Use the little-known trick to force a “copy” of your file before a user opens it. This is a great way to remove any confusion on how to create a copy, or your template accidentally being overwritten!
Summary: Force users to make a copy of your Google Docs, Sheets, or Slides before opening—no more overwritten templates. Just tweak the share link: replace “edit” with “copy.” This ensures each user gets their own version, saved to their Google Drive with default private access.
If you’re a visual learner you can watch this short tutorial on YouTube:
Or, follow the simple steps below and never experience your template being accidentally overwritten again!
Step 1: Open the file you wish to share
The first step is to open the file in Gdrive that you want to share (ie: you cannot do this from the main drive folder).
Step 2: Manage permissions 🔓
Next, you want to make sure your permissions are set to “anyone on the internet with the link can view”.
To do this:
- ‘File’ > ‘Share’ > ‘Share with others’ (or click ‘Share’ at the top right of the page)
- Under ‘General access’ (this will be ‘restricted’ by default)
- Select ‘anyone with the link’
- From the right-hand side drop-down select ‘Viewer’
Step 3: Get the URL 🔗
Either copy the link directly from the URL or click on ‘Share’ > Copy link.
Remove all the contents after the word ‘edit’, and replace them with the word: copy.
Here’s an example:
Replace with the word “copy”
Example: https://docs.google.com/document/d/something/copy
Get the URL
Direct from URL: https://docs.google.com/document/d/something/edit?tab=t.0
Or via share: https://docs.google.com/document/d/something/edit?usp=sharing
Remove everything from “edit” as highlighted above
Example: https://docs.google.com/document/d/something/copy
Step 4: Share the URL 📤
Voilà! It really is that simple! You now have a shareable URL that will automatically require the user to copy before opening.
The copied file will be saved in the user’s own GDrive, and access will be restricted to just that user unless they actively change the share settings.
Mastered the “copy” link trick? Now streamline your entire workflow
Forcing users to make a copy of your template can save time and reduce errors, but it’s just one part of creating a more efficient and organised workflow.
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