Docs Help

You can share your Google Docs from your Docs list or directly from a document, spreadsheet, or presentation.

• From the Docs list, select the checkbox next to the item you want to share (you can also select multiple docs), and click the Share drop-down menu in the toolbar.
• From your document, spreadsheet, or presentation, click the Share drop-down menu in the top right corner of the page.

Then follow these instructions:

1. Select Invite people…
2. Select To edit or To view, depending on your preference.
3. Enter the email addresses or mailing lists that you'd like to add.
4. If you'd like to add a message to your invitation, enter some text and click Send. To skip sending an invitation, click Add without sending invitation. Your collaborators and viewers will still be able to access the doc from their Docs lists, but won't receive an email invitation.

In the Share dialog, you can also check who has access to your doc, remove collaborators and viewers, and change editing rights.

Limits for spreadsheets: You can explicitly share with 200 combined viewers and collaborators; however, you can make your spreadsheet available to anyone by publishing it, without having to specifically invite people to view it. 50 people may edit and view at any given time.

Limits for documents and presentations: You can explicitly share with 200 combined viewers and collaborators; however, you can make your doc available to anyone by publishing it, without having to specifically invite people to view it. 10 people may edit and view at any given time.

Limiting access to your docs

To limit access to your documents, spreadsheets, or presentations, please follow these steps:

1. From your doc, click Share and select Invite people...
2. Click the Advanced permissions tab.
3. Deselect the option labeled 'Allow editors to invite others to edit or view.'
• When the first option is selected, anyone who receives an invitation can grant access to others.
• Deselecting this first option prevents collaborators from granting this access and revokes any invitation they may have sent while the option was selected. However, you'll still need to manually remove any new viewers or collaborators who accessed the spreadsheet while the option was selected.
4. Once you've deselected this option, collaborators won't be able to invite anyone else to the doc.

Important note: If you have any of these options selected: 'Allow editors to invite others to edit or view' or 'Allow invitations to be forwarded,' collaborators you've removed from your doc can use the link in the original email invite to regain access to the document, presentation, or spreadsheet. Deselect these options to prevent people who originally received an invitation from regaining access by using that same invitation link. You'll still need to manually remove any new viewers or collaborators who accessed the doc while the option was selected.

Additionally, if you don't want collaborators or viewers to have access to the revision history (including images and drawings) of your documents, presentations, or spreadsheets, you can make a copy of the doc and then share that version. Once you make a copy of the document, the revision history is removed from that copy.