Google Docs: Sharing, collaboration, comments and ownership
To get started, open the document you would like to share and click the Share button at the top right of the page to open this dialog:
You then have the following options:
One way to share your document is to choose who can find and view it. Click the Change link and then choose one of the following visibility settings:
You can also share your document with specific people and determine their level of access.
To see who has access to your document, including their permission levels, click the Share button. Notice that you can also change permission levels here.
You can change the owner of the document to any individual in your organization who has access. You might want to do this when someone leaves the company or changes projects. Just click the drop-down arrow by their permission level and select Is owner:
You’ll still have edit access to the document, but keep in the mind that the new owner can revoke that.
With Google Docs, it’s easy to collaborate on a document.
After you share a document, you can work on it with people all over the world, in real time, just as you would if you were sitting together. Depending on the permissions you grant, other people can update the document itself or, if it’s a text document, use comments beside the document to discuss it.
Anyone with edit permission can make direct changes to a document.
If other people make changes at the same time as you, you can see the changes happen as they’re made. Each person’s changes are marked by a cursor with a different color. In the example below, someone else is updating the name of a project member:
If you want to know who is making this change, just hover over the cursor:
Note: When multiple people edit a spreadsheet, only one person can edit a cell at a time.
Anyone who can edit or comment on a text document or presentation created with the new presentation editor can discuss it using comments that appear to the right of the document.
To comment on the document:
Tip: To choose when you’re notified (via email) about comments to a document, click Comments > Notification settings in the upper-right corner of the page:
To resolve a comment and hide it:
If you want to share your document in another format, such as Microsoft Word or PDF for a text document, you can email it as an attachment.
Note: This sends a copy of the document instead of sharing the original.
To email your document, click File > Email as attachment, choose a document format, and compose your message:
In addition to sharing a document, you can publish it as a web page. The published version is given a unique address (URL) and is a separate web page, so it isn’t affected by the visibility option you choose when you share the original document. Only users to whom you've shared the document can view or edit the original version, but anyone with the link to the published version can view that content.
So, why publish a document instead of just sharing it? Publishing lets you:
To publish a document: