The fastest way to share is the Share button in the top right
Open your document in Google Docs and look for the blue Share button in the top right corner. Click it once. A box will appear asking for email addresses or a link. Type the email address of the person you want to share with, then press Enter or click the blue arrow. Google Docs will send them an email with a link to your document.
That is the whole process for most sharing. The person receives an email, clicks the link, and can open your document when ready. They do not need a Google account to view it, though they will need one if you give them permission to edit.
If you are sharing with multiple people, type each email address into the same box, one at a time. Google Docs will add them to a list before you send the invitations.
Key Takeaways
- Click the blue Share button in the top right, type an email address, and press Enter to send someone a link to your document.
- You can choose whether each person can view only, comment, or edit your document — set this before you send the invitation.
- Anyone with the link can access your document if you choose "Anyone with the link" instead of typing specific email addresses.
- People you share with do not need a Google account to view your document, but they need one to edit it.
- You can change or remove someone's access at any time by opening the Share box again and clicking the X next to their name.
Choosing what permission level each person gets
After you type an email address and before you click the arrow, you will see a dropdown menu that says Editor, Commenter, or Viewer. This controls what that person can do with your document.
Editor means they can change the text, delete sections, add images, and make any change you can make. Use this for people you are working on the document with. Commenter means they can highlight text and leave notes but cannot change the actual words. Use this for people reviewing your work. Viewer means they can read the document but cannot change anything or leave comments. Use this for people you just want to inform.
You set the permission level for each person individually. One person can be an Editor, another a Commenter, and a third a Viewer on the same document. Change the dropdown before you press Enter for each address.
Sharing with a link instead of email addresses
If you do not know everyone's email address, or if you want to share with a large group, use the link option instead. Click Share, then look for the option that says Change to anyone with the link or similar wording. Google Docs will generate a web link that you can copy and paste into an email, a text message, a Slack channel, or anywhere else.
Anyone who has that link can open your document without needing an invitation email. They still cannot edit it unless you set the permission to Editor for the link itself. By default, a link is set to Viewer, so people can read it but not change it.
Be aware that anyone with the link can share it with someone else. If you need to control exactly who sees your document, use email addresses instead and set each person individually.
Changing or removing someone's access
Open the Share box again by clicking the Share button. You will see a list of everyone who has access to your document. Next to each person's name is their permission level (Editor, Commenter, or Viewer). Click on the permission level to change it, or click the X on the right side of their name to remove their access entirely.
When you remove someone, they lose access when ready. They cannot open the document anymore, even if they have an old link or email. If you change someone from Editor to Viewer, they keep access but can no longer make changes.
You can also see at the bottom of the Share box whether the document is shared with a link. If you want to turn off link sharing, click the X next to "Anyone with the link" to disable it. After that, only the people you invited by email can access the document.
What happens when someone opens a shared document
If you shared by email, the person receives a message from Google Docs with your name and a preview of the document. They click the link in the email and the document opens in their browser. They do not need to read anything or create a copy — they are viewing and editing the same document you are.
If you shared a link, the person clicks or pastes the link into their browser and the document opens the same way. If they do not have a Google account, they can still view the document, but they cannot edit it or leave comments even if you set the permission to Editor.
When multiple people are working in the document at the same time, you will see their names and cursor colors in the top right. Google Docs shows you where each person is typing in real time. Changes appear when ready — you do not need to refresh or save.
Sharing a document you did not create
If someone shared a document with you and you want to share it with someone else, you can do that as long as you have Editor access. Click Share, add the new person's email address, and set their permission level. The original owner will see that you shared it, but you cannot remove the original owner's access or change the document's overall sharing settings.
If you only have Commenter or Viewer access, you cannot share the document with anyone else. You can only view it or leave comments. Ask the owner to share it directly if you need someone else to see it.
Sharing documents in a Google Drive folder
If your document is inside a Google Drive folder, you can share the entire folder instead of individual documents. Right-click the folder, click Share, and add email addresses the same way. Everyone you share the folder with can see all the documents inside it, with the same permission level you set for the folder.
This is useful if you are working on a project with multiple documents and want everyone to have access to all of them at once. You do not need to share each document separately. However, if you want different people to see different documents, share them individually instead.
Frequently Asked Questions
Can I share a Google Doc with someone who does not have a Gmail account?
Yes. They can view the document with any email address. If you set the permission to Editor or Commenter, they will need to create a Google account to edit or comment, but they can view it without one. They can use any email address to sign up for a Google account — it does not have to be Gmail.
What if I want to share a document but keep some parts private?
Google Docs does not have a built-in way to hide specific sections from certain people. If you need different people to see different content, create separate documents and share each one with the right people. Alternatively, you can use comments to mark sensitive information and ask people not to share it.
Can I see who has viewed my document?
Google Docs shows you who has access and when they last opened it, but not a detailed view history. Open the Share box and look at the list of people — you will see their names and the date they last viewed the document. You cannot see exactly what they read or when they read it.
What happens to a shared document if I delete it?
If you delete the document, everyone who has access to it loses access when ready. The document moves to your trash folder. If you restore it from trash within 30 days, the sharing settings come back and people can access it again.
Can I share a document with a group email address?
Yes. Type the group email address into the Share box the same way you would type an individual email. Everyone in the group will receive an invitation and gain access. If people are added to the group later, they do not automatically get access — you would need to share the document with them individually or re-share with the group address.