Drive

 Chapter 2: Sharing, Privacy, Printing & Publishing

Table of Contents

Online collaboration

Sharing online documents

Edit, view, and comment privileges

Visibility settings

Sharing limitations

Publishing vs. sharing

Share and access docs in your school

Individuals at school

Groups at school

Everyone at school

Share docs outside your school

Share and access documents with groups

Groups in Google Apps

Google Groups

Shared folders with individuals and groups

Overview of shared folders

Create a shared folder

Access shared folders

Add or remove documents from shared folders

Advanced sharing permissions

See who has access

Change sharing access levels

Remove collaborators

Make a document private

Transfer document ownership

Transfer ownership of all docs from one use to another

Emails documents as attachments

Email as attachment

Email contents of document

Publish documents to the web

About publishing

Publish a document

Types of publishing

Stop publishing

Embed documents into a blog or website

Print options

Print and print preview

Page Setup

Spreadsheets

Presentations

Drawings

Online collaboration

Sharing online documents

In Google Drive, when you want to send a document for others to see or edit, you don’t need to email an attachment or upload a file for others to access. Instead, you can share one online version of your document and specify who has permission to make changes and who has permission only to view.

Many people can access a Google Drive document at the same time, just like many people can look at the same webpage or the same photo shared online. With everyone seeing the same thing, at the same time, you can start collaborating in real-time. Sharing documents online makes it easier for groups to work together, wherever they are.

Google Drive lets you know who else is looking at the document and exactly where they are making changes.




You can also start a discussion with others in the document using the built-in chat feature.

With Google Drive you have 2 types of settings for making your document available to others which we will review in the next steps:

  • Visibility settings: how people can access your document
  • Sharing settings: who can make changes or only view the document

Edit, view, and comment privileges

You can share your docs with just the people you want, and you can specify exactly what level of access (edit, view, or comment) each person has for each document.

For example, a teacher might give students view-only access to a syllabus or written assignment document so that students cannot edit the description, but give editing access to a fellow teacher who is teaching the same subject and giving the same assignment. An administrator might seek feedback on a policy, but not want others to edit so she would grant teachers comment-only access to a document.

When you create a new document, you are automatically the owner and the document is generally only available only to you unless your Google Apps administrator has modified the default settings. You can choose to explicitly share it with individuals or groups in one of three types of roles with sharing privileges:

Owners

  • Can edit documents, spreadsheets, presentations, and drawings, and invite more editors and viewers.
  • Can delete documents, spreadsheets, presentations, and drawings, and thereby remove access for editors and viewers. Please note: To fully delete a document, spreadsheet, presentation, or drawing, and remove access to it, you need to delete it and then Empty Trash.

Collaborators with edit access (editors)

  • Can edit documents, spreadsheets, presentations, and drawings.
  • Can invite or delete other editors and viewers (if the owner has given them permission).
  • Can export a copy of the document, spreadsheet, presentation, or drawing to their local hard drive.
  • Can view the list of editors.
  • Can make a copy of a doc, and copy the list of doc's editors.

Others with view access (viewers)

  • Can see the most recent version of a document, spreadsheet, presentation, or drawing but can't make any changes.
  • Can export a copy of the document, spreadsheet, presentation, or drawing to their local hard drive.
  • Can not view the list of editors.
  • Can make a copy a doc, but can't copy the list of doc's editors.

Viewers with comment access

  • Same features as above, but can add comments to the document.

Visibility settings

In addition to explicitly sharing your document with individuals or Groups in your domain, you can choose to make your document more widely accessible via links or search. These visibility settings are detailed in the text below:


Visibility options: Private, Anyone with the link, and Public on the web

There are up to 5 different visibility options: private; people at my organization with a link, people at my organization can find and access, anyone with the link; and public on the web. And you can see how your doc is set by looking at the icon right next to its title.

Private

When you create a private doc, you are the only person with access to it. And from there, you can grant access to other people. Anyone trying to access the document will have to sign in to their Google Account to verify that they have access to the doc.

Private is the best setting for your own private documents, like a list of contacts or a resume. It's also good if you want to collaborate within a closed circle of people -- for example, if you and a friend or family member are working together on a private letter or working on taxes.

People at your organization with the link

Docs set to this option are accessible to anyone inside the domain who knows the URL of the file. If you also select the ‘Allow anyone to edit’ option, anyone with the URL will be able to view and edit your file. This option allows you to easily copy and paste the file’s link into chat, email and calendar invites for quick access and feedback.

