Sharing Files with External Users
The most convenient way to share files with a non-Rowan user is by using their Google account. If they do not have one, you can ask them create a Gmail account or use their existing email address to create a Google account so you can share with them easily.
Users without a Rowan or Google account can still be invited to collaborate on your Google Drive files and folders as "visitors." Visitors can edit, comment on, or view shared files for 7 days after they verify their email address. If they need to collaborate longer, they will need to verify their identity again. You can also stop sharing files/folders with visitors at any time.
Included in this article:
You can share documents with non-Rowan, non-Google accounts using the same steps as you would normally. Visitors can edit, comment on, or view your document for 7 days after they verify their email address. If they need to collaborate longer, they can use the link from the original sharing email to verify their identity again.
- On your computer, log into Google Drive with your Rowan account at http://drive.google.com
- Go to the folder or file location under either "My Drive" or "Shared drives"
- NOTE: You can not add external users as a "Member" of a Shared drive. You can only share specific files or folders within it.
- Right-click the file or folder you want to share.
- Click share
.
- Under "Share with people and groups," enter the email address you want to share with and hit Enter.
- Choose the level of access the user should have by clicking the "down arrow"
Viewer, Commenter, or Editor.
- Add a message if you'd like and click Send.
1. Only the following file types can be shared with a non-Rowan, non-Google external user:
- Google Docs, Sheets, Slides, Sites, Images, PDFs, and Office files
- Folders
2. Visitors can't create or upload new files or own data. They can only view, comment, or edit the shared files.
The user you shared with will get a visitor invitation to collaborate on the Google file/folder, and must verify their identity with a PIN. After that, they can collaborate on the shared file or folder for 7 days. If they need to collaborate longer, they can use the link from the original sharing email to verify their identity again and gain access for 7 more days.
- In your email inbox, open the email from Google.
- Click Open.
- Click Send when prompted to verify your email.
- In your email inbox, open the verification code email.
- Copy the verification code.
- Return to the other browser tab and enter the verification code in the box provided.
- Click Next.
Tip: To find the document again, open the original email from Google and click "Open."
You can take away a visitor's access at any time.
- On your computer, log into Google Drive with your Rowan account at http://drive.google.com
- Go to the file or folder you previously shared.
- Right-click the file or folder that's shared with a visitor and select Share.
- Next to the visitor's name, click the drop down icon and select Remove.
- Click Save changes
Done.
If you need additional help, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal.