Key Takeaways
Choosing the right role matters
An Editor on a Google Drive folder can open, change, move, and remove files, while a Commenter can only read and comment and a Viewer can only read.
Ownership is still the safety net
When a folder owner gives someone Editor access, that person can send items to the trash inside the shared space, but the owner can still restore those files.
Simple habits make sharing safer
Checking who really needs to edit, using comment-only access for feedback, and avoiding open “anyone with the link” sharing help protect work and personal data.
Story & Details
A moment before tapping “Share”
A worker holds a phone and looks at a Google Drive folder filled with documents, forms, and ideas. The plan is to share the whole folder with a colleague. One field shows an email address already filled in. A small box offers to send a notification and a short message. At the bottom, a menu shows three simple words: Editor, Commenter, Viewer.
The question behind that screen is very human and very clear: “If Editor is selected, can this person delete everything?”
In December 2025, this question is common. Remote work is part of daily life. A folder might start on a laptop in the Netherlands (Europe) and later be opened again on a phone in Portugal (Europe). The service is the same. The fear of pressing the wrong option is the same too.
What an Editor can actually do
On a folder in Google Drive, the Editor role is strong. An Editor can open files, change text, fill in sheets, rename items, move them to other places, and remove them from the folder or send them to the trash. An Editor can also add new files and subfolders and help keep the structure tidy or, in some cases, messy.
The important detail is ownership. When the folder belongs to one person, that owner keeps the final power. If an Editor sends a file to the trash, the owner can still find it and restore it. The Editor cannot quietly erase the owner’s work forever. The risk is real, but not absolute.
Because of this, Editor is a role for people who are trusted to act with care, to clean up only what should be cleaned up, and to keep the shared space useful for everyone.
Commenter and Viewer: safer doors to the same folder
Sometimes the goal is not full teamwork on every file. Sometimes the goal is feedback, or simple access for reading. In those cases, the Commenter and Viewer roles are better tools.
A Commenter can open the files in the folder, read them, and leave remarks in the margin or in suggestion mode. A Commenter cannot rewrite the real text, cannot move or delete items, and cannot upload new files into the folder. This role is ideal for a manager who needs to review work, or a partner who should give clear comments without changing anything by mistake.
A Viewer has the lightest touch. A Viewer can open the folder, browse the content, and read the files. There is no direct way to comment, no way to change text, and no way to move or remove anything. This role fits people who simply need information: for example, someone who only needs to read a recent report or check a timetable.
The quiet power of the share message
Before pressing the final Share button, one more choice appears. A small checkbox controls whether the other person receives an email notification. Under it, a short message field lets the owner explain what this folder is for, which files matter most, or what kind of help is needed.
A clear, friendly sentence there can prevent confusion. It can tell someone that they have Commenter access on purpose, or that they are Editors because they must help keep the structure in order. This short message sets expectations before anyone opens a single document.
A short Dutch language detour
For people who work in the Netherlands (Europe), the same ideas often appear in another language on the screen. Three simple Dutch words carry a lot of meaning:
- delen
- map
- bewerken
In daily use, delen is the verb for sharing something. Map is the word for a folder on a computer. Bewerken is the verb for editing or changing a file. When these words appear together in a menu, they act as a reminder of what is going on: a person is sharing a folder and choosing how far others can go when they edit.
This small vocabulary can help keep a cool head. Seeing bewerken next to a colleague’s name is a gentle signal that this person can change things. Seeing only bekijken, or “view”, would show that a file is safe from unwanted edits.
Why “anyone with the link” can be a hidden risk
Another choice hides behind a tiny arrow in the sharing panel: the option to change access from restricted to anyone with the link. It looks useful and quick. One click and the folder opens to a wider world.
However, history shows that this option can be dangerous. When files or folders stay open to anyone with the link for months or years, private data can spread very far. In one public case, a misconfigured Drive setup left personal information exposed for a long time and affected nearly a million people before the problem came to light. [3]
For simple personal work, link sharing may still be convenient. For anything that includes personal details, financial data, or internal company files, a tighter setting is safer. Sharing directly with named people, and giving them only the access level they actually need, is a calmer way to work.
Simple rules for daily sharing
The daily routine can be simple. For people who must help write and organise, Editor makes sense. For people whose main task is to read and respond, Commenter is usually enough. For people who only need to see, Viewer is the cleanest choice.
Over time, these roles start to feel natural. Sharing a folder becomes a little like handing over keys. One key opens every door. One key lets someone walk through the building but not move the furniture. One key only opens the front door to look inside.
As long as ownership stays clear and link sharing stays under control, Google Drive can support calm, safe teamwork across homes, offices, and even borders.
Conclusions
Sharing a whole folder in Google Drive can feel risky at first, especially when the Editor role seems to put everything in someone else’s hands. In reality, the system still protects the owner, who can restore files from the trash and decide who keeps access over time.
The real art lies in choosing roles with care. Editor is a strong form of trust. Commenter is a softer way to invite help without giving away control. Viewer keeps people informed without letting them change anything.
With a little attention to these three roles, and a cautious approach to open link sharing, people can work together from the Netherlands (Europe) to Portugal (Europe) and beyond while keeping their folders organised, their documents safe, and their minds at ease.
Selected References
[1] Google Drive Help – “Share folders in Google Drive – Computer”. Google.
https://support.google.com/drive/answer/7166529
[2] Information and Technology Services – “Best Practices for Sharing in Google Drive”. University of Michigan (United States, North America).
https://documentation.its.umich.edu/google-drive-sharing
[3] Valence Security – “The Danger of Sharing Files with ‘Anyone with the Link’”.
https://www.valencesecurity.com/resources/blogs/the-danger-of-sharing-files-with-anyone-with-the-link-examining-a-risky-google-drive-misconfiguration
[4] “Introduction to Google Drive – WFU v1.3”. Wake Forest University (United States, North America) – YouTube video.
https://www.youtube.com/watch?v=4rxwWH9RoeM
Appendix
Bewerken
A Dutch verb used on many computer screens that means to edit or change the content of a file.
Commenter
A Google Drive role that allows a person to open shared files, read them, and add comments or suggestions without changing the main text or moving or deleting any items.
Delen
A Dutch verb that means to share, often seen on buttons or menus when a user is about to share a file or folder with other people.
Editor
A Google Drive role that lets a person open, change, move, and remove files in a shared folder, while the original owner still keeps the power to restore deleted items and manage long-term access.
Folder
A container in Google Drive that holds files and other folders, used to organise documents, images, and other digital items into clear groups.
Google Drive
An online storage and collaboration service from Google that lets people keep files in the cloud, open them from different devices, and share them with others using roles such as Editor, Commenter, and Viewer.
Link sharing
A way of giving access to Google Drive content through a web link, which can be limited to specific people or opened more widely, depending on the chosen settings.
Map
A Dutch word for a digital folder that stores files, similar to a folder icon on a computer desktop or in a file explorer.
Sharing settings
The group of options in Google Drive that control who can open a file or folder and what they can do with it, including roles like Editor, Commenter, and Viewer and link access choices.
Viewer
A Google Drive role that lets a person open and read files in a shared folder without making comments, edits, or changes to the structure of the folder.