Google Docs

How to Kick Someone Out of a Google Doc

Spencer LanoueSpencer Lanoue
Google Docs

Working collaboratively in Google Docs is great until someone starts making changes that aren't helpful or necessary. Whether it's an accidental edit or a colleague who shouldn't have access anymore, knowing how to manage who can view or edit your document is key. We'll walk through how to remove someone from your Google Doc. Ensuring your work stays just the way you want it.

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Understanding Google Doc Sharing Settings

Before we jump into the specifics of removing someone from your Google Doc, it helps to have a basic understanding of how sharing settings work. Google Docs allows you to share documents with others by sending them a link or adding their email addresses directly. You can assign different levels of access, such as viewer, commenter, or editor.

Here's a quick rundown:

  • Viewer: They can read the document but can't make any changes.
  • Commenter: They can add comments and suggestions, but not edit the actual document.
  • Editor: They have full control and can make changes directly to the document.

Understanding these roles is crucial because the level of access determines what someone can do with your document. If you want to remove someone, you need to know what level of access they have so that you can adjust it appropriately.

Accessing and Adjusting Sharing Settings

Now that you're up to speed with the sharing roles, let's explore how to access and modify these settings. First, open the Google Doc you want to manage. Look for the "Share" button, which is usually located at the top right corner of your screen. Clicking this will bring up the sharing settings.

Once you're in the sharing settings menu, you'll see a list of people who currently have access to your document. This list shows their email addresses and the level of access you've granted them. To adjust someone's access, click on the dropdown menu next to their name. You can change their role or remove them entirely.

If you're managing a large team or document, you might find it helpful to use an AI tool like Spell. With Spell, you can streamline these tasks and focus more on your content rather than juggling permissions. But for now, let's stick to the basics of Google Docs.

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Removing Someone from the Document

This is the moment of truth. Removing someone from your Google Doc. In the sharing settings menu, find the person you want to remove. Hover over their name and click the "X" that appears next to it. This action will immediately revoke their access, removing them from the document.

It's important to note that removing someone doesn't delete their previous edits or comments. Those remain part of the document's history unless you manually remove them. However, the person will no longer have the ability to view or edit the document.

If you accidentally remove the wrong person, don't worry. You can always re-invite them by entering their email address again in the sharing settings. It's a simple fix, but it saves you from a potential awkward conversation later!

Understanding Document Ownership

Ownership is a unique aspect of Google Docs. The owner of a document has the highest level of control and can make any changes, including reassigning ownership. If you created the document, you're the owner. But if someone else did, you'll need to coordinate with them for any ownership-related changes.

Only the owner can transfer ownership to another user. This is done in the sharing settings by selecting the person and choosing "Make owner" from the dropdown menu. Transferring ownership can be useful in various scenarios, such as when someone leaves a project or company.

Remember, once you transfer ownership, you can't take it back unless the new owner gives it back to you. So, think carefully before making this decision. It's a good idea to communicate with your team to ensure everyone is on the same page.

Handling External Collaborators

Working with people outside your organization can be a bit tricky. If you're sharing documents with external collaborators, you'll want to take extra precautions. Always double-check email addresses and access levels before sharing a document.

It's also wise to use link sharing sparingly. While convenient, link sharing can be risky if the link falls into the wrong hands. Instead, consider sharing the document directly with the person's email address. This provides an added layer of security, ensuring only the intended recipient has access.

For those managing multiple external collaborators, an AI tool like Spell can be invaluable. It can help automate some of the tedious aspects of document sharing, allowing you to focus on the content itself.

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If you've shared a document via a link and want to revoke access, Google Docs makes it easy. Return to the sharing settings and look for the "Link sharing" section. Here, you can adjust who can access the document via the link.

You can switch from "Anyone with the link" to "Restricted," which means only people you've explicitly added can access the document. This change will prevent anyone with the old link from viewing the document.

This feature is particularly useful if you suspect the link has been shared with unauthorized individuals. You retain control over the document's accessibility, minimizing the risk of unwanted edits or comments.

Managing Comments and Suggestions

Even after removing someone from your document, their comments and suggestions may still linger. To clean up these elements, navigate to the "Comments" section at the top right of your Google Doc.

Here, you can review all comments and suggestions, resolving or deleting them as you see fit. If you're working on a collaborative project, it's a good practice to keep comments for a certain period. However, if you're cleaning up, removing unnecessary comments can make the document feel more organized.

For a more streamlined experience, consider using an AI document editor like Spell. With Spell, you can manage comments and suggestions more efficiently, allowing you to focus on the content rather than the clutter.

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Best Practices for Document Sharing

To avoid the hassle of removing someone from your Google Doc in the first place, it's smart to follow some best practices for document sharing:

  • Set clear guidelines: Before sharing a document, make sure everyone understands the purpose and their roles.
  • Use specific email addresses: Always share documents with specific individuals rather than using general or public email lists.
  • Regularly review access: Periodically check who has access to your documents and adjust permissions as needed.
  • Limit editor access: Only give editing permissions to those who absolutely need it.

By adhering to these practices, you can maintain better control over your documents and minimize the need for last-minute adjustments.

Final Thoughts

Gaining control over who can access and edit your Google Docs is essential for maintaining the integrity of your work. With the steps we've discussed, you can confidently manage permissions and ensure your documents remain secure. For an easier experience, consider trying out Spell. We offer a seamless way to handle document editing and collaboration, saving you time and effort.

Spencer Lanoue

Spencer Lanoue

Spencer has been working in product and growth for the last 10 years. He's currently Head of Growth at Sugardoh. Before that he worked at Bump Boxes, Buffer, UserTesting, and a few other early-stage startups.