Easy Shortcut to Share a Preview Copy of Google Docs
Super easy shortcut to share published versions Google Docs, Sheets and Slides!
This little secret was revealed in an Google Apps Show episode a couple weeks ago. This is soooooo simple! There is an even easier way to allow others to preview Google Docs, Sheets or Slides. Instead of going through the sharing settings, or grabbing the shareable link, simply change the word, “edit,” in the url to “preview.” No matter if there are characters after the word edit or not, this should work. (Note: This shortcut is still respective of the sharing settings of the document, so you have to enabled viewing rights in order for this to work. Also notice this gives you a preview version that looks different than the “published to the web,” version.)
Share this super simple tip with your friends and fellow educators!
Note: If you cannot see the animated .GIF below, click here to view.
Here are a few ideas for using the published/preview version:
- Flyers for events
- Student/Faculty handbooks
- AUP/RUP
- Assignments/Make-Up Work
- Presentations (both student, teacher and PD)
- Easy way to share spreadsheet data (where appropriate)
Remember, your links and images will publish so you can make all of the above interactive!
For even more flexible ways to share and publish Google Docs, Sheets and Slides (including embed code) check out my other tip: Turn Your Google Doc into a Web Page.
***Check out all the Google Tricks and Tips here.
How do you use the published versions of Google Docs? Please share in the comments below.
Kasey Bell will be presenting at the following upcoming events:
- FETC, Jan. 20-23 (Orlando, FL)
- TCEA, Feb. 2-6 (Austin, TX)
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HI Kasey, this looks like a great tip, but I couldn’t get it to work! I think what you mean is that this will work if you already have already given the document universal viewing rights previously?
Syl
Hi Sylvia! Yes, thank you for the clarification that I forgot to add to the post. This is a quick way to get a published version as opposed to the viewing rights, but you do have to make sure you have allowed others to view. I’m going to edit the post to make sure that is clear. Thanks for the comment!
Thanks Kasey. Could you please explain why one might choose to publish a Google Doc, as opposed to just making it public? Also, is your trick above only for published documents or does it work with unpublished documents too? I find it all so confusing! Thanks for all your great tips and tricks! Syl
Very good questions, Syl! (I think you just gave me a blog post topic!) I think the choice is really more of preference.
For Google Docs, there are 3 different ways to give viewing rights.
1) The share button, either sharing specifically with individuals, anyone with the link, or public. This is still view only, but it looks like a word processing doc which can be confusing for non-Google users who are just readying a flyer or letter to parents online.
2) Published to the web: I like to use this because it takes the toolbar away and makes a Doc look like a plain webpage. Less confusing if there is no need to see it in a document style format.
3) Preview format: This format looks kind of like a print preview format to me, so it’s still viewable, doesn’t have the tools at the top but has a document feel to it.
Now, keep in mind these three views also apply to Sheets and Slides but work a little differently. Preview and Publish looks the same for Slides as far as I can tell. Anyway, that’s why I don’t think there’s necessarily a protocol for when to use each one, but more of a preference. I also gave some examples in the post above of when I think the preview version would come in handy. The Apps Show I referenced also has some addition ideas and give more details on publishing to the web as well.
I hope this help!
Kasey
Thanks so much Kasey, it’s starting to make a little more sense now. I noticed that you can do the same thing with the word “present” in a presentation. Also, that you do not have to be careful to replace it exactly in the URL as you mentioned, you can just put the word “present” or “preview” right after the last backslash in the URL. Also, if you do not own the document, if you receive a link in “Present” or “Preview” mode, or even in publishing mode, if you delete everything after the last backslash and type “edit”, you can get into editing mode to make a copy of the document and to see the slide numbers.
Great, but the frozen rows aren’t frozen anymore. Any way around that problem?
Not that I’m aware of.