How to Create and Share a Google Doc

Go to https://drive.google.com or click the Google Drive app in Okta 

Click the '+' and then choose the desired Doc type:

Before sharing your Google Doc, please take a look at some of the safeguards we have in place to help protect externally shared data:

• Files stored in Google Drive that contain sensitive information will be protected with DLP (security) policies. These policies restrict the ability to share some files with external users.

• Traditionally, all Google Drive files could be shared externally by clicking the “Share” button. (pictured below)

Any file containing sensitive information will now be identified by the updated “Share” button. (pictured below)

Based on multiple security algorithms and policies, files containing sensitive information may be restricted from external sharing in a couple different ways:

Restrict external sharing:

Warn on external sharing:

*Sensitive data definitions include, but are not limited to: personally identifiable information, health information, and financial information.

How to Share Your Google Doc:

• Clicking share: 

• Typing the names of who you want to share with and selecting what these people can do with the document (Viewer, Commenter, Editor):

NOTE: When sharinga Google Doc with an external customer, they need to have a Gmail Account in order to view the document you have shared with them. We have created a Google Doc that you can send to your external customer on how to sign up for a Gmail Account without a Gmail Address.Click HERE for directions. Before sharing with them Always double check their permissions!

• Then Click Send: 

• You have now shared your document.

• You can also create a shareable link. Click Here for directions.

Editing Permissions for Other Participants

• Clicking Share: 

• Click the drop down box of the participant you wish to edit:

• You can stop sharing with a participant by clicking Remove.

• Once you are finished editing, click Done: 

• Outside of the document, you can choose how to view your documents:

If you have any questions, please contact Service Desk. Thanks!