People at your organization can find and access

Docs set to this option will be indexed by Google Drive search and may be opened by anyone in your organization.

If your Google Apps administrator allows sharing outside of your organization, you will also be able to make a file Public on the web or available to Anyone with the link (no sign in required). Administrators can also control the default visibility setting from the control panel.

Anyone with the link (must be enabled by Google Apps administrator)

A doc set to Anyone with the link is like an unlisted phone number. In the same way that anyone who knows an unlisted phone number can call it, anyone who knows the web address of a doc in this category can view it. If you also select the 'Allow anyone to edit' option, anyone with the URL will also be able to view and edit your document. Sign-in is not required, so viewers and editors may show up as anonymous.

Anyone with the link is a great setting if you want to give easy access to information to a bunch of people (as long as the contents of the doc aren't sensitive). For example, if  you want to share a syllabus and a book list, you could put that info into doc set to anyone with the link and send your students the link. Docs in this category are generally not indexed by search engines, but they may show up in search results if the doc URL appears on another webpage that is indexed.

Public on the web (must be enabled by Google Apps administrator)

Set a doc to public if you want to make it publicly available to anyone. Public docs may get indexed by search engines (like Google Web Search), can show up in search results, and anyone who finds the web address of the doc can access it. If you also select the 'Allow anyone to edit' option, anyone that finds the document will also be able to view and edit your document.

Public on the web is a great setting if you're trying to get the word out about something. For example, you could create a flyer for a school event, save it as a public doc, post a link to it on your blog, and maybe ask other teachers or students to do the same.

Sharing limitations

You can explicitly share a doc or file with 200 viewers and editors (combined), or you can make your doc available to anyone by changing its visibility option.

50 may edit and view a spreadsheet, document, or drawing. 10 people may edit and view a presentation or a document in the older version of Google documents.

Publishing vs. sharing

When you publish a doc, Google Drive creates a separate, lightweight webpage where anyone with the link can view the contents of your document. Because the published version of a doc is its own webpage with its own URL, that version isn’t affected by the visibility option you choose for your document.

However, with Google Apps Education Edition, Admins can control the main settings for whether documents are published to the world (available to anyone) or published to the domain (available to only those with a school Apps account). Having a document published to the domain is still like a webpage, no one can edit it as they might if you shared the document, but only those with an Apps account can view it.

With publishing settings, you can have a private document - a document in which you select who can edit - and still have it published to either the world or your domain (depending on the settings selected by your Apps administrator). In that case, only users to whom you've given permission would be able to view or edit the full original doc; however, anyone with the separate link to the published version of the doc would be able to view that published content.

As an example, here’s what the two separate URLs look like in a Google document:

URL of the full doc:

URL of the published webpage:

(The differences between the URLs vary a bit among the different document types.)


Publishing is useful, because it lets you do the following things:

  • Create an embeddable HTML version of a doc. The HTML version can be embedded in blogs, Google Sites, and more.
  • Show your doc to large web audiences. Only 50 people can view a full-form doc at a time, but a lightweight webpage has much, much higher limits.
  • Provide quick access to file downloads, and publish individual sheets or even cell selections (Google Sheets only)
  • Publish a one-time snapshot of a living document. To create such a snapshot, make sure you un-check “Automatically republish” when you publish your doc

Share and access docs in your school

Individuals at school

With Google Apps Education Edition, you will always be able to share a document with others at your school who have a Google Apps account.

When you share with an individual you can select what level of access (view or edit) each person has.

For example, you can share a syllabus document with another teacher and give them edit access to make changes. You can then also share the document with your students, giving them only view access where they are unable to make changes.

Here's how to add specific editors and viewers:

  1. Open the doc you want to share.
  2. Click Share in the upper-right corner of the document.
  3. At the bottom of the Sharing settings window, under 'Add people,' type the email addresses of the people you want to share with. You can add a single person, multiple people, or even choose from a list of your contacts.
  4. To the right of the list of names, choose 'Can edit', ‘Can comment’ or 'Can view' from the drop-down.
  5. Two quick options to consider (to share with default settings, feel free to skip this note):
  • By default, people who can edit your doc will also be able to share it with additional people. You can remove that ability by clicking Change next to 'Editors will be allowed to add people...' before you click Share.

  • By default, everyone you share a doc with will get an invitation email. If you'd rather not notify them, un-check the 'Send email notifications' box. They'll have access the next time they sign in.
  1. Click Share.

When you share the document with an individual directly, they will notice the document appear in their Google Drive documents list with the document name bolded.

If you selected to have an email notification sent, the individual will receive an email message with a link to the shared document:

Groups at school

Sometimes you want to share documents with specific groups at your school – a department, a class, a grade level, club, or any other type of group. Instead of having to enter names individually for every common document, you can take advantage of Groups in Google Apps.

Groups in Google Apps can be created by the domain administrator or the administrator can make it possible for individuals to create their own groups. A group is a single email address that includes multiple members from an Apps domain and can be used to share calendars, sites, and documents. When something is shared with that single group address, it is then shared with all the group members.

Sharing with a group follows the same steps as following an individual. You can also assign whether the group has edit or view access. Please note that the access level is the same for every member in the group.

For more information about creating a Group on your Apps domain, view these help documents.

To share documents with a Group created in Google Apps, follow these steps:

  1. Open the doc you want to share.
  2. Click Share in the upper-right corner of the doc.
  3. At the bottom of the Sharing settings window, under 'Add people,' type the email address of the group you want to share with.
  4. To the right of the group name, choose 'Can edit', 'Can comment' or ‘Can view’ from the drop-down.
  5. Two quick options to consider (to share with default settings, feel free to skip this note):
  • By default, people who can edit your doc will also be able to share it with additional people. You can remove that ability by clicking Change next to 'Editors will be allowed to add people...' before you click Share.
  • By default, everyone you share doc with will get an invitation email. If you'd rather not notify them, un-check the 'Send notifications' box. They'll have access the next time they sign in.
  1. Click Share.


Please note: When you share the document with a group email alias, they will need to first open the document before it will appear in their doclist. Once they open the document, it will always appear in their Drive document list. You can share the document URL in an email, post it on a website, or send it in a chat. If you are often sharing documents with the same group, you might want to consider using a shared folder.

If you selected to have an email notification sent, all the individuals in the group will receive an email message with a link to the shared document:

Once they open the document, the document will stay in their doclist.

Everyone at school

If you have a document that you would like everyone at your school to be able to view, you can select it to be available to everyone in your school Apps domain.


To do this, you can change your document visibility settings to the option:

  • People at your organization with the link: With this setting, your document will be accessible to anyone within your school domain who knows the URL of the file. If you also select the ‘Allow anyone to edit’ option, anyone with the URL will be able to view and edit your file. This option allows you to easily copy and paste the file’s link into chat, email and calendar invites. You would then have to make sure all at your school had access to this link (either on a website or sent via email) for them to be aware of the document. This document will not automatically appear in everyone’s doclist, it will only appear if they have opened the document.
  • People at your organization can find and access: With this setting, your document will be indexed by Google Drive search within your domain and may be opened by anyone in your school Apps domain. This means that if someone was searching Google Drive your document could show up as a result. However, the document will not automatically appear in their doclist until they have opened the document.


In both of these options, you will need to share the link with your school for them to be able to access the document – it will not automatically appear in their doclist.


The sharing limitation for viewing the document does not apply with visibility settings, however, the limitation for editing a document still applies. Only 50 people can be editing a document at any given time. However, if you gave your school domain only View access, then you shouldn’t run into this problem.

Share docs outside your school

To share docs with individuals or groups without a school Apps account, your domain administrator have the setting enabled to allow sharing outside your school domain. Review how to change service settings ».

If your domain administrator has enabled the setting to share outside the domain, then you will be able to share just as you would with any other individual or group.  Review sharing with individuals » and groups ».

You may see a warning if your domain administrator has selected this to appear:

If your domain administrator does not allow you to share outside your school Apps domain, you will see an error message if you enter in an email address that is not associated with your domain:

Share and access documents with groups

Groups in Google Apps

As reviewed previously in the section about sharing and accessing docs within your school, you can easily share with Groups created in Google Apps just as you would with an individual.

If members to those groups are added or removed, their access to the document will also change accordingly. This is useful if you want a certain group, like faculty, to always have access to document. As faculty leave or join, you can modify the group and know that the right people will still have access to the document. Review Module 1, Chapter 3 for more information.

To share documents with a Group created in Google Apps, follow these steps:

  1. Open the doc you want to share.
  2. Click Share in the upper-right corner of the doc.
  3. At the bottom of the Sharing settings window, under 'Add people,' type the email addresses of the single group alias you want to add as a collaborator.
  4. To the right of the list of names, choose 'Can edit', ‘Can comment’ or 'Can view' from the drop-down.
  5. Two quick options to consider (to share with default settings, feel free to skip this note):
  • By default, people who can edit your doc will also be able to share it with additional people. You can remove that ability by clicking Change next to 'Editors will be allowed to add people...' before you click Share.
  • By default, everyone you share doc with will get an invitation email. If you'd rather not notify them, un-check the 'Send notifications' box. They'll have access the next time they sign in.
  1. Click Share.

