Google Chat is quickly becoming the go-to messaging platform, replacing Google Hangouts for many of us. It’s part of Google Workspace, but you can also use it free with any Gmail account. It lets you message, share stuff, and work together with contacts. This means you can chat, share files, and hold meetings, all from one spot.
If you’re still on Hangouts, Google will be migrating everything over to Chat. And unlike Hangouts, where you could only share photos, Google Chat lets you send all sorts of files: documents, spreadsheets, presentations, videos, you name it. Let’s walk through how to send files using Google Chat.
How to Share Files
Google Chat allows you to share files with individuals, groups, and chat rooms. You can send photos, spreadsheets, text files, presentation slides, videos, and audio files with ease. You can share files stored on Google Drive, or directly from your computer, mobile, or tablet. Keep in mind that there’s a 200 MB size limit.
You can also share files in a group or chat room, which allows for real-time team collaboration.
To get started, either go to chat.google.com in your web browser or open the Google Chat app. Choose the contact or group you want to share with.
Method 1: Sharing Files Directly From Your Device
This is the most direct method to share files.
- Click the ‘Upload file’ button, it’s the paperclip icon in the bottom right of the message box.
- Navigate to the file you wish to share using the file browser, then select the file and click ‘Open’.
- You’ll see a preview of the file appear in your message. To send it, click the blue ‘Send Message’ arrow.
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The file will now be sent, and you will see a small preview in the chat.
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If you hover over your message, you can add a reaction, or forward the message, including the attachment, to your email.
Method 2: Sharing Files From Google Drive
This approach is ideal for larger or frequently accessed documents.
- Click the ‘Add Google Drive file’ button, it’s the Google Drive icon located at the bottom right of the text box.
- Search through your Google Drive, select the file you’d like to share, and click ‘Select’.
- To send it, click the blue ‘Send Message’ arrow.
- When you send a file from Google Drive, you’ll be asked to set permissions for those receiving the file. If you’re sharing with one person, you’ll see a prompt like this:
- If you’re sharing in a group or chat room, you’ll get a similar prompt like this:
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You can use the dropdown menu to set different permission levels:
- View: Recipients can only see the file.
- Comment: Recipients can add comments to the file.
- Edit: Recipients can fully view and edit the file.
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Click ‘SEND’ to share the file. If you share a file in a chatroom, every present and future member will be able to access the file with the assigned permissions. If someone leaves the room, they will lose access to the file.
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There is also a ‘Turn link sharing on’ option, which, if selected will allow anyone who has a link to the file to only be able to view and comment on it.
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Sometimes you want to share a sensitive file, but not give everyone access. If you select the “Don’t give access option”, and send the file, it will be received by everyone, but won’t be accessible without permissions.
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If someone receives a file they don’t have access to, they’ll see an error. They can click ‘Request access’ to send an email to the owner.
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The owner receives an email from the user, who is requesting access. You can then select a permission type from the drop-down, and click “Share” to grant them access.
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You will receive confirmation that you’ve shared a file. If you don’t wish to grant permission, just ignore the request.
Important: Remember, if you share a file from your local computer, anyone receiving it will have full access to it. The access controls discussed above are only for files shared from Google Drive.
You can also paste a direct link to a Google Drive file into Chat, but those who click it will only be able to view the file, not comment or edit.
Troubleshooting File Sharing
Sometimes, you might not be able to share files, getting an upload error. This could be due to a bad or absent internet connection. Check your connection and try again.
Another reason you may not be able to share files is that Google Chat blocks certain file types to prevent malicious software sharing. Here is the full list of file types that are blocked:
ADE, ADP, APK, BAT, BZ2, CAB, CHM, CMD, COM, CPL, DLL, DMG, GZ, EXE, HTA, INS, ISP, JAR, JS, JSE, LIB, LNK, MDE, MSC, MSI, MSP, MST, NSH, PIF, SCR, SCT, SHB, SYS, TGZ, VB, VBE, VBS, VXD, WSC, WSF, and WSH.
Google Chat also blocks certain Microsoft Office files that might contain Macro malware as well as password-protected archives with another archive inside.
If you try to share a blocked file, you’ll get an ‘Upload failed’ error.