Sharing Files to Multiple Users
Google Drive allows users to upload and then share files with other users of Google
Drive as shown in Figure 1. The person uploading needs to understand the way that file are
shared with multiple users since there are three sharing options. These three sharing options
each have their own security compromises and differing levels of concern for the information
being shared.
Figure 1 – Share button and Share Settings option box in Google Drive.
The file sharing options, shown below in Figure 2, include, “Public on the web”, “Anyone
with the link”, or “Private”.
Figure 2 – Google Drive’s Sharing Settings for file access.
Recommended Uses for File Sharing Settings
Public on the
Web
Anyone can find
and view file
Public on the web sharing setting is used to allow anyone on the internet to find your
document and view it, without sign-in required. This option should only be used if the file being
shared is not of a personal or private nature and is information that is safe to share with anyone
that can find the document through Google.
Anyone with a
link
Anyone with a
link can view file
Anyone with the link sharing setting is used to allow anyone on the internet who has the
URL link to the document (Example: www.google.com/example/yourdocument.doc) to access
and view the file.
Private
Only people with
owner's approval can
access file
The last option, private, is the most secure option of the three that can provide the most
control over documents on Google Drive. This option keeps anyone but the original sharer
unable to give access to anyone further without the owner’s direct permission.
Additional Sharing Settings – User Permissions
When sharing a document through the Share Setting, the additional options for access
and editing capabilities given are can edit, can comment, and can view as seen below in Figure
3. These options dictate what the users given access can do with the document being shared.
Figure 3 – Additional sharing setting in Google Drive for sharing documents.
Recommended Uses for Additional Sharing Settings
Can Edit
Anyone can
make changes
The can edit means that they can edit the document and those changes will apply to all
users who can access the document. This option should be used when wanting to have multiple
trusted people editing a document.
Can comment
Only owner can make
changes, buy anyone
can view and comment
The can comment option allows them to comment on the document but not make
direct changes; these comments are seen by all users who can access the document. This
option is good when wanting to gather comments on a shared document but not wanting
others to make direct changes on a document.
Can view
Only owner can make
changes, but anyone can
view
The can view option only allows shared users the ability to view the document and can
make no changes or comments. This option is preferred when not seeking comments or edits
and just wishing to share a document so others can view it. Documents like calendars,
notifications, or things that do not change much.