What do Viewer, Commenter and Editor mean in Google Drive?
Quick answer
Sharing permissions decide who can open a Google Drive file and what they can do. Named people can be Viewers (read only), Commenters (read and comment) or Editors (change the file). A separate general access setting says whether anyone else can open it: Restricted, your organization, or anyone with the link.
Last updated
Updated · By Robert Breen
Why it matters
Most file leaks in small businesses are not hacks; they are a file set to "Anyone with the link" that got forwarded. Picking the right level for each person and leaving general access Restricted prevents most of them.
The right level also prevents accidents. A client who only needs to read a proposal should be a Viewer or Commenter, so they cannot delete a paragraph by mistake.
A worked example
A small law office shares a draft engagement letter. The two attorneys are Editors. The client is a Commenter, so she can suggest wording but not change the letter. General access stays Restricted, so if the client forwards the link, the recipient sees "You need access".
A paralegal had earlier set an intake form template to "Anyone with the link can edit". A stranger with the link replaced half the questions. Switching it to Restricted and restoring an older copy from version history fixed it in two minutes.
Often confused with
Restricted vs Anyone with the link
Restricted means only people you add can open it. Anyone with the link means anyone on the internet who has the link, without signing in. See shared link in the AI glossary.
Editor vs owner
Editors can change content and, unless the owner turns it off, share the file. The owner can also delete it permanently and transfer ownership.
Commenter vs suggesting mode
Commenters can leave comments and, in Docs, make suggestions that an editor accepts or rejects. They cannot change the text directly.
Tips
- Default to Restricted and add people by email.
- Give the lowest level that does the job.
- Review a file’s Share settings before sending its link to anyone outside the business.
Related terms
Learn it in a free lesson
- Google Workspace Explained: Apps, Drive, Sharing, Free vs Paid (about 8 minutes)
- Google Sheets Tutorial: Build a Job Tracker That Totals Itself (about 15 minutes)
- Gemini in Google Workspace for Beginners: Sheets, Gmail, Docs (about 12 minutes)
Related in the AI glossary
Sources
Written from these official help pages. Menus change, so if a button has moved, the help page has the current wording.
- Google Drive Help: Share and manage access to files and folders
- Google Workspace Learning Center: Tips to work with people not on Google Workspace
Frequently asked questions
- Can someone without a Google account open my file?
- Yes, if general access is "Anyone with the link". Workspace accounts can also share with a non-Google email address, and the visitor confirms who they are with a code. Admins can limit both.
- Can I stop editors from re-sharing?
- Yes. In the Share settings, turn off the option that lets editors change permissions and share.
- Can I give access that expires?
- On many Workspace plans you can set an expiration date for a person’s access, so it ends automatically.
All google workspace terms, A to Z · Free google workspace lessons