← Years 7–8 Data & Information

Sharing a file online with permissions

The button you click to choose who can open your file and what they can do: view, comment or edit. You can share by link or invite named people by email, and remove access later.

Part of: 7-8 Digital Technologies: Sharing online and managing projects — Module 1, ACARA Digital Technologies Years 5–6 — Digital Footprints — Module 47

Understanding Sharing a file online with permissions in Years 7–8 Data & Information

What it does: A commenter can add comments and suggestions without editing the content, so it fits feedback. Removing access takes the person off the list, so they can no longer open the file. Editors can change the file, so they can add slides. Viewers can only read it. Inviting named people means only those people can open the file. Anyone with the link can open it if the link is passed along or posted. The Share button opens the settings where you pick people, permissions and link sharing. Giving only the access people need helps protect your work from accidental changes or deletion.

Common mistakes: The file name is text, so it needs quotes. It should be file = "Science Report". An editor can change the file, but Mia should only read it. The role should be "viewer".

Class: _____________________  ·  Name: _____________________  ·  Date: _________

Free printable worksheet with full answer key — or add this module to a class and your students practise it interactively.

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This module's key terms are also in a printable crossword (Modules 87–99) and word search (Modules 87–124).

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Learning
Duo
Your teacher wants to read your slideshow but must not change it. Which permission should you give?
EditorViewer
Matches
Share > Anyone with the link > Editor (for a file with your personal details)
↓
Letting anyone with the link edit is risky. Strangers could change the file or see private information.
Applying
Meanings
Term
Share button
Meaning
The button you click to choose who can open your file and what they can do: view, comment or edit. You can share by link or invite named people by email, and remove access later.
Practice
Click Share
Testing
Gaps
Click the button to set access
Check Answer
Spots
1file = Science Report
2person = "mia@school.edu.au"

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Quick Questions

1. Your teacher wants to read your slideshow but must not change it. Which permission should you give?
A. Editor
B. Viewer ✓
A viewer can only open and read the file. An editor can change it, so it is too much access here.
2. A classmate should leave feedback notes on your story without changing your writing. Which permission fits best?
A. Commenter ✓
B. Viewer
A commenter can add comments and suggestions. A viewer can only look at the file, so they cannot leave feedback.
3. Your group is building a presentation together and everyone needs to add slides. Which permission should group members get?
A. Viewer
B. Editor ✓
Editors can change the file, so they can add slides. Viewers can only read it.
4. Which choice is safer for a file with your private project notes?
A. Invite named people by email ✓
B. Anyone with the link
Inviting named people means only those people can open the file. Anyone with the link can open it if the link is passed along or posted.
5. True or false: if you set sharing to 'Anyone with the link', only people you personally know can open the file.
A. False ✓
B. True
Anyone who gets the link can open the file, even if you did not send it to them. Links can be forwarded.

Match the Pairs

Viewer → Can open and read the file but cannot change it or leave comments
Anyone with the link → Any person who gets the link can open the file, even if you did not invite them by name
You want a classmate to leave feedback on your poster but not change your slides → Share > add their email > set role to Commenter
Your group project is finished and you want to stop someone from opening the file any more → Share > find their name > Remove access
Share > Anyone with the link > Editor (for a file with your personal details) → Letting anyone with the link edit is risky. Strangers could change the file or see private information.
Share > add teammate > Viewer (teammate needs to add their section) → A Viewer cannot make changes, so the teammate will not be able to add their part of the work.

Key Term

Share button
The button you click to choose who can open your file and what they can do: view, comment or edit. You can share by link or invite named people by email, and remove access later.

Fill in the Blanks

1. Click the Share button to set access
Hint: Type the name of the button you click to choose who can open your file.
2. Permission: Viewer can open but not change
Hint: Type the permission name that lets someone look at the file only.
3. Viewer: can only look Commenter: can add comments Editor: can change the file
Hint: Type the permission name for someone who can leave comments but not edit.
4. Open to all: Anyone with the link can open
Hint: Type the link setting that lets any person who has the web address open the file.
5. Click Remove access to stop sharing
Hint: Type the option you choose to stop a person from opening the file.

Spot the Error

Question 1
A file = Science Report
B person = "mia@school.edu.au"
C role = "commenter"
D share(file, person, role)
Line A — The file name is text, so it needs quotes. It should be file = "Science Report".
Question 2
A # Mia should only read the file
B person = "mia@school.edu.au"
C role = "editor"
D share(file, person, role)
Line C — An editor can change the file, but Mia should only read it. The role should be "viewer".
Question 3
A # Teammate must fix the text
B file = "Class Poster"
C role = "viewer"
D share(file, "Sam", role)
Line C — A viewer can only look at the file and cannot fix the text. Sam needs the "editor" role.
Question 4
A set_access(file "anyone")
B set_role(file, "viewer")
C copy_link(file)
Line A — The comma between the two arguments is missing. It should be set_access(file, "anyone").
Question 5
A file = "Art Folio"
B person = "lee@school.edu.au"
C role = "commenter"
D share(file, role, person)
Line D — The arguments are in the wrong order. Share the file with the person first, then the role: share(file, person, role).

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