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Only the workspace owner can change its sharing setting. The setting applies to the whole workspace and every document in it. Copy link copies the workspace link for the collaborative app, not a raw file link. Signed-in people who can view or edit the workspace but do not own it see Copy link instead of Share. It copies the workspace link. Signed-out guests see Share link, then Copy link, which copies the current document page link. Neither control changes access.

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Choose who can access the workspace

Open the workspace and select Share. Choose one setting: When Workspaces reports an organization as expired, its workspaces become read-only. Existing workspace and guest links still allow reading, but Workspaces blocks edits and comment changes. The owner can still copy links and revoke guest links, but cannot change the workspace setting. Select Save. Workspaces closes the dialog and confirms the new setting.
Your organization works only when the workspace already belongs to an organization. The browser can show this choice for a personal workspace, but Workspaces rejects the change. Choose Anyone with the link can view or Anyone with the link can view and edit, or fork a document into the organization.
After saving the setting:
  1. Select Share again.
  2. Select Copy link.
  3. Send the copied link to the intended recipients.
The workspace link opens the workspace in the app. The recipient can then select a document. It does not open the document the owner was viewing when they copied it. For Anyone with the link can view and edit, a signed-out recipient can select a Markdown document at its latest version, then select Edit. Workspaces does not show Edit for HTML documents or an older version. The plain workspace link grants no access by itself. Access comes from the current sharing setting, ownership, organization membership, or a guest link that includes ?share=. For Your organization, the recipient must sign in as a current member. If Workspaces shows Couldn’t copy the link., select the workspace URL shown beside Copy link in the Share dialog and copy it manually. That URL is the workspace app link and does not include a secret ?share= value.

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Give one person guest access

Use a guest link when you want to share a private or organization workspace without changing its visibility for everyone. An edit guest link lets its recipient read, comment, and edit. A view guest link grants read access. Create and revoke guest links explains how to copy the secret URL once and revoke it later.
A recipient who entered through a guest link should not use the page’s copy control to share access with someone else. Guests select Share link, then Copy link. This copies the current document page link without the secret ?share= value. For signed-in non-owners, Copy link copies the workspace link without that secret. Send the complete guest link that the owner created.

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Reduce or remove access

People can have access in more than one way. Changing one does not remove the others.
  1. Open Share, choose the narrower setting, and select Save.
  2. Open Workspace actions, then Workspace settings.
  3. Under Share links, revoke each guest link that should stop working.
  4. If the workspace belongs to an organization, review its current members.
  5. Remember that version-pinned raw links remain separate credentials.
Changing the setting to Only you does not revoke guest links. Revoking one guest link does not remove access from another guest link, organization membership, ownership, or a version-pinned raw URL. Use Who can view or edit a workspace to compare the ways people can access the workspace before testing the result in a signed-out browser.

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Copy file bytes instead

Select Copy raw link only when a tool or person needs the saved bytes of the workspace’s primary document. Raw links have different access and version rules. Copy a raw link explains those limits. Reviewed July 20, 2026. Maintained by the Plannotator documentation team.
Last modified on July 24, 2026