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if sent an email with an excel google sheet and i choose the option because it was shared will the document automatically save in my drive or do i need to save it there?

Patricia Timm
Patricia Timm asked
New to using google drive. I have google sheets sent to me via gmail with a share option. I choose share and can see and open them under shared with me. My question is do I need to download these files into my google drive as I will be using them? Or if I choose to share from the email link will they automatically be in my google drive? Not sure the process and Thanks. I can see them under the shared with me.
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Member Experience manager
Distinguished Expert 2018

Hi,


I wanted to clarify your question a bit.


I have google sheets sent to me via gmail with a share option.

1. So someone shared a Google Sheet with you and you got a link to that Sheet to your email address right?


I choose share and can see and open them under shared with me.

2. When you are in Google Drive, you can see the Sheet they shared with you under the "Shared with me" tab. You can access the Sheet from that tab or by clicking the link from the email that was sent when they shared it with you.


My question is do I need to download these files into my google drive as I will be using them?

3. Since the Sheet has been shared with you, you don't need to "Add to My Drive" or download them to your Drive to access and edit the Sheet to work collaboratively with whomever shared it with you. 


Or if I choose to share from the email link will they automatically be in my google drive?

4. If you click on the "Share" button to share the Sheet, it will let you share that Sheet with other people, provided you have the permissions to do so. The owner of the Sheet can control who can edit and share the file.


tl;dr - I think you are asking if you need to Add the Sheet to your Drive to use it. The answer would be no, that shouldn't be necessary.


Please let me know if I misunderstood any part of your question or if I can clarify anything else.

Thanks for explaining. I was sent the sheets via gmail. How do I organize them and store them if I dont put them in my google drive? Do I keep them stored in gmail and organize them there? Do I keep them on my google drive in a shared location and orgnaize them there? There are over 20 shared sheets to start with. If I place them on my google drive and they edit the sheets will the updates be reflected on the same sheets I placed in my google drive? I am not sure how to organize the sheets for easy access once I choose share from the gmail google sheet. Does it stay in my gmail account and I access it from there? Thanks in advance
Martin NguyenMember Experience manager
Distinguished Expert 2018

Hi Patricia, 


Glad this helped, so sorry I didn't get a chance to follow up yesterday, daughter was not feeling well so I was on nurse duty.


How do I organize them and store them if I dont put them in my google drive?

Good question, I'm not that organized :( So adding them to your Google Drive should allow you to easily organize them. 


Something that I do to help keep track of Google Drive files is to have them organized in folders and share that folder with other people, or have them share folders with me. The folders would then be similar to folders on your desktop and files relating to similar things can be kept in the same folder. You can also add these folders to your Drive for quicker access.


If I place them on my google drive and they edit the sheets will the updates be reflected on the same sheets I placed in my google drive?

I am 99% positive that files you Add to Your Drive will link to the "original" file and any changes will be to that shared doc.



 I am not sure how to organize the sheets for easy access once I choose share from the gmail google sheet. Does it stay in my gmail account and I access it from there?

I think this is where Shared Folders can be of use, and having everyone use the same type of file name conventions to help tell what file is what at a glance.