Google Slides (12) – Sharing, emailing & downloading

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As with other Google Apps like Docs and Sheets, in Slides you have the ability to share your document with others, either by giving them access to your document or by emailing it to them. You can also download your slides in various ways, possibly to share them in different formats. Here we’ll look at:

• Sharing
• Email collaborators
• Email as attachment
• Downloading

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Sharing your slides

To share your slides by giving access to someone, click the blue button at the top of the Slides screen.

This will open the “Share with others” dialogue box. From here you can type in the person’s  name or email address (or a group’s) and share it with them by pressing Done. As explained in my Google Drive post sharing files and folders you can control how the document is shared, for example, whether they can edit, only comment or only view it. Click on the “Can edit” box on the right to do this.

Since that Drive post, one thing has slightly changed. In the top-right of the box you can see “Get shareable link”. If you click on that, if will automatically change the sharing status of your file to “anyone with a link” and also provide you with a link that you can share.

If you click on the “Anyone with the link can view” drop-down menu, you’ll see you can control what they can do with your file.

Clicking on “Advanced” in the Share with others box, will take you to the “Sharing settings” box, as explained in the drive post.

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Email collaborators

You can email those who already have access to your file (the collaborators). Go to the File menu and click on “Email collaborators”.

This will open the “Send message” dialogue box. On the left you have your email message, including the option to send yourself a copy of the email. On the right, you have the people you can send the email to. By default, everyone’s selected, just untick those you don’t want to send the email to. If you have a big group of collaborators and only want to send the email to a few, click “none” then tick the ones you want. Press Send when you’re ready to send your email.

The recipients will receive an email like this with a link to the file.

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Email as attachment

Sometimes you need to send the file as an attachment, maybe in a different format or you want to send the file as it was in that particular moment and not the live file.

From the File menu, click on “Email as attachment”.

This opens the “Email as attachment” dialogue box. Similar to the one above, you enter your email message but this time you need to add who you are going to send it to, as this gives you the opportunity of sending the document to someone who doesn’t already have access to the file or even doesn’t have a Gmail account.

From the “Attach as” menu, you have 3 different formats you can send your slides in. PDF, pptx (Powerpoint) or as plain text. Probably the first two are the most commonly used.

Here I’ve sent it as a PDF:

Here I sent it as a text file:

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Downloading your slides

You can also download a ‘physical’ copy of your slides onto your computer. From the File menu, click on “Download as” and you will be presented with the following options:

Microsoft Powerpoint (.pptx) – Powerpoint file

PDF Document (.pdf) – Adobe Acrobat file

Plain text (.txt) – Text file

JPEG or PNG image – This downloads an image of the current slide

Scalable vector graphics (.svg) – Similar to above, this is a .svg file of the current file

You can of course email these files either via Gmail or another email programme as attachments.

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eBooks available on Drive, Forms, Sheets, Docs, Slides, and Sheet Functions:

• “Beginner’s Guide to Google Drive” – iBooks store / Kindle store
• “Beginner’s Guide to Google Forms” – iBooks store / Kindle store
• “Beginner’s Guide to Google Sheets” – iBooks store / Kindle store
• “Beginner’s Guide to Google Docs” – iBooks Store / Kindle store
• “Beginner’s Guide to Google Slides” – iBooks Store / Kindle store
• “Google Sheet Functions – A step-by-step guide” – iBooks Store / Kindle Store

Baz Roberts (Google+ / Flipboard / Twitter)

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