WHAT IS THE PURPOSE OF THIS TUTORIAL?

This tutorial will show students how to share their Google documents with select people or through a shareable link.

Step 1: Edit Sharing Settings

The default sharing settings for IUSD Google documents are set to "Restricted". To share your document with others:

• Open the Google Doc and select the blue share button at the top right-hand corner of the screen. 

•  You can also share a Google Doc by right-clicking on it within your Google Drive and clicking Share

Step 2: Share by users 

Sharing by users allows you to share your document with select people.  Only those users listed will be able to access the document.

• Type in the user's IUSD email address. 

• Using the drop-down to the right, select the permission you want them to have (Viewer, Commenter, or Editor).
  • “Editor” - Allows users to edit anything in the document.
  • “Commenter” - Allows users to give feedback, but not edit the document.
  • “Viewer” - Allows users to view the document. (Similar to sharing a PDF.)

• Click Send when finished.

Step 3: Share by Link

Sharing documents by a link allows students to share their Google documents with staff and other students on their school site. 

• In the sharing settings under General access, select your school site.
• Select which permission you want users to have (Viewer, Commentor, Editor).

• Click on Copy link
• After you click Done, you'll be able to share your document link with staff and other students in your school site.

NOTE - To protect students' privacy and data, all IUSD students CANNOT share files with personal email addresses, such as @gmail.com, @yahoo.com, or other accounts outside our district. For more information, please check our Understanding Google Drive Sharing Rules for Students Resource Guide.
 

Step 4: Editing Access

To see who you are sharing a document with, or what settings they have, you can click the Share button on the document at any time and see the People with Access and General Access sections.

From here, you can change their permissions, add an expiration to their access, transfer ownership of the file, or remove their access.

This document was created for the Irvine Unified School District by the Information Technology Department.

For technical assistance, please email helpdesk@iusd.org

5050 Barranca Parkway

Irvine, CA, 92604

Last Updated 9/10/2025 [EP]