Creating a Google Doc and sharing it takes about two minutes

Go to Google Docs (docs.google.com) and sign in with your Google account. Click the blue "Create" button or the plus icon, then select "Document". A blank document opens. Type a name for it at the top where it says "Untitled document" — this is what you and others will see in your file list. Once you have named it, you can start typing or sharing it when ready. You do not have to finish writing first.

To share the document, click the blue "Share" button in the top right corner. A box appears asking who you want to share with. Type the email address of the person you want to access it, or paste multiple addresses separated by commas. Choose what permission level they get: "Viewer" (they can read but not change anything), "Commenter" (they can suggest changes and leave notes), or "Editor" (they can change the document directly). Click "Share" and Google sends them an email with a link.

Key Takeaways

  • Create a new Google Doc by going to docs.google.com, signing in, and clicking the create button.
  • Share a document by clicking the blue Share button and typing in the email addresses of people who should see it.
  • Choose whether people can only view the document, suggest changes, or edit it directly.
  • Anyone with the link can access the document if you change the sharing setting to "Anyone with the link" — useful for sharing with groups or people whose email you do not have.
  • You can stop sharing at any time by clicking Share again and removing a person's access or changing the link setting.

The three permission levels and what they mean

Viewer means the person can read the document and read it, but cannot type in it or leave comments. Use this when you want someone to see something but not change it — like sharing a finished report or a template you do not want edited.

Commenter means the person can highlight text and leave notes or suggestions, but cannot directly change the words in the document. The document owner (you) can then accept or reject each suggestion. This is useful when you want feedback without someone accidentally deleting something important, or when multiple people are reviewing the same document.

Editor means the person can type, delete, format, and change anything in the document just like you can. They can also change who else has access to it. Use this when you are working on something together and both people need full control. Be careful with this level — if someone makes a mistake, they can change or delete large sections.

Sharing with a link instead of typing email addresses

If you want to share with many people or do not have their email addresses, use the link method. Click Share, then look for the "Copy link" button or the section that says "General access". Click the dropdown that says "Restricted" and change it to "Anyone with the link". Now anyone you send the link to can open the document without needing an invitation email.

This is faster for sharing with a group, a class, or people on social media. The trade-off is that you cannot control who sees it once the link is out — if someone shares the link with others, those people can access it too. You can change this back to "Restricted" at any time, which removes access for anyone who does not have a specific invitation from you.

What happens when someone opens a shared document

When a person clicks the link or opens the email invitation, they see the document when ready. If they have a Google account, their name appears in the top right corner so you know who is looking at it. If they do not have a Google account, Google asks them to sign in or create one — they cannot view the document without doing this.

If you gave them Editor access, you can see their cursor moving and their changes appearing in real time. Google also keeps a version history, so you can see who changed what and when, and you can go back to an earlier version if needed. This is useful if someone deletes something by mistake or you want to see what the document looked like before edits.

Stopping someone from accessing a document

Click the Share button again and find the person's name in the list. Click the trash icon next to their name, and their access stops when ready. They will no longer be able to open the document. If you shared with a link and want to stop all access, change the "Anyone with the link" setting back to "Restricted".

If you change your mind and want to give someone access again, you have to send them a new invitation — removing someone does not automatically re-invite them later. Google does not notify the person that you removed them, so if you want them to know, you have to tell them separately.

Where Google Docs saves your work

Google Docs saves automatically as you type — you do not have to click a save button. Every change is saved to Google Drive, which is Google's cloud storage. This means the document exists on Google's servers, not just on your computer. You can open it from any device (phone, tablet, computer) as long as you sign in with the same Google account.

If you lose internet connection, you can still type in Google Docs — it saves your work when you reconnect. You can also read the document as a Word file (.docx), PDF, or other formats by clicking File and then read. This gives you a copy on your computer that you can use in Microsoft Word or other programs.

Frequently Asked Questions

Can I share a Google Doc with someone who does not have a Google account?

Yes, but they will need to create one to open it. When they click the link, Google asks them to sign in or create an account. They can use any email address, including non-Gmail addresses. Once they have an account, they can access the document.

What if I want to share a document but do not want people to read it?

Click Share, then look for the settings icon (three dots). Turn off "Viewers can read, print, and copy". Now people can read and comment on the document but cannot save a copy to their computer or print it. Editors can still read it regardless of this setting.

Can I see who has viewed my Google Doc?

You can see who currently has access and who has opened it recently in the Share panel, but Google Docs does not show a detailed view history like some other tools do. You can see version history to know when changes were made, but not exactly when someone opened it without making changes.

What happens to a shared document if I delete it?

When you delete a Google Doc, it goes to your trash folder for 30 days. During that time, people with access can still open it. After 30 days, Google permanently deletes it and no one can access it anymore. If you want to stop sharing before deleting, remove everyone's access first.

Can I share a Google Doc with a group email address?

Yes. Type the group email address in the Share box just like you would a person's email. Everyone in that group will get access. However, you cannot see individual names — you only see the group address in your sharing list.