How to Share a Folder in Google Drive with Specific Permissions

When collaborating on a project, sending dozens of individual files back and forth via email quickly becomes chaotic. Version control is lost, inboxes overflow, and important documents inevitably go missing. The most efficient solution is to create a single, shared folder in Google Drive where your entire team can view, edit, and upload files in real time.

Google Drive offers incredibly granular permission settings, allowing you to control exactly who can see your files and what they are allowed to do with them. You can give a colleague full editing rights, while restricting a client to “view-only” access.

In this guide, we will show you exactly how to share a Google Drive folder securely and effectively.

How to Share a Folder with Specific People

If you know exactly who needs access to your folder, inviting them via their email address is the most secure method. This ensures that only the intended recipients can view your files, even if the link is accidentally forwarded to someone else.

1. Open Google Drive in your web browser.
2. Locate the folder you wish to share. If you haven’t created it yet, click New > New folder in the top left corner.
3. Right-click on the folder (or click the three vertical dots next to its name) and select Share.
4. In the pop-up window, type the email addresses of the people or Google Groups you want to invite into the “Add people and groups” text box.
5. Once you add an email, a dropdown menu will appear on the right side. Select the permission level you want to grant:
   • Viewer: They can look at the files but cannot make changes.
   • Commenter: They can view files and leave comments, but cannot edit the core content.
   • Editor: They can organise, add, edit, and delete any files within the folder.
6. (Optional) Type a brief message explaining what the folder is for.
7. Click Send. Google will instantly email them a secure link to the folder.

How to Share a Folder via a Public Link

If you need to share a folder with a large group of people—such as an entire university class or a large mailing list—typing out hundreds of email addresses is impractical. Instead, you can generate a shareable link.

1. Right-click the folder and select Share.
2. Look at the bottom half of the pop-up window under the General access section.
3. By default, it will say “Restricted.” Click on the word “Restricted” and change it to Anyone with the link.
4. Next to that, use the dropdown menu to set their permission level (Viewer, Commenter, or Editor). Warning: Giving “Editor” access to anyone with the link is a major security risk, as anyone on the internet who finds the link could delete your files.
5. Click the Copy link button on the bottom left.
6. Click Done.

You can now paste this link into an email, a WhatsApp group, or a company Slack channel. Anyone who clicks it will instantly have access to the folder based on the permissions you set.

How to Remove Access to a Shared Folder

When a project ends or an employee leaves your company, it is crucial to revoke their access to your shared folders to protect your data.

1. Right-click the shared folder and select Share.
2. You will see a list of everyone who currently has access.
3. Find the person you want to remove.
4. Click the permission dropdown menu next to their name (where it says Viewer or Editor).
5. Select Remove access from the bottom of the list.
6. Click Save. They will immediately lose the ability to view or edit the folder and its contents.

By mastering these sharing permissions, you can streamline your digital collaboration while ensuring your sensitive documents remain completely secure.