Quick answer
Select the file or folder, click Share, type the person's email under People, choose Viewer, Commenter or Editor, then Send. Leave General access on Restricted so only the people you added can open it — only switch to "Anyone with the link" when the content is genuinely safe to be public.
HOW TO SHARE WITH SPECIFIC PEOPLE
The safe default: named people only.
- Open the Share panelRight-click the file or folder in Google Drive and choose Share, or open the document and click the Share button in the top-right corner.
- Add the people who need itUnder Add people, groups and calendar events, start typing a name or email address. You can add colleagues one at a time or a whole distribution group in one go.
- Pick their roleUse the dropdown next to each name to set Viewer, Commenter or Editor (explained below). Give people the least access they need to do the job.
- Choose whether to notify themTick Notify people to send an email with a short message and a link, or untick it if you'll share the link yourself. Then click Send (or Share).
Viewer, Commenter or Editor — what each one means
- Viewer — can open and read the file, and download or print it, but can't change anything. Best for final documents and anyone external.
- Commenter — can read and leave comments or suggestions, but can't edit the content itself. Handy for reviews and sign-off.
- Editor — can change the content, add or remove people, and (unless you restrict it) reshare the file. Reserve this for people actively working on it.
RESTRICTED VS ANYONE WITH THE LINK
The setting that catches people out.
In the sharing box, General access controls the wider audience. Restricted (the safe default) means only the specific people you added can open the file. Anyone with the link means anybody who has that link can open it — no sign-in, no name check. If that link is forwarded, pasted into a chat or leaked, strangers can read your file. Use "Anyone with the link" only for content that's genuinely fine to be public, and even then set it to Viewer rather than Editor.
HOW TO ADD AN EXPIRY, STOP SHARING & TRANSFER OWNERSHIP
Managing access after you've shared.
- Add an expiry date (Workspace)Open Share again, click the role dropdown next to a person and choose Add expiration, then pick a date. Their access is removed automatically when it passes — perfect for contractors, auditors or a one-off external party.
- Stop sharing with someoneIn the Share panel, open the dropdown next to their name and choose Remove access, then Save. They can no longer open the file (unless it's still on "Anyone with the link").
- Turn off link sharingSet General access back to Restricted. Any old links stop working, so leaked or forwarded links are dead.
- Transfer ownershipOnly the current owner can do this. Make the person an Editor first, then open their role dropdown and choose Transfer ownership. They accept, and the file moves to their Drive — useful when someone leaves or changes role.
The over-sharing trap. The quickest habit — "Anyone with the link, Editor" — is also the riskiest. It scatters editable copies of your data across inboxes and chats where you can never take them back. For client files, HR records, contracts and finance data, keep sharing to named people, use Viewer or Commenter, and add an expiry for anyone outside the business.
