The difference between a link and a copy
When you create a link to a document, you are giving someone the web address where that document lives — not sending them their own copy. The person who clicks the link sees the same document you see, in the same place. If you change it, they see the changes. If you delete it, the link stops working.
This matters for privacy because a link keeps the document in one place under your control, rather than spreading copies across email inboxes and cloud folders where you cannot track them. It also matters because the link itself can be set to let people view only, comment only, or edit — and those permissions stay the same no matter who clicks it or when.
The steps to create a link depend on which editor you use. Google Docs, Microsoft Word Online, and Apple Pages all have a "Share" button, but they work differently and give you different control over who can see what.
Key Takeaways
- A link to a document keeps the file in one place and lets you control who can view, comment, or edit it.
- Google Docs, Word Online, and Pages each have their own share button and permission settings — check your editor's menu before you share.
- You can set a link to "anyone with the link" or "specific people only" depending on whether you want to control exactly who sees it.
- Changing a link's permissions after you send it affects everyone who has that link, so decide on view-only, comment-only, or edit access before you share.
- Some editors let you turn off a link entirely, which stops the document from being accessible even if someone still has the old web address.
How to create a shareable link in Google Docs
Open the document. In the top right corner, click the blue "Share" button. A box will open asking you to choose who can access the link.
If you want anyone with the link to open it, click "Change" next to "Restricted" and select "Anyone with the link" from the dropdown. This means you do not have to type in individual email addresses — you can copy the link and send it however you want, and anyone who has it can open the document. If you want only specific people to see it, keep it set to "Restricted" and type their email addresses into the box instead.
Next, decide what they can do. Click the dropdown that says "Viewer," "Commenter," or "Editor." Viewer means they can read it but not change it. Commenter means they can suggest changes but you have to approve them. Editor means they can change the document directly, and you will see their changes in real time. Once you choose, click "Share" and Google will send them an email with the link, or you can copy the link yourself and paste it into a message.
How to create a shareable link in Microsoft Word Online
Open the document in Word Online (not the desktop version — the web version at Office.com). Click "Share" in the top right. A panel will open on the right side of the screen.
Click "Copy link" to get the web address. Before you do, make sure the permission setting above it is what you want. You will see options like "Anyone with this link can view" or "Specific people can view." If it says "Specific people," you have to type in email addresses. If it says "Anyone," anyone with the link can open it. You can also change "view" to "edit" if you want people to be able to change the document.
Once the link is copied, paste it into an email, message, or anywhere else you want to share it. If you change your mind about who should see it, go back to the Share panel and click "Manage access" to change the permissions — but this affects everyone who has the link.
How to create a shareable link in Apple Pages
Open the document in Pages (on iCloud.com or on your Mac). Click the "Share" button in the top right — it looks like a box with an arrow coming out of it. A menu will drop down.
Click "Share Document" or "Copy Link," depending on which version you have. If you click "Share Document," you can type in email addresses and choose whether people can view or edit. If you click "Copy Link," you get a web address that you can send however you want. Before you copy the link, check the permission setting — it usually says something like "Anyone with the link can view" or "Only invited people can view." Click that text to change it if you need to.
Once you have the link, paste it into a message or email. If you want to stop sharing, go back to the Share menu and click "Share Options," then turn off the link entirely. This makes the old link stop working, even if someone still has it.
What "Anyone with the link" really means for privacy
When you set a link to "Anyone with the link," you are not posting it publicly on the internet. You are saying that anyone who has that specific web address can open it. The document does not show up in search results. Someone cannot find it by guessing — they need the actual link.
But "anyone with the link" does mean anyone who has it, including people you did not intend to share with. If you send the link to one person and they forward it to someone else, that second person can open it. If someone takes a screenshot of the link and posts it online, anyone who sees that screenshot can use it. This is why "Specific people only" or "Restricted" is safer if the document contains sensitive information — it means only the people you named can open it, even if someone else gets the link.
Changing permissions after you have shared the link
You can change what people can do with a link at any time. If you shared a document as "View only" and later change it to "Edit," everyone who has that link can now edit it. If you change it back to "View only," they lose edit access. The change happens when ready for everyone.
This is useful if you realize you made a mistake — for example, if you meant to share a document as view-only but accidentally set it to edit. But it also means you cannot give different permissions to different people using the same link. If you need one person to view only and another person to edit, you have to create separate links or use the "Specific people" option and type in individual email addresses with different permissions for each.
Turning off a link so the document is no longer accessible
If you want to stop sharing a document entirely, you can disable the link. In Google Docs, click Share, then click "Change" next to "Anyone with the link" and select "Restricted." In Word Online, click Share, then "Manage access," and turn off the link. In Pages, click Share, then "Share Options," and turn off "Share Document."
Once you do this, the old link stops working. Anyone who tries to click it will get an error message saying they do not have access. This is different from deleting the document — the document still exists and you can still open it yourself. You are just making it so nobody else can reach it through that link anymore.
Frequently Asked Questions
Can I see who opened my document link?
Google Docs shows you a list of people who have opened the document if you set it to "Specific people only." If you set it to "Anyone with the link," Google does not track who clicked it. Word Online and Pages do not show you a list of who opened the document in either case.
What happens if I delete the document after I have shared the link?
The link stops working. Anyone who tries to click it will see an error message. The document is gone from your storage, so nobody can access it anymore, even if they have the old link saved.
Can someone read or print my document if I share a view-only link?
Yes. If you set someone as a viewer, they can usually still read the document or print it, depending on the editor. If you need to prevent that, check your editor's settings — some have an option to turn off downloading and printing, though not all do.
Is a shared link safer than emailing the document as an attachment?
A link keeps the document in one place, so you can change permissions or turn off access later. An email attachment spreads copies around, and you cannot control what happens to them after you send it. A link gives you more control, but only if you remember to manage the permissions.
What if I want to share a document but do not want people to know who else has access to it?
Create separate links with the "Anyone with the link" setting instead of using "Specific people only." That way, each person gets a link but cannot see the list of other people you shared it with. However, if someone forwards their link to another person, that second person can still open it.