Please note: When you share the document with a group email alias, they will need to first open the document before it will appear in their Drive documents list. Once they open the document, it will always appear in their Drive documents list. You can share the document URL in an email, post it on a website, or send it in a chat. If you are often sharing documents with the same group, you might want to consider using a shared folder.

If you selected to have an email notification sent, all the individuals in the group will receive an email message with a link to the shared document:



Once they open the document, the document will stay in their Drive documents list.

Google Groups

Google Groups is a separate product that exists outside of Google Apps at http://groups.google.com

It is similar to Groups in Google Apps in that you can add and remove members and the set of members can be accessed via a single email address (i.e. period1parents@googlegroups.com). It also will grant edit or view access to every member of the group.

However, it is different from Groups in Google Apps in that they are not created in Google Apps and they can contain email addresses of anyone, anywhere.

Sharing with a Google Group email address is the same as sharing with someone outside your school, since it is not a school Gmail address.

If your domain administrator has enabled the setting to share outside the domain, then you will be able to share just as you would with any other individual or group.  Review sharing with individuals » and groups ».

You may see a warning if your domain administrator has selected this to appear:

If your domain administrator does not allow you to share outside your school Apps domain, you will see an error message if you enter in an email address that is not associated with your domain:

To share the document with an outside Google Group, follow these steps:

  1. Open the document you want to share.
  2. Click Share in the upper-right corner of the document.
  3. At the bottom of the Sharing settings window, under 'Add people,' type the email addresses of the Google Group (i.e. period1parents@googlegroups.com)
  4. To the right of the list of names, choose 'Can edit', ‘Can comment’ or 'Can view' from the drop-down.
  5. Two quick options to consider (to share with default settings, feel free to skip this note):
  • By default, people who can edit your document will also be able to share it with additional people. You can remove that ability by clicking Change next to 'Editors will be allowed to add people...' before you click Share.
  • By default, everyone you share doc with will get an invitation email. If you'd rather not notify them, un-check the 'Send notifications' box. They'll have access the next time they sign in.
  1. Click Share.

Please note: When you share the document with a group email alias, they will need to first open the document before it will appear in their doclist. The doclist will be the associated with the account that is subscribed to the Google Group. The member must sign into Google Drive using the same account in the Google Group. Once they open the document, it will always appear in their Drive documents list. You can share the document URL in an email, post it on a website, or send it in a chat. If you are often sharing documents with the same group, you might want to consider using a shared folder.

If you selected to have an email notification sent, all the individuals in the group will receive an email message with a link to the shared document:

Once they open the document, the document will stay in their Drive documents list.

Shared folders with individuals and groups

Overview of shared folders

If you are sharing documents often with the same group or individual, it may be useful to setup a shared folder. A shared folder is a folder that exists in the doclist and appears for everyone that has access to it - much the same as a shared document.

If you add documents to a shared folder, the folder is automatically shared with everyone who has access to the shared folder, with the same access level. For example, if students had only view access to the “Assignments” shared folder, students could only view every document that was added to that folder. However, if a teacher had edit access to the “Assignments” shared folder, that teacher could edit every document that was added to that folder.

The advantage of a shared folder with Groups is that you do not need to send an email notifications or post a document URLs on a site – especially useful if you are not using Gmail for your school domain. Because the shared folder will always appear in a user’s doclist, every time a new document is added they will have access to it - regardless of whether they have opened the document yet or not.

Shared folders can then act as a common place to collect files for groups or with a teammate. You can include any kind of file that exists in Google Drive.

Create a shared folder

Any folder can be a shared folder. To share a folder with an individual or group, follow these steps:

  1. To create a folder, first select folder from the Create drop-down menu.
  2. Enter a name for your folder and click Create.
  3. To share the folder, click My Drive in the navigation pane on the left of your documents list, select the folder you'd like to share, and then select the drop down menu by hovering your cursor to the right of the folder. You will now click the Share link to access the Sharing settings and invite people to view your folder or even contribute to it.
  4. At the bottom of the Sharing settings window, under 'Add people,' type the individual group email addresses of anyone you'd like to share the folder with. To the right of the list of names, select 'Can edit', ‘Can comment’, or 'Can edit' from the drop-down menu.
  5. Click Share to send editors, commentators, and viewers an email with a link to your folder. If you'd rather not notify people, deselect the 'Send email notifications' checkbox. Contributor, commentators, and viewers will still be able to access the folder from their Drive documents list the next time they sign in.

