notifying them, use the shareable link instead and send it however you prefer, or add them and then uncheck the "Notify people" box before clicking Share (this option appears on some accounts).
What's the difference between a comment and a suggestion?
Comments are feedback that sit in the sidebar — the document text stays the same. Suggestions (made by editors) show proposed changes directly in the document text, highlighted in blue. The document owner can accept or reject each suggestion. Use suggestions when you want to propose specific edits; use comments for general feedback.