Google Drive Sharing Permissions: Editor, Commenter & Viewer

Have you ever sent a file through Google Drive and wondered if the person on the other end could accidentally change it, copy it, or worse—share it with someone else?
Do you sometimes struggle with choosing between giving someone editing rights, comment-only access, or just view-only visibility?
If you’ve asked yourself these questions, then it’s time to fully understand how google drive sharing permissions work, and how to take control over your shared files before they control you

As millions of users depend on Google Drive for professional and personal tasks, understanding its permissions is no longer optional. Whether you’re sharing contracts, presentations, or school reports, assigning the correct level of access is critical. It ensures your content stays secure while still allowing for smooth collaboration
Before diving deep, you might also find it helpful to explore this practical comparison of Google Drive vs Dropbox vs OneDrive, especially if you’re deciding between cloud platforms for file sharing.

How Google Drive Sharing Permissions Work

Google Drive offers three primary levels of access: Editor, Commenter, and Viewer
Each plays a distinct role in collaboration, and choosing the wrong one can expose your content to unnecessary risks

Editor: Full Access Rights

This role is for people you trust entirely. Editors can:

• Modify text, layout, and file contents

• Add or remove collaborators

• Rename or even delete the file

• Share the file further with others

You should assign Editor access only when someone must actively contribute to the file

Commenter: Feedback Without Disruption

Commenters can read your content and provide feedback using comments or suggestions. They cannot:

• Change the document directly

• Invite others

• Re-share the file independently

This makes it perfect for clients, supervisors, or reviewers

Viewer: Just Read, Nothing Else

Viewers can open and read the document but cannot make any changes or suggestions. If you configure the settings properly, they can be restricted from downloading or copying the file too. We’ll explore this later under how to prevent downloading and copying

Step-by-Step Guide to Assign Permissions in Google Drive

1. Open Your Google Drive

Choose the file or folder you want to share

2. Click “Share”

Either right-click and select Share, or click the Share icon within the file itself

3. Enter Recipient Email

You can also generate a shareable link for broader access

4. Choose the Role: Editor, Commenter, or Viewer

You’ll find this option next to each recipient’s email

5. Click “Send”

Your document is now shared with the specified permissions

Comparison of Roles and Access Rights

Use Editor For:

• Internal team collaborations

• Joint research and document creation

• Real-time working sessions on slides, reports, or budgets

Use Commenter For:

• Legal or compliance feedback

• Creative feedback from clients

• Academic peer reviews

Use Viewer For:

• Client previews

• Public read-only documentation

• Training guides or instruction manuals

How to Share Files Securely on Google Drive

Proper sharing begins with setting boundaries. If you’re wondering how to share files securely, consider these key practices:

Avoid “Anyone with the link” if not necessary

Always limit access to specific people unless the document is truly public

Turn Off Options That Allow Copying or Downloading

To prevent downloading and copying, go to the advanced sharing settings. There, uncheck the box labeled “Viewers and commenters can see the option to download, print, and copy”

Audit Access Regularly

Keep track of who can access what. Periodically remove outdated access or unused share links. If you’re encountering space issues, here’s a complete guide on fixing the Google Drive ‘storage full’ error

Set Expiration Dates on Shared Links

One of the best ways to limit long-term exposure is to set expiration date on shared links

This feature is available for Google Workspace users:

1. Share the document with an individual

2. Click the gear icon next to their name

3. Select “Add expiration”

4. Choose the desired end date

This is especially useful for temporary projects or contract-based access

How Organizations Handle Permissions

Large organizations often set permissions through Google Workspace Admin controls. Admins can:

• Restrict file sharing to internal members only.

• Prevent external users from editing.

• Force expiration settings for external recipients.

Real-World Case Study: A Small Business Implementation

A design agency based in London recently transitioned their workflow fully onto Google Drive. Initially, all designers had Editor access, which led to versioning conflicts and loss of original layouts

After analyzing their collaboration model, the agency adopted a more layered structure:

• Designers: Editor access

• Clients: Commenter access

• External contractors: Viewer access with no download permissions

This streamlined operations and protected intellectual property. They also evaluated the shift towards using decentralized tools—see this privacy-focused guide to de-Google your life for context

Enable Alerts and Notifications for File Access

Although Google Drive doesn’t natively notify users when someone opens a shared file, there are effective workarounds to set up access alerts:

• Google Workspace Admins can use audit logs to monitor file activity

• Use Google Apps Script to trigger email notifications when a document is accessed or edited

• Integrate third-party tools like DocSend or Email Tracker for Gmail to monitor clicks on shared links

These options are especially useful for legal, HR, or sales teams managing sensitive documents

Managing Permissions in Shared Drives (Team Drives)

Google’s Shared Drives (formerly Team Drives) are collaborative spaces with unique permission rules:

• Files belong to the team, not individual users

• Only Managers can remove or move content outside the Shared Drive

• Permissions can be applied at folder-level within the same Shared Drive

Shared Drives are ideal for organizations needing centralized content ownership with stable access control, even when employees leave the company

Best Practices for Sharing Legal or Sensitive Files

When handling documents that contain confidential or legally sensitive information:

• Use Information Rights Management (IRM) settings to restrict copying and printing

• Enforce Two-Factor Authentication (2FA) for all collaborators before granting access

• Avoid storing passwords or financial information directly in Drive documents

Legal departments should also consult company data retention policies before sharing any internal files externally

Comparison: Google Drive vs Alternative File Sharing Tools

Here’s a fresh perspective comparing Google Drive with other platforms:

This comparison helps users decide if Google Drive is the best tool based on their workflow priorities.

Integrating Google Drive with Third-Party Collaboration Tools

As team environments become increasingly complex, integrating Google Drive with external collaboration tools has become a best practice—especially for organizations using multiple platforms for task management and communication

When using tools like Slack, Trello, or Asana, Google Drive allows seamless attachment of documents with the appropriate permission level already embedded. For example:

• In Slack, files shared from Drive can auto-check if the recipient has Viewer or Commenter access and prompt you to adjust it instantly

• In Trello, you can link Google Docs directly to cards, ensuring that only those with proper access—like Editor or Viewer—can interact with them

• Zapier and other automation platforms allow you to auto-assign google drive sharing permissions when a file is uploaded to a specific folder or shared with a particular email domain

This integration reduces human error and supports organizations that need to share files securely across multiple tools and teams

By extending control across systems, users can uphold their file integrity and maintain secure workflows—whether you’re coordinating with internal staff or managing external vendors.

Frequently Asked Questions (FAQ)

1. How can I check if someone has access to edit or just view a file?

Open the Share settings for the file and review each user’s permission label

2.Can I prevent someone from downloading or copying my shared file?

Yes, disable downloading and copying in the advanced settings under Share

3.What happens if I remove a user from the shared file?

They will lose access immediately, and the file will disappear from their Drive

4.Is it possible to track who viewed my Google Drive document?

Only if you’re using Google Workspace with activity tracking enabled

5.Can I limit someone’s access to just a few days?

Yes, by setting an expiration date when sharing the file

Conclusion

Google Drive is one of the most versatile cloud tools today—but without proper permissions, it can expose your data to unnecessary risks
By understanding and using google drive sharing permissions correctly, you’ll ensure every file you share aligns with its intended use—securely, efficiently, and professionally
Whether you’re sharing a quarterly report or a client proposal, choose your access levels wisely.