You can access the shared folder by looking in the "My Drive" section if you created the folder, or the "Shared with me" section if it was shared with you and you have not yet dragged the folder into “My Drive”

You can tell which folders are shared as they will have a different icon from folders that are not shared.

In the Drive documents list, a shared folder with have the "shared" labelled to the right of the folder.

You could also color code your shared folders (or any folder for that matter) by selecting Change color from the same drop down menu you accessed when sharing the folder.

Please note: when you share a folder the new permissions are pushed to all sub-folders and docs within the folder. Normally this happens quickly, but occasionally, it could take a couple of minutes.

Access shared folders

The folders you share appear in the 'My Drive' section. Folders others share with you will appear in the 'Shared with me' section underneath 'My Drive.' Note that if you would like to sync those files offline with the Drive app on your computer, then you should drag folders that are shared with you into ‘My Drive’.

Add or remove documents from shared folders

To add items to your shared folders or folders shared with you, you have a few options.

  1. You can drag each doc from your Drive documents list to the folder (it's listed in the navigation pane on the left of your docs).
  2. You can also use the Organize feature. To do this, highlight the document in your documents list by clicking on it, select the More dropdown menu, then select Organize from the menu list. You would then mark the checkboxes next to each folder you would like the document in.


    This can also be accomplished by selecting the Organize link that appears in the summary details for the document. This view is also available when you select the document in your documents list and then click the View icon.


  3. You can also import files to a folder by using the Upload button, but the easiest method is dragging them from your desktop directly into the folder. To do so requires that you use a web browser that supports this feature such as Google Chrome, Firefox or Safari.


Fore more information on uploading files directly to your doc list, please visit http://support.google.com/drive/bin/answer.py?hl=en&answer=2424368.

Advanced sharing permissions

See who has access

You can check to see who has edit or view access to your document at any time, simply click the Share button in the top right corner of the doc.

Here you will see a full list of all the individuals or groups who have access to the document as well as their access level.

Change sharing access levels

The owner of a document, spreadsheet, presentation, or drawing can always control exactly who has access to their document and how much access each person has. By default, those that you invite to edit the document may also add additional collaborators and set sharing access levels.

If you leave the setting for editors to invite others and make changes, you may have more people accessing your document than you intended. If you wish to have full control over who can access the document and exactly how they access it (with editing or viewing rights), you would want to change the setting for invited editors.

To change the sharing access level of any individual or collaborator, follow these steps:

  1. Click on the Share button in the top right corner your document.
  2. In the window that appears you will see a list of individuals and groups who have sharing access.
  3. To change sharing access for an individual or group, click the drop down menu to the right of the individual or group name and select the new sharing access level.

The sharing access level change is effective immediately.

To change the setting so editors cannot invite others or change permissions, follow these steps:

  1. Click on the Share button in the top right corner of your document.
  2. In the window that appears, click the Change link at the bottom, adjacent to the sentence Editors will be allowed to add people and change permissions.
  3. Select the setting: Only the owner can change the permissions.

Now editors will only be allowed to edit the document and will not be allowed to add new collaborators or change sharing access levels.

Remove collaborators

The owner of a document, spreadsheet, presentation, or drawing can always control exactly who has access to their document and how much access each person has. As reviewed previously, someone with editing rights to a document can control who else has access if the owner has enabled editors to change permissions.

When you remove a collaborator, the change is effective immediately and they will no longer have access to the document.

Please note: If you remove a collaborator from edit, comment or view access, but you have shared the document with a group of which they are a member, they will still have access to the doc based on the group access level. Alternatively, if you have removed a collaborator and have set the document visibility to be accessible to the entire domain, the removed user can still view/edit your document. Finally, if you have removed a collaborator from the document but have published your document to the domain or to the world, the removed collaborator will still be able to see the document, as it behaves as a standard web page.

There are three ways to remove collaborators from a shared document:

One at a time To remove individual editors and viewers, follow these steps:

  1. Click Share to open the Sharing settings window.
  2. Click the X next to the editors/viewers you want to remove. You can also change edit access to view access for individual editors by clicking the down arrow next to 'Can edit.'
  3. Click Save changes.

Change the visibility option of the doc You can control how many people have access to your doc by changing the visibility option of the doc. For example, if your doc is set to People at my organization with a link, you can change it to Private and no one without explicit edit or view access will be able to see the doc.

