Setting Sharing Permissions for Google Docs and Google Sites

Setting Sharing Permissions for

Google Docs and Google Sites

Created by the Student Multimedia Studio specifically for Students, Faculty and Staff at Kent State University

Contents

Setting Sharing Permissions for Google Docs ...................................................... 1

Login to Flashline and Google Docs .......................................................................................................... 1

The Easiest Way to Share Google Documents ..................................................... 2

USE “GET THE LINK TO SHARE” ................................................................................................................. 2

Create a Link that Kent State University users only can use to view your document. ............................. 2

Create a Link that anyone in the world can use to view your document without signing in ................... 2

To Copy the Link ........................................................................................................................................ 3

Setting Sharing Permissions on Documents......................................................... 3

INVITE PEOPLE TAB ................................................................................................................................... 4

PEOPLE WITH ACCESS TAB ........................................................................................................................ 5

ADVANCED PERMISSIONS TAB .................................................................................................................. 5

Setting Sharing Permissions for Google Sites ...................................................... 6

INVITE PEOPLE TO YOUR SITE ................................................................................................................... 7

ADVANCED PERMISSIONS ......................................................................................................................... 7

Setting Sharing Permissions for Google Docs

Important Note: The sharing permissions you set for your Google Documents will also apply to

them if you include them as attachments or insert them onto pages on your Google Sites.

Docs

icon on the Flashline Welcome page to

open Google Docs in a new browser

window.

After Creating and Saving or Uploading

documents into Google Docs, choose the

Owned by Me link on the left panel (if it’s

not already selected).

All the documents “owned by you” will now

appear in the Owned By Me window on the

right.

If you want to see all the items that you

own and those which others shared with

you, choose the ALL ITEMS link on the left

panel.

Note: Generally, you can only change

sharing permissions or share documents by

generating a link if you own it unless you’ve

been given permission to do so by other

who shared a document with you AND gave

you editing privileges.

The Easiest Way to Share

Google Documents

USE “GET THE LINK TO SHARE”

The easiest way to “share” documents is to:

1. Click on the Share button

2. Choose Get the link to share…

Then choose from the following:

Create a Link that Kent State

University users only can use to

view your document.

If you copy and paste the link generated

below (which is a web URL) into an email or

create a hyperlink on a web page, like a

page on a Google Site, then….

Anyone with a Kent State University

Flashline Account will be able to view the

document but they will have to sign-in to

do so.

You can also allow them to edit the

document if you want.

Be sure to click SAVE & CLOSE when

you’re done.

Create a Link that anyone in the

world can use to view your

document without signing in

The link created by choosing Get a Link for

Anyone > Allow anyone with the link to

view (no sign-in required) inserted onto a

web page on a Google Site will allow

“anyone in the world” to view the Google

Document regardless of the document’s

individual “Sharing Permissions”.

You can also just email the link to them in

an email.

Be sure to click SAVE & CLOSE when

you’re done.

To Copy the Link

Just click on the link, it will automatically

select the entire URL. Then right click on

the selected link and choose, Copy

Setting Sharing Permissions

on Documents

In the Google Documents window, after

“checking” one or more of the documents

that you want to change sharing

permissions on:

1. Click on the Share button

2. Choose Invite people.

3. A Share with others window will

open. See below.

Keep in mind that the sharing permissions are

set for each individual document or all the

documents that you have “checked”. If there

are other documents that you didn’t check or

you add new documents, you will have to set the

sharing permissions on them too. Otherwise

they may “default” to something you don’t

necessarily want.

INVITE PEOPLE TAB

Type in the email address or addresses,

separated by commas, of people you want

to invite to share your document with.

Select if you want the invited people to be

able To EDIT or to just TO VIEW the

document(s).

Add a Message to the email invitation if

you want. You may want to give them

information about signing in or creating a

Google Account if you required that in the

Sharing permissions that you set (see

below).

Click the Send button.

The invited people will receive an email

with a link to the document that you shared

with them.

After sending invitation(s) to share your documents, you should immediately

setup the Sharing Permissions for everyone that has access to your documents.

Next….

PEOPLE WITH ACCESS TAB

A list of all the people, including yourself and

Anyone at Kent State University will appear in

this window.

You can change the type of access you’re giving

each of them: CAN EDIT, CAN VIEW or NONE

Note that Anyone at Kent State University is in

the list of People with Access. Be sure to select

what you want them to be able to do with the

document or choose “None” if you don’t want

Anyone at Kent State University to have access

to your document(s) at all.

PEOPLE WITH ACCESS TAB (continued)

Choose whether or not you want people to

have to SIGN IN to view the document by

clicking on the hyperlinked text, Change.

The options are:

• Always require sign-in

• Let people view without signing in

• Let people edit without signing in

ADVANCED PERMISSIONS TAB

You can also:

• Allow editors (peope that you’ve given

permission TO EDIT) to invite others to

edit or view

• Allow invitations to be forwarded

Consider these options carefully. By default

neither is allowed.

Important Note: Always remember to click on the SAVE AND CLOSE button after you’ve made

changes. If you don’t, the Sharing Permissions you chose will not be saved.

Setting Sharing Permissions for Google Sites

Important Note: The sharing permissions you set for your Google Sites do not affect the Sharing

Permissions you have set on any Google Docs that you include on your sites. For example, even if you

set your Google Site’s sharing permissions so that Anyone in the World can view it without signing in or

creating a Google account, they still won’t be able to view a document on the Site if the Sharing

Permission on the Google Document is set to require them to sign-in or have a Google account.

The exception would be links to Google Documents on Google Sites created by using Google Doc’s Get

the Link to Share tool (See Setting Sharing Permissions for Google Docs above)

You can set up most of the Sharing Privileges

when you create a new site but you can also

change them at any time.

You may want to start by not sharing it with

anyone while you’re creating the site then allow

people to view the site after you finish it.

You might also want to share the site with

“collaborators” who you give permission to edit

the site and or add comments during the

construction process.

To change Sharing Permissions:

1. Click on the MORE ACTIONS tab at the

top right of the Google Site’s page

2. Choose SHARE THIS SITE

The window shown below will open.

Note that you can REMOVE “People with Access” at any time.

INVITE PEOPLE TO YOUR SITE

Type in the email address or addresses,

separated by commas, of people you want to

invite to view your Google Site. Select from

these options:

• AS OWNERS

This will allow them to do everything,

including inviting other, editing and creating

new pages, etc… everything you can do.

• AS COLLABORATORS

Allows them to only edit pages, create new

pages, add comments, etc. but not invite

others and other “site management” things.

• AS VIEWERS

They can only view the site.

Click the INVITE THESE PEOPLE button to send

email invitations to people you want to invite.

ADVANCED PERMISSIONS

• Anyone at Kent State University may:

[VIEW] or [EDIT] this site.

Select the option you want.

• Anyone in the world may view this site

(make it public)

If you choose this option, you make the site

“public” and, as it states, anyone in the

world will be able to view your site without

the need to sign-in or create a Google

account to view the site.

Click on the RETURN TO SITE text hyperlink to

return to your Site’s Pages for editing.

Note: If you don’t check either one of the above Advanced Permissions options then only those

people you specifically “invite” to your site will be able to view, collaborate or share ownership

of your site. (see INVITE PEOPLE TO YOUR SITE above)