How to Share a Folder in Google Drive with Specific People

While sharing a single file in Google Drive via an email attachment is easy, collaborating on an entire project with dozens of files requires a more structured approach. By creating a dedicated folder and sharing the entire folder with specific colleagues or family members, any document you drop into that folder instantly inherits the sharing permissions.

This ensures everyone always has access to the latest versions of the files without you needing to send a new link every time you create a new document. This guide explains how to share a Google Drive folder securely.

How to Share a Folder

This process is best completed on a desktop web browser for maximum control over permissions.

1. Navigate to drive.google.com and log into your account.
2. Locate the folder you wish to share in your “My Drive” list.
3. Right-click the folder.
4. Hover your mouse over the Share option, and then click Share from the sub-menu.
5. A pop-up window will appear. In the text box labelled “Add people and groups,” type the email addresses of the people you want to collaborate with.

Configuring the Correct Permissions

Before clicking send, you must assign the correct level of access. This is the most crucial step in preventing accidental data loss.

1. Look to the right of the email addresses you just entered. You will see a dropdown menu (it usually defaults to “Editor”).
2. Click the menu to select a role:
   • Viewer: The recipient can open the folder, read the documents, and download copies, but they cannot alter the original files, delete anything, or upload their own files into the folder.
   • Commenter: Similar to Viewer, but they are allowed to leave comments and suggestions on the side margins of Google Docs or Sheets within the folder.
   • Editor: This grants full control. The recipient can edit existing documents, upload new files to the folder, organize files, and delete files.
3. Check the box for Notify people so they receive an email with a link to the folder. You can optionally type a message explaining what the folder is for.
4. Click the Send button.

The folder icon in your Drive will change slightly, adding a small “person” silhouette over the standard folder shape to visually indicate that the directory is shared.

How to Remove Access Later

When the project is complete, you should revoke access to maintain security.

1. Right-click the shared folder and select Share > Share again.
2. In the list of people with access, locate the person you want to remove.
3. Click the permission dropdown menu next to their name (e.g., “Editor”).
4. Select Remove access from the bottom of the list.
5. Click Save. They will instantly lose access to the folder and all its contents.