Follow these steps to change your doc's visibility option:

  1. Click Share to open the Sharing settings window.
  2. Next to the current visibility option (above the list of editors and viewers), click Change.
  3. Select the radio button next to the visibility option you'd like to use. Review document visibility options »
  4. Click Save.
  5. Click Close to close the Sharing settings window and return to your document. Or you can make more changes.

Make a document private

You can always keep your documents completely private, not sharing it with anyone in your domain and preventing users in your school domain from viewing.

Ensuring your document is private can be important for sensitive documents or files for personal use that you do not need others to access.

If you want to limit access to your doc to people to whom you give permission, set your doc to Private by following these steps:

  1. Click Share in the top-right corner of your doc.
  2. In the Sharing settings, select Change under Who has access to change the document back to Private.

Please note: If you have published your doc, you may also want to un-publish it, or else people may still be able to view the published version of the doc.

Follow these steps to un-publish a doc:

  1. Select the File menu on the left side of the document menu. Choose Publish to the Web.
  2. A publishing dialog box will open. Click Stop publishing.
  3. Close the publishing dialog.

Transfer document ownership

By default, you are the owner of every document you create. However, you can transfer ownership to anyone you'd like, as long as that person has a Gmail address. If your domain administrator allows sharing outside the domain, you can let anyone with an email address become owner of your documents.

Being the owner of a document gives you a lot of control over the document, and once you change owners, you give up those controls -- so make the decision to change owners carefully.

Consider the following:

  • The owner is the only person who can delete a doc. Once a document is deleted, no one can access it, including those it was shared with.
  • When a user's account is deleted, all of that person's documents are deleted unless they have been transferred to another user in the domain. Once documents are deleted, no one can access them, including those they were shared with.
  • The owner is the only person who can always control how much access other users have to the document. They can remove editors and viewers, they can share with as many people as they like, they can change the visibility option, and they can limit or activate the ability for editors to share the document with other users.

If your account, or an account in your organization, is being deleted, it's often a good idea to transfer ownership of that user's documents to an account that will remain active. For example, if a departing instructor has a wealth of lesson plans and assignments created and saved in Google Drive, s/he could transfer ownership to a new teacher so the documents are retained. Or a graduating student leader of a club might want to transfer ownership of essential documents to others so that others can continue to control and share the documents.

To change ownership of a document, follow these steps:

  1. Open the document that you don't want to own anymore.
  2. Click Share in the top-right corner.
  1. If the new owner already has access to the document, skip to Step 3.
  2. If the new owner does not already have access to the document, follow these steps before moving on to step 3:
  • Click the white space below 'Add people.'
  • Type the email address of the new owner.
  • Click Share.
  1. Click the drop-down to the right of the new owner's name; choose 'Is owner.'
  2. Click Save changes.

After you switch owners, you'll have access to the document as an editor (but the new owner can take it away!).  

It should be noted that you cannot transfer ownership to another person who is not a member of your Google Apps domain. Doing so will produce this error:

Transfer ownership of all docs from one use to another

Redesignating ownership of all of a user’s documents can be useful when the user leaves the organization. As an Apps administrator, when deleting a user from your domain, you are prompted to transfer ownership of their documents to another user to avoid losing them.

To transfer ownership of all documents from one user to another:

  1. Log in to the Google Apps administrator control panel.
  2. Click the Settings tab, and then click Drive and Docs in the left column.
  3. Click the Tools tab and complete the Document ownership transfer section:
  1. In the From field, enter the user name of the current owner and select the user’s domain.
  2. In the To field, enter the user name of the new owner and select the user’s domain.

        

Tip: If the transfer involves a very large number of documents, you may want to notify the new owner and check that they have enough storage capacity to accommodate the transferred documents. (In the new owner's Google Drive on the web, click the Upload button to see the amount of storage used/available).

  1. Click Transfer documents to save.
  2. If any problems occur during transfer (e.g. the new owner's quota is exceeded, which prevents the transfer of some docs), then the administrator and the new and previous owners receive an email describing what happened. As administrator, you can purchase more storage for Google Drive for the new owner, transfer ownership of the documents to a different user, or redistribute ownership of documents one at a time to different users.

All of the transferred documents are automatically organized in a single new folder — titled with the previous owner’s email address — in the new owner’s Drive documents list. The new and previous owners, and the administrator receive an email notification about the transfer of document ownership.

Emails documents as attachments

Email as attachment

In addition to sharing an online, live version of a document, spreadsheet, presentation, or drawing with other Apps users, you can also send an email attachment to anyone in the world directly from Google Drive with a formatted attachment of your document.

