Sharing a document, and taking it back
Let somebody see a document, decide whether they can change it, and take that away again afterwards.
There are two quite different things called sharing, and most confusion between two people looking at "the same" document comes from not knowing which one happened.
Neither is better. An attachment is right for something finished — and if it is finished, send a PDF. A link is right for something still being worked on, or something too large to email.
This is not a reason to avoid sharing. It is a reason to think for two seconds about what is in a document before you send a link to it — and to remember that removing access later is quick, ordinary, and requires no explanation to anybody.
Key points
- Tell the difference between sending a copy and sending a link.
- Share something so that it can be read but not altered.
- Take access away from a person, and switch off a general link.
What to remember
- The permission is the whole decision. Look at it before you press Send, every time.
- Name people for anything personal. Use a general link for things you would not mind a stranger reading.
- Removing somebody takes two presses and tells them nothing beyond the link no longer working.
Try this
If you use an online drive, open anything you have shared and press Share to see who is on the list. People are usually surprised by at least one name on it, and removing them takes two presses.
Practice: Sharing a document, and taking it back. Your first lesson is free, with no account or card; the rest are part of a Lantern plan. Interactive lessons require JavaScript.