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User Limits on Sharing Documents

posted Feb 22, 2014, 5:25 AM by Saul Castellanos   [ updated Feb 22, 2014, 5:26 AM ]

Limits on sharing

There are limits to the number of people with whom you can share Google documents, files, and folders and how many people can simultaneously collaborate:

  • Only 50 people can edit a document, spreadsheet, presentation, or drawing at the same time. Additional users will still be able to view the item, but they won't be able to edit it, and they won't be visible to others working on the item. There is also a certain limit on the number of people who can view a file at the same time.
  • A single Google document, file, or folder can only be shared with 200 email addresses including viewers, commenters, and editors (doesn't apply to public items). If your needs exceed these limits, consider the following:
    • When possible, choose one of the public visibility options.
    • Share the document or file with a mailing list rather than individuals.

If you share a folder with a large number of people, you may notice a delay while permissions changes are applied to each item inside.

Tips for sharing files and folders with a broad audience

  • When sharing a folder with a large number of people, minimize delay, and make sharing with large groups easier, by adding the relevant users to a Google Group and then sharing the item with that group. Items shared with groups with more than 200 members won't appear in the “Shared with me” view for those members, but they can be easily added to “My Drive” when accessed through an email notification.
  • When sharing a file with more than 50 expected viewers, try publishing your file for viewing. This will generate a separate link for viewing, and keep the original link for editing, allowing others to view the file even when there are already 50 people editing it at the time.
  • If you are working with a spreadsheet, consider creating a Google form to allow users to submit information andstore the form information right in your spreadsheet. With this method, a larger number of users can add information to your spreadsheet at the same time.
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