As a child of the '90s, I have fond memories of "Don't Copy That Floppy," the Software Publishers Association's attempt to use rap to convince kids that copyright law was cool. Nowadays, it's not only impossible to explain to kids what a "floppy" was, but it's becoming equally impossible to get people to do the opposite of what the video demanded: copy my files.
Please, I am begging you: copy my files.
When you share a file in Google Drive—be it a Sheet, Doc, Slide, or otherwise—you can choose whether you want someone (or a group of someones) to have "Viewer," "Commenter," or "Editor" permissions.
If they only have Viewer or Commenter permissions, they won't be able to edit the file. To edit it, they'll need to make their own copy by going to File > Make a copy.
But what if you want to let people skip that step? Or you want to avoid having people ask you for edit permission—which you won't give them because you don't want them to edit your file? What you want to do is essentially force people to copy your Google Doc.
Turns out, you can do that with a little-known feature from Google, which I'm now adding to every document I share until the end of time. This is maybe the most underrated and straightforward tip I've ever written about, so I'm going to put it in a large heading with some emoji to make sure you get your money's worth:
🎉 Change "/edit" to "/copy" 🎉
When you select Share and copy the link that Google gives you, the URL will end in
/edit. For example, here's a spreadsheet from a recent article I wrote.
When you click that, you'll be taken to the spreadsheet itself, and can copy it from the File menu. But if you change
/copy, you get this:
When someone opens that second version, the one that ends in
/copy, they'll see this:
The recipient only has the option to copy.
No more panicking about whether you accidentally gave someone Editor permissions, or having to explain to coworkers, "It's a template! Stop making changes!", or saving "Go to File > Make a copy" as a snippet in your text expander because you type it eight thousand times a day.
Now it's all right there, and it's beautiful.
Automate the process
If you have a Zap (our word for an automated workflow) with a Google Drive step, you can automatically change the link it provides by adding a Formatter action with the "Replace" transform function.
The action's output can then be sent via email, SMS, or direct message, and the link will take the recipients to the hassle-free "Make a copy" page.
Zapier lets you automatically send information from one app to another, helping you reduce manual tasks. Learn more about how Zapier works.
Want to remove the human element entirely, and let automation do all the copying for you? We can help with that, too!
In the words of MC Double Def DP himself: See ya, I'm out of here.