Google Drive is great way to share files but sometimes, you may not know how to make use of all features. The following tips may help you get the most out of shared file management.
- How to disable download, print, copy for shared files?
With the Information Rights Management feature, Google gives Drive users control over the documents and content shared with others by letting them disable downloading, printing and copying of shared documents through the advanced sharing menu. It is available for any file stored or created in Google Drive including not only documents, spreadsheets and presentations built with Google Docs, but also PDF and other file formats. To use the feature, follow the instruction below:
- Open Google Drive. Select the shared file and click the Share icon on the top right.
- On the Share with others dialog box, add the name of the collaborator and clicking on Advanced in the bottom right-hand corner of the box.
- Check the Disable options to download, print, and copy for commenters and viewers Click Save changes.
- You will see “Export options disabled” notification at the top of the File and Edit menus for the specific documents. The recipients will now not be allowed to download, print or copy the document.
Note that one with “edit” permissions will still can download, print, and copy your document, even if this setting is in active.
- How to share a folder with non-Google users
Your friends and colleagues don’t need a Google account to access to a Google Drive file or folder. This seems one of the little known features of Google Drive. You can send an invite to their email address or give them a shareable link.
To send an invite to non-Google users, do the following steps:
- Open Drive, or a file or folder you want to share.
- Open the sharing box:
- As you open a file Click Sharein the top-right corner.
- As you open a folder: Click the share icon in the top-right .
- From your file list in Drive: Select the name of a file or folder and click the share icon at the top .
- Under “People” in the sharing box, type the email addresses of those you want to share your documents with.
- Select the type of access you want to give them by clicking the dropdown arrow to the right of the text box:
- Can edit: Users are allowed to edit the file or folder and share it with others
- Can comment: Users can view and leave comments to the file, but can’t edit it. Folders can’t be provided with comment access.
- Can view: Users can view the file or folder but they are unable to edit or comment on it
- Click Done. The users will receive an email notifying that they’ve shared the file or folder with them.
Note: If you want to share multiple files at once, group all files into only one folder and then share the entire folder.
To give other people access to a file or folder, you also can send them a link to open it. However, sharing via a link involves a potential security risk for sensitive documents as anyone with the link can access the file.
- How to download an entire shared folder?
Google Drive enables users to download the entire contents of a shared folder as a ZIP archive. This ability is useful for saving local copies of shared documents. The folder structure with any sub-folders remains unchanged in the archive.
Go to Shared with me on your Drive. Right-click on the folder and click Download.
Alternatively if you click on the folder one time in Google Drive you can use the triple dots icon in the toolbar to download the folder.
The downloaded files are converted from Google Documents (a Google Doc, Sheet, or Slide) into Office documents. All other files will be downloaded while keeping their native format.
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Reference articles from Wikipedia