Share documents and templates with your team
Open a document's row menu and choose Share with team. Teammates find it under the sidebar's Team → Documents (or Templates). Choose Stop sharing with team to make it personal again.
Updated 1 min read Available on Business
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Your documents are personal until you share them. Sharing with the team doesn't copy the document or change its owner: everyone on the team works on the same document.
Share a document
Step 1: Find the document
Open Documents from the sidebar and find the document.
Step 2: Open its menu
Click the actions menu on the document's row.
Step 3: Share it
Choose Share with team. You'll see Shared with your team.
To stop, open the same menu and choose Stop sharing with team. Only the document's owner sees these options.
Share a template
Step 1: Save the document as a template
In the document's row menu, choose Save as template. Each use of a template creates a fresh copy, so the template itself never changes.
Step 2: Share the template
Open the template's menu in Documents and choose Share with team.
Step 3: Use it
Teammates find it on the Templates page under the Team tab, or in the sidebar under Team → Templates.
What teammates can do
- Open, fill and edit shared documents in the editor, and use them like their own.
- Use shared templates; each use makes them their own fresh copy.
- Not stop sharing, move the document to the trash, or take ownership. Those stay with the owner.
Where are the team's documents in my list?
In Documents with the switcher on Everything, or only the team's with the switcher on your team's name. See Switch between personal and team documents.
What happens to a shared document if its owner leaves?
It stays shared with the team, and the person who left still owns it.
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Related articles
- Switch between personal and team documentsClick your name at the top of the sidebar and, under Show documents from, pick Everything, Personal or your team's name. The sidebar's Team section also links straight to team documents and templates.
- Team roles: owner, admin and memberTeams have three roles. The Owner manages billing, roles and everyone; Admins invite and remove members and edit branding; Members use the team's documents, templates and plan.
- Remove a member or leave a teamIn Settings → Team & branding, click the remove icon on the person's row and confirm Remove. To leave, click it on your own row and confirm Leave team. People keep their own documents; documents shared with the team stay with the team.
- Save a form as a reusable templateChoose Done → Save as template in the editor, or Save as template from a document's menu in My documents. Open it later from Templates with Use template: each use creates a new document and the template stays unchanged.