Google recently launched visitor sharing to allow secure collaboration with anyone with an email address. The new organisation, which relies on e-mail to receive a Google validation code, allows people to interact on Google Docs, Sheets, Slides, Sites, Google Drive folders, images, and PDFs, also as Discussion, Excel, and PowerPoint files stored on Google Drive.

Visitor sharing means at that place'south no need for collaborators to sign upwards for a Google business relationship. Historically, you had 2 options when yous wanted to collaborate with others in Google Docs. The virtually secure style required that each collaborator sign in with an e-mail address associated with a Google account. A less secure method required that you adjust the access settings to permit Anyone With The Link to access a file or binder. Both of these methods served as a barrier to collaboration–especially between people who used different office suites, such equally Microsoft 365 (formerly Part 365) and Google Workspace (formerly G Suite).

Here'due south how Google visitor sharing works for document owners/editors and recipients, besides as how a Workspace admin may choose to permit or preclude such sharing.

See: Google Sheets: Tips and tricks (TechRepublic download)

How to share to an email address

If yous are an item or folder owner or editor, you may choose to give admission to the item to collaborators who have an e-mail address.

  1. In Google Docs, Sheets, or Slides, select Share. Alternatively, from drive.google.com, with an item selected, cull the icon of a person with a + next to information technology, in the upper-right corner area.
  2. If desired, adjust the intended level of access (eastward.1000., Editor, Commenter, Viewer).
  3. Enter the email address for your collaborator. The arrangement will send the person an email to notify them of offered access (Figure A).

Figure A

Google Workspace apps now lets you share and interact securely with anyone who has an e-mail address, without the need for a Google account.

How to gain admission to a shared particular

If the person's email address is associated with a Google account, the recipient will be prompted to sign in after they click on the share link in their email. They'll need to walk through the standard Google business relationship sign-in process to proceeds access. Otherwise, the recipient will get an e-mail and then need to follow these steps (Effigy B).

Figure B

A recipient who uses e-mail that is not associated with any Google account will need to click on the link to begin verification.

1. If no Google account is associated with the person's electronic mail accost, the arrangement volition brandish an additional screen with a Verify Your Email screen.
2. The recipient should select Ship (Figure C).

Effigy C

People who practice not have a Google account linked to their electronic mail accost will be prompted to select Send to receive verification code.

3. Adjacent, the recipient should render to their e-mail inbox and expect for a verification code email (Figure D). Copy the verification code provided.

Figure D

The system will send a verification lawmaking to the previously accessed email address.

four. The recipient must enter the code in the verification screen, then select Adjacent (Figure E).

Figure East

Enter the verification code received in email, then select Next. The system volition then provide access to the shared item.

five. After verification, they may access the shared folder or file.

Note: The recipient may need to repeat the verification procedure periodically (typically every week or so) to maintain authenticated access.

Workspace admin console controls

A Google Workspace administrator may manage sharing settings for the entire organization. To exercise this, an ambassador signs in at https://admin.google.com, so navigates to Apps | 1000 Suite | Drive And Docs | Sharing Settings | Sharing options.

In most cases, an administrator volition want to brand sure to allow people to send sharing invitations outside of the organization's domain. This makes it possible for people in the organization to interact with people outside of the system. For this setting, cull On (within Sharing Options), and select the checkbox next to Allow Users In [Your Domain] To Transport Sharing Invitations To People Outside [Your Domain] Who Are Not Using A Google Account (Figure F).

Figure F

In near cases, Google Workspace administrators will desire to allow files to be shared outside of your organization, including with people who do not use a Google account (as shown).

Alternatively, an administrator could choose to restrict sharing to specific organizations. This might exist selected for organizations in sensitive sectors, such every bit healthcare. For example, an administrator at a physician'due south exercise that uses Google Workspace might let sharing of information with people at a local hospital.

For this setting, choose Whitelisted Domains, which you might otherwise call up of as "allowed domains," and select the checkbox next to Let Users In [Your Domain] To Send Sharing Invitations To People Outside Of [Your Domain] Who Are Not Using A Google Business relationship. With this option selected, the administrator will need to save the settings, and and then specify the allowed domains (Figure Grand).

Figure G

Organizations with specific security concerns, such as regulatory compliance (e.g., healthcare organizations, schools, etc.), may prefer to limit sharing to email addresses from allowed domains.

How does company sharing support your work?

If yous use Google Workspace, how has the addition of visitor sharing simplified collaboration with people exterior your organization? If yous're an administrator, have you enabled external sharing as a event of the availability of this feature? Allow me know what your experience with visitor sharing has been, either on Twitter (@awolber) or in the comments below.


Analogy: Andy Wolber/TechRepublic