Creating a shared folder takes three steps: make a new folder, right-click it, and choose who can access it
A shared folder in Google Drive is a directory that multiple people can view, edit, or comment on depending on the permissions you set. Unlike sharing a single file, a shared folder holds everything inside it — documents, spreadsheets, images, other folders — and anyone with access to the folder can see all of it at once. You control whether people can edit the contents, only view them, or just leave comments.
The process is straightforward. You create a folder, open its sharing settings, and send a link or invite specific people by email. Once they accept, they see the folder in their own Google Drive and can work with the files inside it in real time.
Key Takeaways
- Right-click any folder in Google Drive, select "Share", and choose between "Viewer", "Commenter", or "Editor" permissions for each person or group.
- You can share a folder with specific people by email address, or generate a link that anyone with the link can access without needing an invitation.
- Changes made inside a shared folder appear when ready for everyone with access — there is no version control or approval step.
- The folder owner can remove people's access at any time, and removed people lose the ability to see or edit anything in that folder.
- Shared folders appear in the "Shared with me" section of Google Drive for people you invite, making them straightforward to find.
How to create a new folder and open sharing settings
Start by opening Google Drive in your web browser. On the left side, click the "+ New" button, then select "Folder" from the menu. Type a name for the folder — something that tells people what it contains, like "Q4 Budget Review" or "Wedding Planning" — and click "Create".
Once the folder exists, right-click on it and select "Share" from the menu that appears. This opens the sharing panel where you control who can access the folder and what they can do inside it. If you do not see a "Share" option, make sure you are the owner of the folder — you cannot share folders you do not own unless the original owner has given you permission to change sharing settings.
Sharing with specific people by email address
In the sharing panel, you will see a text box that says "Add people and groups". Type the email address of the person you want to share with. If you are sharing with multiple people, type each address separated by a comma, or add them one at a time.
Next to each name, click the dropdown menu (it usually shows "Editor" by default) and choose the permission level you want that person to have. Editor means they can add, delete, and change files inside the folder. Commenter means they can view files and leave comments but cannot edit or delete anything. Viewer means they can only see what is inside the folder and cannot make any changes. Choose the level that matches what you need them to do.
Click "Share" to send invitations. The people you listed will receive an email with a link to the folder. They can click the link to open it, and the folder will appear in their "Shared with me" section in Google Drive.
Creating a shareable link for anyone to access
If you want to share the folder with people whose email addresses you do not have, or if you want to avoid sending individual invitations, you can create a shareable link instead. In the sharing panel, look for the section that says "General access" or "Get link". Click "Change" or the link icon next to it.
A dialog box will appear with three options: "Restricted" (only people you invite can access it), "Anyone with the link" (anyone who has the link can open it, whether you invited them or not), and "Public on the web" (anyone on the internet can find and open it if they search for it). Select "Anyone with the link" for most cases — this lets you share the folder without needing email addresses, but it stays private from random internet searches.
Choose the permission level — Viewer, Commenter, or Editor — and then click "Copy link". Paste that link into an email, message, or document and send it to whoever needs access. Anyone who clicks the link can open the folder when ready without needing to accept an invitation.
Changing permissions after you have shared the folder
Permissions are not permanent. You can change what someone can do in the folder at any time by opening the sharing panel again. Right-click the folder, select "Share", and you will see a list of everyone who has access. Click on a person's name or email address to change their permission level from Editor to Commenter to Viewer, or click the X next to their name to remove their access entirely.
When you remove someone, they lose the ability to see the folder and everything inside it. If they had the folder open in another browser tab, they will see an error message the next time they try to interact with it. There is no notification that they have been removed — they straightforward cannot access it anymore.
If you shared the folder using a link, you can also change the link's permission level or disable the link entirely by opening the sharing panel and clicking "Change" next to the link settings. This does not affect people you invited by email — only the link itself.
Understanding what happens when people edit files inside a shared folder
When multiple people have Editor access to a folder, they can all work on the same files at the same time. If two people open the same Google Doc or Sheet, they see each other's changes appear in real time — there is no "save" step or version conflict. Google Drive handles the synchronization automatically.
If someone with Viewer access tries to edit a file, Google Drive will prompt them to request edit access. The folder owner will receive a notification and can approve or deny the request. This is useful if you want to give someone read-only access but allow them to ask for editing permission later.
All changes are tracked in the file's version history. You can see who made each edit and when by opening a file and clicking "Version history" in the menu. This is helpful if you need to undo someone's changes or understand how a document evolved.
Organizing shared folders and managing access over time
As you create more shared folders, keep them organized by putting related folders inside parent folders. For example, you might create a "Projects" folder and then create "Project A", "Project B", and "Project C" inside it. When you share the parent folder, everyone gets access to all the subfolders and files within it.
Periodically review who has access to each folder. Right-click the folder, select "Share", and look at the list of people. Remove anyone who no longer needs access — former team members, contractors whose work is done, or people who were added by mistake. This keeps your shared folders find and prevents accidental changes by people who should not be editing anymore.
If a folder contains sensitive information, use the Viewer or Commenter permission instead of Editor, and only give Editor access to people who absolutely need to make changes. This reduces the risk of accidental deletion or unwanted edits.
Frequently Asked Questions
Can I share a folder that is inside another shared folder?
Yes, but the inner folder inherits the sharing settings of its parent folder by default. If you want different people to access the inner folder, you can change its sharing settings separately. However, anyone with access to the parent folder can see the inner folder exists, even if you have not explicitly shared it with them.
What happens if I move a file into a shared folder after I have already shared it with someone?
The person who has access to the shared folder will when ready see the new file appear. There is no delay — Google Drive updates the folder contents in real time for everyone who has it open.
Can I see who has viewed or edited files inside a shared folder?
You can see who has edited a file by opening it and clicking "Version history" in the menu. This shows every change and who made it. However, Google Drive does not track who has straightforward viewed a file without editing it.
What is the difference between sharing a folder and sharing individual files?
Sharing a folder gives access to everything inside it at once. Sharing individual files lets you control access to specific documents separately. Use folders when multiple people need to work on related files together, and use individual file sharing when you want to give access to only certain documents.
Can someone I shared a folder with share it again with other people?
Only if you gave them Editor access. Editors can change the folder's sharing settings and invite more people. Commenters and Viewers cannot share the folder further — they can only access what you have already shared with them.