Setting Sharing Permissions For Google Docs And Google Sites

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Setting Sharing Permissions forGoogle Docs and Google SitesCreated by the Student Multimedia Studio specifically for Students, Faculty and Staff at Kent State UniversityContentsSetting Sharing Permissions for Google Docs . 1Login to Flashline and Google Docs . 1The Easiest Way to Share Google Documents . 2USE “GET THE LINK TO SHARE” . 2Create a Link that Kent State University users only can use to view your document. . 2Create a Link that anyone in the world can use to view your document without signing in . 2To Copy the Link . 3Setting Sharing Permissions on Documents. 3INVITE PEOPLE TAB . 4PEOPLE WITH ACCESS TAB . 5ADVANCED PERMISSIONS TAB. 5Setting Sharing Permissions for Google Sites . 6INVITE PEOPLE TO YOUR SITE . 7ADVANCED PERMISSIONS . 7

Setting Sharing Permissions for Google DocsImportant Note: The sharing permissions you set for your Google Documents will also apply tothem if you include them as attachments or insert them onto pages on your Google Sites.Login to Flashline and GoogleDocsLogin to Flashline then click on the Docsicon on the Flashline Welcome page toopen Google Docs in a new browserwindow.After Creating and Saving or Uploadingdocuments into Google Docs, choose theOwned by Me link on the left panel (if it’snot already selected).All the documents “owned by you” will nowappear in the Owned By Me window on theright.If you want to see all the items that youown and those which others shared withyou, choose the ALL ITEMS link on the leftpanel.Note: Generally, you can only changesharing permissions or share documents bygenerating a link if you own it unless you’vebeen given permission to do so by otherwho shared a document with you AND gaveyou editing privileges.1

The Easiest Way to ShareGoogle DocumentsUSE “GET THE LINK TO SHARE”The easiest way to “share” documents is to:1. Click on the Share button2. Choose Get the link to share Then choose from the following:Create a Link that Kent StateUniversity users only can use toview your document.If you copy and paste the link generatedbelow (which is a web URL) into an email orcreate a hyperlink on a web page, like apage on a Google Site, then .Anyone with a Kent State UniversityFlashline Account will be able to view thedocument but they will have to sign-in todo so.You can also allow them to edit thedocument if you want.Be sure to click SAVE & CLOSE whenyou’re done.Create a Link that anyone in theworld can use to view yourdocument without signing inThe link created by choosing Get a Link forAnyone Allow anyone with the link toview (no sign-in required) inserted onto aweb page on a Google Site will allow“anyone in the world” to view the GoogleDocument regardless of the document’sindividual “Sharing Permissions”.You can also just email the link to them inan email.Be sure to click SAVE & CLOSE whenyou’re done.2

To Copy the LinkJust click on the link, it will automaticallyselect the entire URL. Then right click onthe selected link and choose, CopySetting Sharing Permissionson DocumentsIn the Google Documents window, after“checking” one or more of the documentsthat you want to change sharingpermissions on:1. Click on the Share button2. Choose Invite people.3. A Share with others window willopen. See below.Keep in mind that the sharing permissions areset for each individual document or all thedocuments that you have “checked”. If thereare other documents that you didn’t check oryou add new documents, you will have to set thesharing permissions on them too. Otherwisethey may “default” to something you don’tnecessarily want.3

INVITE PEOPLE TABType in the email address or addresses,separated by commas, of people you wantto invite to share your document with.Select if you want the invited people to beable To EDIT or to just TO VIEW thedocument(s).Add a Message to the email invitation ifyou want. You may want to give theminformation about signing in or creating aGoogle Account if you required that in theSharing permissions that you set (seebelow).Click the Send button.The invited people will receive an emailwith a link to the document that you sharedwith them.After sending invitation(s) to share your documents, you should immediatelysetup the Sharing Permissions for everyone that has access to your documents.Next .4

PEOPLE WITH ACCESS TABA list of all the people, including yourself andAnyone at Kent State University will appear inthis window.You can change the type of access you’re givingeach of them: CAN EDIT, CAN VIEW or NONENote that Anyone at Kent State University is inthe list of People with Access. Be sure to selectwhat you want them to be able to do with thedocument or choose “None” if you don’t wantAnyone at Kent State University to have accessto your document(s) at all.PEOPLE WITH ACCESS TAB (continued)Choose whether or not you want people tohave to SIGN IN to view the document byclicking on the hyperlinked text, Change.The options are: Always require sign-in Let people view without signing in Let people edit without signing inADVANCED PERMISSIONS TABYou can also: Allow editors (peope that you’ve givenpermission TO EDIT) to invite others toedit or view Allow invitations to be forwardedConsider these options carefully. By defaultneither is allowed.Important Note: Always remember to click on the SAVE AND CLOSE button after you’ve madechanges. If you don’t, the Sharing Permissions you chose will not be saved.5

Setting Sharing Permissions for Google SitesImportant Note: The sharing permissions you set for your Google Sites do not affect the SharingPermissions you have set on any Google Docs that you include on your sites. For example, even if youset your Google Site’s sharing permissions so that Anyone in the World can view it without signing in orcreating a Google account, they still won’t be able to view a document on the Site if the SharingPermission 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 Getthe Link to Share tool (See Setting Sharing Permissions for Google Docs above)You can set up most of the Sharing Privilegeswhen you create a new site but you can alsochange them at any time.You may want to start by not sharing it withanyone while you’re creating the site then allowpeople to view the site after you finish it.You might also want to share the site with“collaborators” who you give permission to editthe site and or add comments during theconstruction process.To change Sharing Permissions:1. Click on the MORE ACTIONS tab at thetop right of the Google Site’s page2. Choose SHARE THIS SITEThe window shown below will open.Note that you can REMOVE “People with Access” at any time.6

INVITE PEOPLE TO YOUR SITEType in the email address or addresses,separated by commas, of people you want toinvite to view your Google Site. Select fromthese options: AS OWNERSThis will allow them to do everything,including inviting other, editing and creatingnew pages, etc everything you can do. AS COLLABORATORSAllows them to only edit pages, create newpages, add comments, etc. but not inviteothers and other “site management” things. AS VIEWERSThey can only view the site.Click the INVITE THESE PEOPLE button to sendemail 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 theworld will be able to view your site withoutthe need to sign-in or create a Googleaccount to view the site.Click on the RETURN TO SITE text hyperlink toreturn to your Site’s Pages for editing.Note: If you don’t check either one of the above Advanced Permissions options then only thosepeople you specifically “invite” to your site will be able to view, collaborate or share ownershipof your site. (see INVITE PEOPLE TO YOUR SITE above)7

6 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 t

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