Speaker 1: Hi Legal Professionals, thank you so much for coming back to my channel here at Legally Techie. Again, we show you how to use Google Workspace for your law firm or solo practice. So today I'm going to show you how to properly share within Google Drive so nothing leaves your environment and also some best practices that you can go ahead and implement today for your law firm. So once you have your email open, we're going to talk about Gmail and also within Google Drive. You also have the option to enter the file using Drive. So this gives you a live mirror of what your Google Drive is and you can go ahead and put in that document in your Drive into your email. Now you don't want to put it as an attachment because then the document is no longer live but it also becomes a flat or stagnant document. But once you're able to share the Drive link, they're able to access it and that way they see the live and most updated option of the Google Drive. Also this is great too whenever you need to relinquish or revoke control or access to a document, you can do just that. Whereas if it's an attachment, that person can just forward it, save it to their computer and you kind of lose that control. So you can go ahead and insert the file there and as you can see, they see that the document is there and that's actually a link. Now another way you can do it is actually typing in the link. I think I've shown this in the last video of how to insert a clean URL. What you want to do is go ahead and just say the name of that file. Now once you wrote out what exactly that document is or you can just simply click here to read, you want to highlight it and you want to go ahead and insert a link. And you want to go back to the document, click on the share button in the upper right and you can go ahead and copy that link. We're going to talk about this in a bit, one thing at a time. So you're going to enter that into the URL and then you press okay. And again, this allows the person to have the live document link so that they're always accessing it over the internet and they see all the updates and changes depending on the rights and privileges you give them. Now within Gmail or Google Docs as well, once you have a document you want to share, I'm just going to show you the two options really quickly. You can click on file and click share and it's going to give you the same pop-up menu as this button as well, once you click up share in the upper right. Now before you go ahead and start sharing and sharing links and so forth, you do, depending on how you have yours configured and it's not published publicly, the document, you want to make sure that you always add the client or the team member before you go ahead and share it and once you do that, you want to also make sure you uncheck notify them so that they don't get notified that you shared it, but they're all still able to just see it in the email that you sent them regarding that document. I want to see if I can just remove myself and then add myself so that you can see what

Speaker 2: I'm talking about.

Speaker 1: So this is the button you want to uncheck if you don't want them to be notified that you shared, but you actually want to email them your own message saying, hey, this is the pre-trial order statement. So you just uncheck that and just go ahead and share. So once that person has been added, you want to go back and then it tells you here anyone in this group with this link can view it. So this is the group that they're talking about. So the names that you have in this box here or this group are all those who can view the file with the link that you share. Many people change it so that anyone can view it. Highly discourage that because that's basically publishing your document to the web and you don't want to do that. And those who actually see the link will automatically be giving viewer rights. So you want to make sure that's toggled so they're not making changes depending on the individual access privilege that you give them. So that's how you share within that. You also get the link and you can go ahead and send them an email. You can go ahead and share with them and give them their rights or temporary access, which is a video I shared already. And also keep in mind that you want to make sure that these are either untoggled like this one. You don't want your viewers to download, print, or copy. So you want to make sure this is untoggled or unless they will. And you want to make sure that this is untoggled so that those you've given editor rights, maybe you're paralegal, that she herself is not or he himself is not sharing that with others that they don't need to be as well. So that's something to keep in mind. So that's how you share properly within Gmail. Again, this allows nothing to leave your environment, nothing's being downloaded to the computer. And you have full control of who's viewing what and when and how. And whenever you don't want the person to no longer see it, you can just quickly remove them. So thank you so much for watching. Please share, like, subscribe. And if you have any questions, go ahead and put them in the comments below. And I'll do my best to answer them for you.