This can be handy for those that may not have access to a reliable internet connection or those that do not have school Apps accounts.

To send your document as an attachment, follow these steps:

  1. Click the File drop-down menu, and select Email as attachment...
  2. Select a file type from the drop-down menu:
  • Docs: Microsoft Word, Open Office, PDF, HTML, Rich Text, or Plain Text.
  • Sheets: Microsoft Excel, Open Office, or PDF (Please note: embedded objects such as charts, gadgets, and images may be lost when sending spreadsheets as attachments)
  • Slides: PDF, Power Point, or Plain Text Enter an email address.
  1. If you'd like, you can also add a subject and a message. You can even send a copy to yourself by checking the box.
  2. Click Send.

People to whom you're emailing this document will receive it as a downloadable attachment in the file format you selected.

Although the file sent as an email attachment is editable offline by each recipient, these edits won't be reflected in the original Google Doc or Sheet.

Email contents of document

The word processing document type in Google Drive also allows an additional option to paste a document directly into an email instead of sending an attachment.

This can be useful to compose newsletters or other updates that you prefer to send in an email format rather than sharing or publishing a document.

To send an email with the contents of the document, follow these steps:

  1. Click the File drop-down menu, and select Email as attachment...
  2. Select the “Paste the item itself into the email” option
  3. Enter an email address, or multiple addresses. If you'd like, you can also add a subject and a message.
  4. Click Send.

People to whom you're emailing will receive the document contents in the email.

Publish documents to the web

About publishing

Publishing allows you to make your Google Drive documents available as a webpage that anyone in your domain or the world can view (depending on your domain settings) without specifically inviting them to collaborate. Once you publish your document, spreadsheet, presentation, or drawing to a webpage, you get a URL that can then be shared, bookmarked, and sent as you would any other webpage address. It’s also necessary to publish documents if you wish to embed them on blogs or other websites.

Please note: Your Apps domain administrator controls whether you can publish your Google Drive documents to the public web or only to your domain. If someone who does not have an Apps account is unable to view your published document, you will need to contact your domain administrator directly to modify the Google Drive publishing settings.

TIP: Even after you publish your documents, spreadsheets, presentations, or drawings, they won't appear in the Google search index; however, other search engines may potentially index published documents.

If you send the URL of the published version of your document, spreadsheet, presentation, or drawing to others, they won't be able to make any edits.

This is what they'll see:

  • Docs: a version with no toolbar available
  • Sheets: no toolbar available. Viewers will be able to see charts, cell formatting, and the values of cells; they won't be able to view or edit formulas.
  • Slides: view-only version or in presentation mode (full-screen slides)
  • Drawings: a PNG image version of the drawing

Please note:

  • It's not possible to publish PDFs, but you can make them public and link to them.
  • After you publish a drawing, any changes you make will be updated automatically. However, this won't happen instantaneously. Allow a few minutes for changes to be reflected at the published URL.

Publish a document

If you're the owner of a spreadsheet, document, presentation, or drawing, you can publish it to the Web at any time. If you selected the 'Editors will be allowed to add people and change the permissions' option, those who have edit access can also publish the document. Review how to change these sharing settings »

To publish any of your documents, just follow these steps:

  1. Open the document you would like to publish.
  2. Click the File drop-down menu on the top right of the page and select Publish to the Web....
  3. You can choose whether you would like the published document to be automatically updated if you make any changes. This can help keep your published, webpage documents as up to date as possible. However, if you wish to control when a new version of a document becomes the published webpage, you may want to deselect the option: Automatically republish when changes are made.
  4. You can also ensure secure access to your document by requiring those at your school Apps domain to sign in before viewing the document.
  5. Click the Start publishing button. A link to the published doc appears in the publishing dialog.
  6. Send this link to anyone you'd like to access your doc.

Your document will be accessible from this URL until you either delete your document or choose to stop publishing.

Types of publishing

Docs, Slides, and Drawings are all published as an HTML file, just like a webpage.

Spreadsheets, however, can be published as multiple types including:

  • HTML
  • CSV (comma separated values)
  • TXT (Plain text)
  • PDF

When publishing a spreadsheet, Under 'Get a link to the published data, ' you can select a format from the drop-down menu to get a unique public URL for the sheets or range of data you've selected to publish.

Stop publishing

You can stop publishing documents at any time, just follow these steps:

  1. Open the doc you'd like to publish.
  2. Click the File drop-down menu on the top right of the page and select Publish to the Web....
  3. Click the Stop publishing button.

Now anyone clicking the link to the published doc will no longer be able to access it.

