Set View-Only Access on a Google Doc Before Exporting to PDF
Setting view-only access on a Google Doc means recipients can read the document but cannot make changes inside Google. This is the first layer of protection for documents you plan to export and distribute as PDFs.
Setting the Viewer role
In the sharing dialog, when you add a person's email, set their role to Viewer. They can open and read the document in Google Docs, but the Edit button is greyed out and they cannot make changes.
Sharing a view-only link
If you want to share with anyone who has the link but only allow viewing, keep the access as 'Anyone with the link' and set the role to Viewer. Paste the link in your email or message. Recipients can view but not edit.
Viewer role does not prevent downloading
Viewers can still download the document as a PDF or other format using File > Download unless you disable that option in the sharing settings. To prevent downloads, open the sharing dialog, click the gear icon, and uncheck the download, print, and copy option.
Frequently Asked Questions
Can a viewer see who else has access to the document?
No. Viewers can see their own access level but not the full list of people the document is shared with.
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