WHAT IS THE PURPOSE OF THIS TUTORIAL?

This tutorial will show users how to share their Google documents with others. Users can share their document with select people, or through a shareable link (Anyone in IUSD) or Anyone (Outside of IUSD).

Step 1: Edit Sharing Settings

The default sharing settings for IUSD Google documents is 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 to 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 users to share with a broader group of people. Users can choose to make the link shareable to Anyone in IUSD or Anyone (Outside of IUSD).

To share with Anyone in IUSD:

• In the sharing settings under General access, select Irvine Unified School District.
  • This will require users to log in to an IUSD Google account to access your document.
• 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 IUSD users only.

To Share with Anyone (Outside of IUSD):

• Under General access, select Anyone. 
• Select which permission you want users to have (Viewer, Commentor, Editor).
• Click on Copy link and then click Done.

NOTE - Selecting Anyone with the link will allow any person to access your document as long as they have the shareable link. If you have sensitive material on the document, do not select this option.

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 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 8/1/2024 [EP]