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UW-Madison G Suite - Sharing Files with Google Drive

This article explains how to share files with UW-Madison G Suite .

How to Share Files

  1. Log in to UW-Madison G Suite with your NetID and password using the following URL:

  2. If you have multiple UW-Madison G Suite accounts, select your desired account from the list provided.

    Select account

    If you only have one UW-Madison G Suite account, you will be logged into your account automatically.

  3. Right-click on the file you would like to share, then select Share. Then from the Share menu, select Share again.

    Share menu

  4. On the Sharing settings menu, you will see a list of everyone who currently has access to your file. At the top of this list is your visibility level. If you haven't yet changed your share settings for this particular file, the only individual listed here will be you and your visibility level will be set to Private. Click the Change... link next to your visibility level to view all potential options.

    Sharing settings

  5. Select your desired visibility level from the list. If you want more information about the available options, click the link provided.

    Select visibility

  6. Next, set the access level for this group by choosing Can view, Can comment, or Can edit from the drop down menu. Then hit the Save button.

    Select access level

  7. You also have the ability to decide whether people with Can edit access will be able to change the share settings for this file. By default, editors will be able to change the visibility of your file and add/remove access for other people. Click the Change link to edit this setting.

    Editor permissions

  8. Select your desired setting for editors, then click Save

    Editor sharing permissions

  9. Next, you can add permissions for individuals. Below the list of people who currently have access to your file, you will see a text box labeled Invite People.

    Add people

  10. As you begin typing the name or email address of the contact you would like to share with, the list below will auto populate with any UW-Madison G Suite account matching your criteria.

    Autocomplete addresses

    **If a user has privacy flagged any of their user information under FERPA, their personal information will be omitted from UW-Madison G Suite contact list.

    Note: You can share files with people who are unaffiliated with the university, however, there are a few issues to consider. First, only UW-Madison G Suite accounts will be returned in the search results, so you must know the full email address of the person you want to share with. Additionally, the share link will still require that the recipient log into Google Apps, so that person will still need to have a Google account in order for the file to be accessible.
  11. After you select the person you want to share with, you will need to choose the level of access to give them. From the drop down menu, select Can edit, Can comment, or Can view.

    Select permission level

  12. Select your desired settings for email notifications. Depending on the type of file you are sharing, the option to Paste the item itself into the email may not be available

    Email notification settings

  13. Hit the Send button to share your file and send out any notifications you have selected

    Send notifications

  14. Once you have added all the people you want to share with, hit Done.


    You can come back to this menu to change the share settings for a file at any time.

See Also:

Keywords:uw madison google apps drive sites sharing publishing docs owner collaborator collaborate Google Apps docs finding other users share search file document form spreadsheet presentation UW-Madison Google Docs sharing sites permissions wisc   Doc ID:14067
Owner:Christina G.Group:Google Apps
Created:2010-05-25 19:00 CDTUpdated:2017-02-27 13:00 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Google Apps
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