Use the little-known trick to force a “copy” of your file before a user opens it. This is a great way to remove any confusion on how to create a copy, or your template accidentally being overwritten!
Summary: This article provides a simple step-by-step guide on how to share a Gsuite link that forces the user to create a copy before viewing the file. This is a great tip if you’re creating editable templates and sharing them with others.
Follow the simple steps below and never experience your template being accidentally overwritten again!
Step 1: Open the file you wish to share
The first step is to open the file in Gdrive that you want to share (ie: you cannot do this from the main drive folder).
Step 2: Manage permissions 🔓
Next, you want to make sure your permissions are set to “anyone on the internet with the link can view”.
To do this:
- ‘File’ > ‘Share’ > ‘Share with others’ (or click ‘Share’ at the top right of the page)
- Under ‘General access’ (this will be ‘restricted’ by default)
- Select ‘anyone with the link’
- From the right-hand side drop-down select ‘Viewer’
Step 3: Get the URL 🔗
Either copy the link directly from the URL or click on ‘Share’ > Copy link.
Remove all the contents after the word ‘edit’, and replace them with the word: copy.
Here’s an example:
Get the URL:
Direct from URL: https://docs.google.com/document/d/1_gCwF9NIpyPP4ofxArZrXrD-YxhlAe6HImzKKNnnZeY/edit?tab=t.0
Or via share: https://docs.google.com/document/d/1_gCwF9NIpyPP4ofxArZrXrD-YxhlAe6HImzKKNnnZeY/edit?usp=sharing
Remove everything after “edit” as highlighted above.
Replace with the word: copy
Example: https://docs.google.com/document/d/1_gCwF9NIpyPP4ofxArZrXrD-YxhlAe6HImzKKNnnZeY/copy
Step 4: Share the URL 📤
Voilà! It really is that simple! You now have a shareable URL that will automatically require the user to copy before opening.
The copied file will be saved in the user’s own GDrive, and access will be restricted to just that user unless they actively change the share settings.