Share a document with your team

Internal sharing widens a document’s reach to a specific colleague or role, and comments let your team discuss it in place.

Before you start

• Open the document you want to share. Internal sharing grants access additively on top of the document’s scope; it never crosses organisation boundaries.
• Decide whether you are sharing with a single person or with a role.
• Decide the level of access each recipient needs: view, comment, edit or manage.

Steps

Share the document

1. Open the document and choose Share.
2. Pick exactly one recipient — either a User or a Role. One of the two is required, and you may not set both.
3. Set the Share level (required): view, comment, edit or manage.
4. Save the share.

[screenshot: Share dialog with a people-picker and a share-level selector]

Re-sharing an existing grantee changes their level rather than creating a duplicate. Revoke a share later when the access is no longer needed. Every grant, level change and revocation is audited.

Add a comment

1. Open the document and go to its comments. Anyone who can view the document can read comments; posting requires at least comment-level access.
2. Enter the Body (required, up to 4,000 characters).
3. To reply to an existing comment, post against its Parent comment so the thread stays connected.
4. Save the comment.

[screenshot: Comment thread with a reply being composed]

Authors can edit or delete their own comments, and anyone with manage-level access can remove a comment.

Result

The document is visible to the person or role you shared it with at exactly the level you set, and your team can discuss it through threaded comments — all recorded on the audit trail.

Related

• Documents reference
• Upload and manage a document
• Share externally with an exchange link