Embed documents into a blog or website

In addition to publishing Google Drive documents as a webpage, you can also access a snippet of code to embed a published doc onto your blog or website.

If you are using Google Sites, you can always insert Docs, Sheets, Slides, and Forms directly from the Insert menu.

If you are using another website software or blog, you can find the embed code for a document by following these steps:

  1. Open the document you'd like to publish.
  2. Click the File drop-down menu on the top right of the page and select Publish to the Web....
  3. If you have not already published your document, click the Start publishing button.
  4. Beneath the “Document link” box is the embed code. Copy and paste this code onto the appropriate part of your blog or site.

Print options

Print and print preview

Sometimes it's useful to have a hard copy of a Google document, like if you need to hand in a report to your principal.

Print in Chrome

When you print in Chrome, your Google document will print exactly as it appears in Google Drive. Because of this, there's no Print preview option. When your document is ready to print, follow these steps:

  1. From the document you'd like to print, select File > Print.
  2. A dialog box for your printer and print settings will open.
  3. When you’re ready, select the Print button.

Print preview and print in Firefox or Safari

To preview how your document looks before you print it, go to the File menu and select Print preview. This will generate a preview of what your document will look like when it's printed on paper. If you like what you see, move on to the following steps to print the document. Or, you can go back to editing.

To print a Google document in Firefox or Safari, follow these steps:

  1. From the document you'd like to print, select File > Print.
  2. A PDF file containing your document will automatically download. When the download completes, open the PDF file.
  3. In your PDF viewer, go to the File menu and select Print.
  4. A dialog box for your printer and print settings will open.
  5. Select the Print button.

You can also download a document to another file format, and then print that file. To download a document, follow these steps:

  1. From your document, to to the File menu and navigate to Download as...
  2. From the Download as... sub-menu, select the file format you’d like to download your document to.
  3. Find the downloaded file on your computer, and open it.
  4. Print the downloaded file.

Page Setup

If you'd like to change your page settings before printing, follow these steps:

  1. Choose Page Setup from the File menu.
  2. In the Page setup dialog box, you can choose how your document will appear with the following specifications:
  • Page orientation: landscape or portrait
  • Paper size: Letter (8.5" x 11"), Legal (8.5" x 14"), or A4 (210mm x 297mm)
  • Margins: top, bottom, left, and right
  • Page color
  1. Once you've selected your specifications, click OK at the bottom of the settings window.

Spreadsheets

To print your spreadsheets, you have three options:

  1. Print your spreadsheet as a PDF
    Choose the File menu and select Print. Select formatting options from the 'Print settings' window and click the Print button. A PDF of your spreadsheet will download, which you can then print.
  2. Export your spreadsheet to an .html file
    Choose the File menu and mouse over the Download as option. Select .html. This opens your spreadsheet in a new browser window. Then, print from your browser's File menu by selecting the Print menu option.
  3. Print your spreadsheet from a mobile device
    Utilize Google Cloud Print to print a spreadsheet from your mobile device.

If your spreadsheet has sheets with full-page charts and gadgets, those sheets won't be printed. All other sheets in your spreadsheet, however, can be printed. To print sheets that contain full-page charts and gadgets, print those sheets from your browser's File menu.

Formatting your printed spreadsheet

When printing your spreadsheets, you have several options to format the printed version of your spreadsheet. Note: These options are only available if you print your spreadsheet as a PDF.

  • Print one sheet, all sheets, or a selection in a single spreadsheet. If you choose to print a selection, the printed selection is the range of cells you selected before opening the 'Print settings' dialog.
  • Adjust the size to Fit to width or Actual size.
  • Choose either a Landscape or Portrait layout.
  • Select your paper size from the drop-down list.
  • Check the boxes in the Options section to repeat row headers, print without gridlines, include the document title, include sheet names, or include page numbers on your printed copy.

Removing the URL from your printed spreadsheet

To remove the URL from your printed documents, follow these browser-specific instructions. URLs are removed by default in Chrome.

For print instructions for Firefox on a PC or Mac or Internet Explorer, please visit http://support.google.com/drive/bin/answer.py?hl=en&answer=40617

Presentations and Drawings

To print a presentation or drawing, follow these steps:

  1. Click Print Settings and Preview... from the File menu of the presentation you'd like to see your document or change settings before printing. Otherwise, select Print
  2. Your document will be printed to a PDF file which can be opened and printed with Adobe Acrobat.  
    Note: Chrome users will be taken to a print dialog box which grants additional options that result in the same outcome.