> ## Documentation Index
> Fetch the complete documentation index at: https://help.plannotator.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Share a Workspace in Workspaces

> Choose who can open a workspace, copy its collaborative link, and remove access when sharing changes.

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.

## Choose who can access the workspace

Open the workspace and select **Share**. Choose one setting:

| Setting                                    | Result                                                                                                  |
| ------------------------------------------ | ------------------------------------------------------------------------------------------------------- |
| **Only you**                               | Only the owner can open the plain workspace link. Active guest links still work.                        |
| **Anyone with the link can view**          | Anyone with the workspace link can read the workspace.                                                  |
| **Anyone with the link can view and edit** | Anyone with the workspace link can read, comment, and edit without an account.                          |
| **Your organization**                      | The owner and members of the workspace's organization can read and edit. Active guest links still work. |

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.

<Warning>
  **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](/workspaces/sharing/fork-a-document) into the organization.
</Warning>

## Copy the workspace link

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.

## 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](/workspaces/sharing/manage-guest-links) explains how to copy the secret
URL once and revoke it later.

<Note>
  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.
</Note>

## 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](/workspaces/sharing/who-can-access-a-workspace) to compare the ways
people can access the workspace before testing the result in a signed-out
browser.

## 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](/workspaces/sharing/copy-a-raw-link) explains those
limits.

*Reviewed July 20, 2026. Maintained by the Plannotator documentation team.*