NYU Drive: Sharing and permissions for files, folders, and documents


This page describes how to set sharing and permissions for your file or document. As a general rule, it is a good idea to share files in NYU Drive only as broadly as necessary. It is a wise practice to occasionally review and verify how all of your documents are shared; see NYU Drive: Finding and securing shared files for instructions.

Options for sharing documents, files, and folders

Option Access
Public on the web Anyone on the Internet can find and access. No sign in required.
Anyone with the link Anyone who has the link can access. No sign in required.
New York University People at NYU can find and access.
People at NYU with the link People at NYU who have the link can access.
Private Only people explicitly granted permission can access. Sign in required.

 

 

Making changes to who can see your document

  1. From the NYU Drive web interface (drive.nyu.edu), open the document you would like to share.
  2. In the upper right corner of the screen, click Share. The Sharing Settings window will open.
  3. Click 'Advanced'.
  4. The first item under "Who has access" will show what viewing option is enabled ('Private' is enabled by default). If needed, Click Change... to select one of the options outlined above. If you choose an option other than Private, you have the option to Allow anyone to edit (no sign in required).
  5. Click Save to confirm your changes.
  6. Click Done to return to your document.

Sharing your document with specific people

  1. From the NYU Drive web interface (drive.nyu.edu), open the document you would like to share.
  2. In the upper right corner of the screen, click Share.
  3. Begin typing the NYU Email address of the person or NYU Group that you would like to add. When the contact appears, select it. If the name or email address you type does not appear, type the full email address followed by a comma. Repeat as necessary for additional people.
  4. Next to the "People" field, a drop-down list allows you to set the editing permissions. Select the desired permissions.
  5. You can choose whether to Notify people by email and you can select Add a note to include a note with the invitation to your document. By default, people who can edit documents can also invite people to your document and set their editing permissions. To change this, click Change next to the message at the bottom of the window.
  6. When finished, click Done.

Note: You can remove individuals or make changes to their permissions at any time by clicking the Share button in your document.

Once the document has been shared, those with permission can edit the document in real time. All collaborators will be able to see the changes that are made to the document. For more information on realtime collaboration, see this article on the Google Support Site.