Collaborating with others

You can use harmon.ie to enable other people to view and edit your Google documents and folders.

How do I share my documents with others?

There are two ways to share documents with others:

1. Using the Share command.
2. Sharing documents by e-mail. When you send a link to a Google document, you can share the document with the recipients with one click.

With whom can I share my documents?

You can share your documents with everyone who has an e-mail address, and it doesn't have to be someone that already has a Google Account. There are a few exceptions:

• If you are a Google Apps user, your administrator may have prevented you from sharing documents with users outside your domain. You will be warned in such a case.
• If you are a Google Apps user, you cannot share a document with someone with an e-mail address with the same domain name that does not have a Google Apps account. Sharing will fail in this case.

Note: Your collaborators do not need to have harmon.ie installed to view documents that you have shared with them. They do need to sign in to their Google Account to view a shared document. They are prompted to create a Google Account if they do not already have one.

Sharing documents using the Share command

To share your Google documents and folders with others:

1. Right-click the document or folder you want to share. Select Share to open the Share Document-dialog where you manage the list of people that can access the selected document or folder. 
2. Click the Add user button, type the user's e-mail address, and select a Role for the user: Is Owner / Can Edit / Can View.
3. Click the Allow editors to share with others check box, if you would like to give editors the ability to share the document with others.

Notes:

• You should have certain permissions to be able to share a document with others.
• If you have a Google Apps account, the Share Document dialog will include the User line Anyone at <your domain>, and you can grant view/edit permissions to all the domain users at once.
• If you have a Google Apps account, you will not be able to assign the owner role for people outside your domain.

Changing the owner of a document

If you no longer want to be the owner of a document, or if you'd like to delete a shared document but make sure that people with whom you've shared the document with still have access to it, you can give someone else ownership of the document. To make someone else the owner of a document:

1. Right-click the document where you want to change its owner, and select Share.
2. In the Share Document dialog, add the user you want to assign ownership to and give him the Is Owner role.

Note: You need permissions to change the document owner.

Removing a user from the shared list

To prevent a user from viewing or editing a document that was previously shared with him:

1. Right-click the document and select Share.
2. In the Share Document dialog, select the user in the People with Access list, and click the Remove User button.

Note: You need permissions to remove a user from the shared list.

Changing sharing permissions

To change the sharing permissions for a user:

1. Right-click the document (or documents), and select Share.
2. In the Share Document dialog, select the user in the People with Access list, and select a new role for this user.

Note: You need permissions to change sharing permissions.

Sharing documents by e-mail

When you send links to Google documents in an e-mail message, harmon.ie asks you to share the linked documents with the e-mail recipients. You can set the Options to share documents automatically, or have harmon.ie ask you to share sent documents.

To share a document by e-mail:

1. Attach the document to the e-mail message:
1. Click the harmon.ie button in an outgoing e-mail message, to open the harmon.ie sidebar.
2. Drag the documents from the sidebar to the body of the e-mail message. By default, a link is created. For more information read Copying a document.
2. Send the e-mail message, and set the sharing options:
1. Send the e-mail message. The Share Google Docs dialog opens, prompting you to set the sharing options.
2. Set the Permissions level: Recipients can view the linked documents or Recipients can edit the linked documents.
3. Check the Automatically assign these permissions in the future check box, to automatically assign the permission level you select to future e-mails recipients.
4. Click Yes.
   Note: If you click No, the document will be sent without sharing the linked documents.

Notes:

• Sharing of documents occurs even if the Google Docs link is in an old threaded message. So, if your recipients forward your message it may be shared with other people as well, if the document sharing options allow it.
• The same settings apply for sharing attachments you have replaced with Google Docs links.
• If any of the recipients already have permissions for the sent document, the permission level will be left unchanged.
• If all recipients already have access to all linked documents, you will not be prompted when sending the message.

Automatic sharing by e-mail:

To automatically share documents that you send by e-mail:

1. Click the arrow in the lower right corner of the harmon.ie ribbon group, or select Options from the harmon.ie sidebar menu, and select the Google Docs tab.
2. Select Share Google Docs links when sending a message.
3. Select the permission level under Give recipients permission to: View Documents or Edit Documents.
4. Select the Automatically assign these permissions to recipients check box.
5. Select the Allow editors to share files with others check box, if you like to give the document editors permissions to share the document with others, either from harmon.ie, by sending an e-mail or using the Share command, or from Google Docs online.

Why can't I share a document with others, or change user's permissions?

You should have certain permissions to be able to share a document with others, or edit the list of people with access permissions. You should be either:

• The document owner.
- or -

• Have editor permissions, and the person that added you as an editor allowed you to share the document with others.

Viewing shared documents sent as e-mail links

When you click a link to a Google document sent to you using harmon.ie, you are prompted for your Google Account if you are not signed in. To open the documents you must sign in to your Google Account using the e-mail address to which this message was sent. If you do not have a Google Account, you will be prompted to create one. Use the e-mail address to which this message was sent.

Note: Recipients do not need to have harmon.ie installed to view or edit linked Google documents.

Why can't I open a Google Doc link created with harmon.ie?

In some cases, when sending links to Google documents shared with harmon.ie, the link cannot be opened. This typically happens if someone outside of your domain sends you a link to a Google document.

In this case, you will be able to view the document that was shared with you from the harmon.ie sidebar, or from your Google Docs page on the Web. 

Sharing permissions: owners, editors, and viewers

• Can edit documents, share documents with other editors and viewers, unshare, or change sharing permissions.
• Can delete documents, and thereby remove access for editors and viewers. Please note: To fully delete a document, and remove access to it, you must delete it from Trash.

• Can edit documents.
• Can share documents with other editors and viewers, unshare, or change sharing permissions (if the owner has given them permission).
• Can copy documents to their local hard drive.
• Can view the list of editors.

• Can see the most recent version of a document, but can't make any changes.
• Can copy documents to their local hard drive.
• Can not view the list of editors.