Google Drive’s Viewer, Commenter, and Editor roles provide different capabilities. Choose the role according to what the collaborator must do, and check inherited access before assuming a file-level selection will reduce their existing permissions.
Match the role to the job
A Viewer can read available content. A Commenter can provide comments or suggestions on supported files without directly rewriting the original. An Editor can change content and may have broader sharing or file-management capabilities, depending on the item and settings.
Open the file’s Share dialog, identify the person or group, and select the intended role. Save the change and review the resulting access list. Do not grant Editor merely because someone cannot find the comment controls in a particular preview.
Check inherited and alternative access
Someone who is an Editor through a parent folder cannot normally be reduced to Viewer on just one child file. Correct the parent permission or use an appropriate separate or limited-access folder when a smaller audience is required.
Also inspect General access and relevant groups. A person can retain access through a group or a broad link setting after their direct permission is reduced. Shared drives have a different role model and additional manager-controlled restrictions.
Verify the actual workflow
Have the collaborator use the invited account and confirm the intended task. For example, ensure that a reviewer can leave feedback without requiring unnecessary edit rights. Downloading, copying, printing, and further sharing can be limited independently; a role name alone does not guarantee every action. When a task remains blocked, read the specific restriction and involve the owner or manager instead of repeatedly increasing permissions until something appears to work.
References
- Share and manage access to files and folders in Google Drive
- Learn about limited access to files and folders in Google Drive
Reviewed against the linked official product guidance on November 3, 2026. Features, limits, screen labels, and access can vary by account, platform, region, and organization policy.