Google Drive Sharing Permissions Explained: A Detailed Guide

Quick Tips

• Google Drive offers three types of sharing permissions – Editor, Viewer, and Commentor.
• An Editor can edit the file or folder, add comments or files, and share the file with others.
• The Commenter can add comments and the Viewer can only view the file. Both can’t edit it.

Types of Sharing Permissions in Google Drive

When you’re not sharing the file/folder it is set to Restricted, i.e., only you can view and edit the file. However, when you share a Google Drive file or folder, three types of permissions are offered; let’s understand each one.

Can they	Editor	Viewer	Comment
View	Yes	Yes	Yes
Edit	Yes	No	No
Share	Yes	No	No
Comment	Yes	No	Yes
Download or copy the file	Yes	Yes	Yes
Delete the file	No	No	No

1. Editor

With this permission, others who have access to the files can edit them i.e. make changes to them. Most importantly, they can also share the file with others.

Notably, the Editor also has permission to approve, reject, or change permissions for other users. However, you can change the permission for this, by going to Share > Settings > check/uncheck as needed.

In the case of folders, you will find ‘Can organize, add, & edit’ permission. That is, others can perform all the editing and organization tasks on the files present inside the folder such as add, edit, delete, and move files.

When to use: When you want to collaborate with others and when you trust the people with whom you are sharing the files. For instance, if you are working on a college project with your friends.

2. Viewer

As obvious, with this permission, others won’t have the right to edit any individual file. They can only open and view the files inside the folder and not make any changes to them. They also cannot share the files with others or add comments.

However, please keep in mind that a ‘Viewer’ can copy, download, or print the file. Notably, you can change this setting as shown above.

When to use: When you only want others to view the data. For instance, it can be used for sharing a folder having pictures in it. That way others can easily view the pics without deleting or modifying them in any way.

3. Commentor

Available only for files, this permission is the middle ground between Editor and Viewer permission. It lets others add comments and suggestions.

However, they cannot edit the file or share it with others. They can although, copy, download, or print the file.

Change or Revoke Google Drive Sharing Permissions

Once you have shared the files or folders with others, it doesn’t mean you cannot change its permission. Here’s how to do it.

Computer

Step 1: Right-click the shared file or folder and select Share from the menu.

Step 2: To change permission for an individual, click the drop-down menu next to their name. Here,

• Update the permission by selecting a desired option.
• Click Remove access to stop sharing with them.

Step 3: To stop sharing the file/folder with all, click the ‘Anyone with the link‘. Select Restricted.

Mobile Apps

Step 1: Open the shared file or go to the shared folder and tap the three-dot icon at the top. Select Manage access.

Step 2: To change permission for an individual, tap their name. Here,

• Click X Remove to stop sharing with them.
• Update the permission by selecting a desired option.

Step 3: To stop sharing the file/folder with all, click the ‘Anyone with the link‘ or Change under it

Step 4: Select ‘Anyone with the link‘ again and select Restricted.

Things to Note About Sharing in Google Drive 

Does Sharing a File or Folder Grant Access to All Other Files and Folders

No. Others can access only the file or folder that you share. In the case of a folder, all the files inside it will be shared too.

Notably, when you add files to a shared folder, they’ll inherit the permissions from the folder; plus any permissions directly added to the file.

Do Shared Files or Folders Occupy Your Storage

A shared file only occupies storage from the owner’s quota. However, if you upload a file into a shared folder, it will be counted against your storage and not the owner. Simply put, the owner/creator/uploader of the file is responsible for the storage.

How to Identify Shared Files

While there is no dedicated screen to view all the files that you have shared with others, you can identify such files by the shared icon visible next to them.

Find Files Shared With Me

Fortunately, you get a dedicated place to view all the files shared with you. On the desktop, click the Shared with me option on the left side. On mobile apps, tap the Shared tab from the bottom.

Add Expiration Date To A Shared File Folder

Note: The feature is only available for eligible work or school accounts.

Go to the Shared file/folder > Share > select Add expiration. Notably, Google automatically allots one month of expiration, click the edit icon to change the date.