Sharing Read-Only Files

Sharing a Google Workspace Read-Only File

Google Drive makes it simple to control your files while still giving your students and colleagues easy access. You can share any document, slide deck, or spreadsheet in a read-only mode so others can view it but not change it.

Step 1: Open the File in Google Drive

  • Go to Google Drive.
  • Find and open the document, presentation, or spreadsheet you want to share.

Step 2: Open the Share Menu

  • In the top-right corner, click the Share button.

Step 3: Get a Shareable Link

  • In the window that appears, look for the section labeled General access.
  • Click the dropdown menu (it may say Restricted by default).
  • Choose University of Michigan (or Anyone with the link, depending on your needs).

Step 4: Set Access to “Viewer”

  • Once you’ve selected the audience, set the role to Viewer.
  • This ensures that students and colleagues can see the file but cannot edit it.

Step 5: Copy and Share the Link

  • Click the Copy link.
  • Paste the link in your Canvas course, syllabus, email or any other location so your audience will always have access to the latest version.

Sharing an Office 365 Read-Only File

As with Google Workspace, Office 365 offers the same option: you can share any Word, Excel, or PowerPoint file in read-only mode so others can view it but not change it.

Step 1: Open the File in Office 365

  • Go to OneDrive and sign in with your University of Michigan account.
  • Open the Word, Excel, or PowerPoint file you want to share.

Step 2: Open the Share Menu

  • In the top-right corner, click the Share button.
  • On the menu that opens, click the Share option.

Step 3: Get a Shareable Link

  • In the window that appears, next to the ‘Copy link’ button click the link settings ‘gear’ icon.
  • Choose People in Umich (or Anyone, depending on your needs).

Step 4: Set Access to “Can view”

  • Under More settings, make sure the permission is set to ‘Can view’.
  • Click Apply in the bottom right corner of the window.

Step 5: Copy and Share the Link

  • Click the Copy link button.
  • Paste the link in your Canvas course, syllabus, email or any other location so your audience will always have access to the latest version.