Sharing Google Files & Folders

Follow the instructions below to explicitly share each Google file/folder with each collaborator or group of collaborators - whether internal or external.

1. In your Google file/folder, click the Share button (or select File > Share)
   
2. In the "Add People and Groups" field:
   
   • For KIPP NJ/KIPP Miami staff: Enter the email address or name of each staff member.
     • For KIPP NJ staff remember to use @apps.teamschools.org instead of @kippnj.org
     • For KIPP Miami staff use @kippmiami.org
   • To share with KIPP NJ/KIPP Miami groups: Enter the group name in the same "Add People and Groups" section where you enter email addresses.
     • All groups starts with "group-staff-". See Google Groups for sharing with staff.
   • For external parties: Enter the email address of each external person who you would like to share with.
     • You DO NOT need to know the external person's Google account email address. You can send this to their regular email address.)
3. Once you've selected the people or groups you wish to share with, change their access level in the dropdown to the right.
   • For Google Docs:
     • Editor: User will have full control of the document and can make all the changes the owner can.
     • Commenter: User can add comments to the document to add suggestions or feedback, but cannot edit the document's contents
     • Viewer: User can only view the document. They cannot make changes or add comments
       
   • For Google Folders:
     
     • Content Manager: User can add, edit, delete, or share content within this folder or the folder entire.
     • Contributor: User can add or edit files to the folder, but cannot delete nor can they share content from the folder.
       Commenter: User can make comments or suggestions, but cannot make changes or share.
       Viewer: User can view the folder and files within, but is limited to these actions.
       
4. Ensure that the Notify People checkbox is:
   • Checked if you are sharing with individuals or small groups so that the new collaborators will receive an email notification with a link to this file/folder
   • Unchecked if you are sharing with a large group (e.g. group-staff-all) unless you have an explicit need for everyone in that group to receive an email notification
5. Click Send or click the Copy Link button to send the link directly to who you're sharing with.