Keyring above a cloud tray symbolizing access choices
Sharing from an iPhone can feel weirdly high-stakes: one wrong tap and you either lock people out or share too much.

This one-page cheat sheet is an if/then framework for Google-style sharing on the web (Drive/Docs/Sheets links, files, and permissions), with quick examples you can copy.

Use it when you don’t want to think.

The 20-second decision: share a link or share a file?

Link icon versus document icon for sharing choice
If you only remember one fork in the road, make it this.

  • If you want one “living” version that stays up to date, then share a link (Drive/Docs/Sheets link).
  • If you need a frozen snapshot (send exactly what it looked like), then share a file export (PDF, .docx, .xlsx, etc.).
  • If you’re worried someone will forward it, then prefer a link with restricted access (not an attachment).
  • If the recipient is outside your org and can’t access your Drive, then either use Anyone with the link (Viewer) or send a file (depending on sensitivity).

Example: “Team policy draft” → link. “Signed invoice” → PDF file.

If/then: pick the permission level (Viewer vs Commenter vs Editor)

Three permission tiles with shield bubble and pencil icons
Permissions aren’t just about safety; they decide how much back-and-forth you’ll do.

  • If you want approval without rewrites, then choose Commenter (people can ask questions and suggest, without changing the base text).
  • If you want people to fix things directly, then choose Editor (best for small groups who are accountable).
  • If you only want consumption, then choose Viewer.
  • If you’re sharing outside your domain, then start with Viewer and upgrade only when someone truly needs edit access.

Micro-rule: when in doubt, start lower (Viewer/Commenter) and raise permission later.

If/then: choose “Restricted” vs “Anyone with the link”

This is the part most people regret later.

  • If it’s sensitive (personal data, financials, internal plans), then use Restricted and add specific people.
  • If the goal is low-friction access (public resource list, event info, non-sensitive FAQ), then use Anyone with the link (usually Viewer).
  • If you expect forwarding (someone will paste your link into a group chat), then treat it as effectively public and avoid “Anyone with the link” for anything sensitive.
  • If you need to share widely but still want control, then use Restricted + a Google Group (where possible) instead of opening the link to anyone.

Example: “Meeting notes for 8 people” → Restricted. “Press kit assets” → Anyone with the link (Viewer).

If/then: you’re on iPhone—how do you avoid the common sharing mistakes?

Smartphone with share tiles and paperclip attachment symbol
On iOS, the Share Sheet makes it easy to send the wrong thing (like sending a copy of a file when you meant to send the link).

  • If you see options that look like “Send a copy”, then pause: that usually creates an attachment, not a live link.
  • If you’re switching apps (Drive → Messages → Mail), then do a quick check: did the message paste a URL or attach a file?
  • If you’re sharing to a mixed audience (some Gmail, some not), then prefer link + Viewer for non-sensitive docs, or PDF for “everyone can open this” reliability.
  • If a recipient says “Access denied”, then the fastest fix is usually: open sharing settings → confirm Restricted vs Anyone → confirm the person’s email matches what you added.

One-sentence sanity check: “Am I sending a link to the source, or a copy of the content?”

Real scenarios (copy/paste decisions)

Use these as defaults, then adjust.

  • If you’re sending a resume: PDF file (frozen) or Drive link (Viewer) if you plan to update it after sending. If using a link, prefer Restricted when possible.
  • If you’re collecting feedback on a draft: Drive link + Commenter (Restricted to specific people).
  • If you’re collaborating on a spreadsheet: Drive link + Editor (Restricted, and keep the editor list small).
  • If you’re sharing an itinerary with family: Drive link + Viewer (Anyone with the link is often fine if it’s not sensitive; otherwise Restricted).
  • If you’re sharing a one-time receipt for reimbursement: PDF file (or photo) is usually simpler than managing access.

Quick checklist before you hit Send

  • Link vs file: am I sharing a live doc or a snapshot?
  • Access scope: Restricted or Anyone with the link?
  • Role: Viewer, Commenter, or Editor?
  • Recipient identity: did I add the right email (work vs personal)?
  • Forwarding risk: would I be okay if this link landed in a group chat?
  • Device check: did iOS attach a file when I meant to paste a URL?

That checklist is boring—and it saves you from the “why can’t you access it?” loop.

Takeaway: a calm default you can use every time

If you’re unsure, default to sharing a link with Restricted access and Commenter permission.

Then upgrade (Anyone/Editor) only when you can name the reason out loud.