How To Share Files and Folders Using Google Drive?

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Google Drive has emerged as the go-to platform for seamless file hosting, from sharing documents to collaborating on projects. You can effortlessly upload various file types, from multimedia like photos, audio, and videos to essential documents. The real power, however, lies in sharing Google Drive folders, streamlining teamwork, and simplifying the exchange of files. Whether you’re working with friends, colleagues, or classmates, this guide will walk you through the steps to efficiently organize and share your files, ensuring a smooth collaborative experience.

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Sharing files and folders using Google Drive is a convenient and efficient way to collaborate with teammates across different geographical locations. Google Drive offers features such as easy accessibility, file security, and accessibility control, making it easy to share files and folders of any size with other Gmail users or users of different email service providers. Below, we have added two proven methods for sharing files and folders using Google Drive.

How To Share Files and Folders Using Google Drive?

Method 1: Using Google Drive Sync Folder on Desktop

Once you have installed and started using the Google Backup and Sync application, a Google Drive sync folder will be automatically created on your PC desktop. Follow these steps to share files and folders:

Step 1: Open the Google sync folder, locate the file you want to share, right-click on it, and hover over "Google Drive."

Step 2: You will see three options to choose from:

i) Share: Clicking on this option will open a dialogue box where you can enter the email addresses of the people you want to share the file with. You can also specify their level of access as "Can Edit," "Can Comment," or "Can View." Advanced options include:

  1. Link to share with people: Generate a shareable link with various access levels (public, anyone with the link, specific people) and access rights (view, edit, comment).

ii) View on the web: This option opens the file directly in Google Drive, allowing you to share it using the web interface.

iii) Copy link to clipboard: Selecting this option copies the file's link to your clipboard, which you can then share with others. Keep in mind that anyone with the link can access the file.


By following these steps, you can easily share files and folders using the Google Drive sync folder, enabling local access and sharing from any device.

Also Read: A Complete Guide To Use Google Drive

Method 2: Using Google Web Interface

Many Google Drive users prefer to work within the web interface for tasks like Google Docs, Sheets, or Slides. You can also share files and folders directly through this interface:

Option 1: Under "My Drive," select the file you want to share, right-click on it, and choose the "Share" option.

Option 2: When you have a file open, click on the three vertical dots in the top right corner, and you will find the "Share" option in the menu.


The sharing process remains the same as explained under the Google Drive sync folder method.

Also Read: Google Drive Sync Settings

Google Drive Shared with Me

On the left-hand side of the Google web interface, you will find the "Shared with Me" option. This feature allows you to view a list of files and folders shared with you, helping you manage shared items for a better Google Drive experience.

Seven Secure Sharing Hacks for Google Drive

Enhance the security of your shared Google Drive files and folders with these seven tips:

  1. Turn Off Automatic Updates: Prevent automatic updates of shared Docs or Sheets by navigating to "File" > "Publish on the web" > "Published content & settings," and uncheck "Automatically republish when changes are made."
  1. Limit Editor Access: To restrict users from changing access and adding new people, go to "File" > "Share" > "Advanced" and check "Prevent editors from changing access and adding new people."
  1. Change Ownership: Transfer ownership of a file by going to "File" > "Share" > "Advanced," clicking the down arrow next to the person's name, selecting "Owner," and saving changes.
  1. Stop Sharing: To stop sharing a file, follow the path "File" > "Share" > "Advanced," click the down arrow next to the person's name, select "remove," and save changes.
  1. Control Download, Print, and Copy: Prevent users from downloading, printing, or copying the file by going to "File" > "Share" > "Advanced" and unchecking "Disable options to download, print, and copy for commenters and viewers."
  1. Set Expiration: Add an expiration date to a file by going to "File" > "Share" > "Advanced," hovering over the person's name, and clicking "Set expiration." Choose the desired number of days for access expiration.
  1. Consider Group Sharing: Google Drive files or folders can be shared with up to 200 people. If you need to share with more, create a Google group and share the file with the group, but note that only 100 people can comment simultaneously.

Also Read: How To Sync Multiple Google Drive Accounts To A Desktop

Disadvantages of Google Drive

While Google Drive offers many benefits, it has some limitations:

  1. No Password Protection: Google Drive does not offer the option to protect files and folders with passwords.
  1. File Duplication: Files may get duplicated across multiple devices when using Google Drive. You can use free online duplicate file remover tools to manage and delete duplicates.
  1. Limited Control: While you can see files and folders shared with you, you do not have the option to manage files and folders shared by others.


Google Drive is a powerful tool for sharing and collaborating on files and folders, offering various security and sharing options to suit your needs. Following these tips and best practices can enhance your Google Drive experience and make sharing files and folders a breeze.

About the Author: Molly Owen

Molly is the Lead Technical Specialist with distinguished knowledge and understanding of Mac computers and operating systems. Being a veteran photographer and video recovery specialist, Molly’s expertise in video formats and file repair has helped restore a lot of videos and cherished memories of users. As a technical specialist, she also believes in learning and…