Sharing a folder or file on Google Drive means giving another person permission to view, comment on, or edit it

You control who sees what by choosing their permission level — viewer (read-only), commenter (can add notes but not change the file), or editor (can make changes). The person you share with gets a link or email notification and can access the folder or file from their own Google Drive account or through a web browser, even if they don't own it.

The process takes less than a minute. You right-click the folder or file, select "Share", type in the email address or Google account of the person you want to share with, set their permission level, and send. They'll receive a notification — either by email or in their Google Drive — depending on how you send the invitation.

Key Takeaways

  • Right-click any folder or file, select "Share", and enter the email address of the person you want to give permission to.
  • Choose between Viewer (read-only), Commenter (can add notes), or Editor (can make changes) before you send the invitation.
  • You can share with one person at a time or create a shareable link that works for anyone you send it to.
  • The person you share with can see the folder or file in their own Google Drive, or open it through the link you send them.
  • You can stop sharing at any time by opening the share settings and removing the person's access.

Sharing with a specific person by email

Open Google Drive and find the folder or file you want to share. Right-click it and select "Share" from the menu. A sharing window will open on the right side of your screen.

In the text box at the top of the sharing window, type the email address of the person you want to share with. If they have a Google account, their name and profile picture may appear as you type — click on it to select them. If you're sharing with multiple people, type each email address and press Enter after each one.

Below the email box, you'll see a dropdown menu that says "Viewer", "Commenter", or "Editor". Click it and choose the permission level you want to give. Then click "Share" to send the invitation. Google Drive will notify the person by email that you've shared something with them.

Creating a shareable link for anyone

If you want to share with someone but don't have their email address, or you want to send the same link to multiple people, create a shareable link instead. Open the folder or file, click the "Share" button in the top right corner, and a sharing window will open.

At the top of the sharing window, you'll see a toggle or button that says "Change to anyone with the link" or similar wording. Click it. Google Drive will generate a link that you can copy and paste into an email, message, or document. Anyone who has that link can open the file or folder, but they still need to have the permission level you set — so if you chose "Viewer", they can only read it, not edit it.

To copy the link, click the "Copy link" button in the sharing window. You can now paste it anywhere you want. The person who receives it doesn't need a Google account to view it, though they may be prompted to sign in depending on your settings.

Setting permission levels and what each one means

Viewer is the most restrictive. The person can open and read the file or folder, but they cannot make any changes, add comments, or read it (depending on your settings). Use this when you want someone to see something but not modify it.

Commenter lets the person add notes and suggestions to the file without changing the original content. They can highlight text, add comments in the margins, and suggest edits, but they cannot directly modify the document. This is useful for getting feedback before you finalize something.

Editor gives full control. The person can open, edit, delete, and move the file or folder. They can also change the sharing settings and add other people. Only give Editor access to people you trust completely, because they can make permanent changes or share it with others without asking you first.

Stopping or changing someone's access

Open the folder or file you shared, click the "Share" button, and look at the list of people who have access. Find the person whose access you want to change or remove. Click the permission level next to their name (it will say "Viewer", "Commenter", or "Editor") to change it, or click the trash icon to remove them entirely.

If you remove someone, they will no longer be able to open the file or folder. If you change their permission level — for example, from Editor to Viewer — they'll keep access but with the new restrictions. Google Drive does not send a notification when you change or remove someone's access, so they may not realize they can no longer edit something they could edit before.

Sharing folders versus individual files

When you share a folder, everyone you give access to can see all the files inside it, and any new files you add to that folder later will automatically be visible to them. This is useful if you're working on a project with multiple files and want everyone to see everything.

When you share an individual file, only that file is shared — the person cannot see other files in the same folder unless you share those separately. This gives you more control over what each person can see. For example, you might share one spreadsheet with your accountant but not share the folder it's in, so they only see that one file.

Troubleshooting common sharing problems

If someone says they can't open a file you shared, first check that you actually sent them the link or invitation. Open the file, click "Share", and confirm their email address is listed and has the correct permission level. If their name isn't there, the sharing didn't go through — try sending the invitation again.

If they have the link but still can't open it, the problem may be their browser or account. Ask them to try opening it in a different browser, or to sign out of Google and sign back in. If they're using a personal Google account and the file is in a Google Workspace account (a work or school account), there may be security settings preventing access — in that case, the file owner or administrator may need to adjust those settings.

If you shared a file but the person says they can only view it when you want them to edit it, check the permission level in the Share window. You may have accidentally set them as "Viewer" instead of "Editor". Change it to "Editor" and they'll be able to make changes when ready.

Frequently Asked Questions

Can I share a Google Drive folder with someone who doesn't have a Google account?

Yes, if you create a shareable link instead of sharing by email. Anyone with the link can open the folder, but they may be prompted to sign in or create a Google account depending on your sharing settings. You can also adjust the link settings to allow anyone to view it without signing in.

What happens if I delete a file I shared with someone?

The file goes to your trash, and the person you shared it with can no longer open it. If you permanently delete it from trash, it's gone for everyone. If you just move it to trash, you can restore it and they'll regain access.

Can I see what changes someone made to a file I shared with them?

Yes. Open the file and click the "Version history" option (usually in the File menu or accessible through a clock icon). You can see every change made, who made it, and when. You can also restore an earlier version if you need to undo someone's edits.

If I share a folder with someone, can they share it with other people?

Only if you gave them Editor access. Editors can change sharing settings and add other people. Viewers and Commenters cannot share the folder with anyone else, even if they want to.

How do I know if someone actually opened something I shared?

Google Drive doesn't show you a list of who opened a file or when. You can see who has access and their permission level, but not whether they've actually looked at it. If you need that information, you'd have to ask them directly.