You can download most view-only files in Google Drive the normal way. “View only” just means you can’t edit the file. Open it and click the Download icon at the top of the preview, or choose File > Download in Google Docs, Sheets, or Slides. If there’s no download option, the owner has turned off downloading, printing, and copying for viewers. In that case, the only reliable way to get a copy is to ask the owner to allow downloads or send you the file.
This guide shows how to tell which situation you’re in, how to download when you’re allowed, how to ask for access, and, if you own the file, how to change the setting.
View only vs. download disabled
| What you see | What it means | Can you download? |
|---|---|---|
| A Download icon at the top of the file, or File > Download works | You’re a viewer, but the owner allows downloads | Yes |
| No Download icon, and File > Download, Print, and Make a copy are grayed out or missing | The owner turned off downloading, printing, and copying for viewers | Not without the owner’s permission |
How to download a view-only file (when downloads are allowed)
From the Google Drive preview
- Open the shared link, or find the file in Shared with me in Google Drive.
- Click the Download icon (a down arrow) in the top-right corner of the preview.
- The file saves to your computer’s Downloads folder.
From Google Docs, Sheets, or Slides
- Open the file.
- Click File > Download.
- Choose a format, like Microsoft Word (.docx), PDF document (.pdf), or Microsoft Excel (.xlsx).
Want your own editable copy in Drive instead? Choose File > Make a copy. The copy belongs to you, and you can edit it freely.
From Shared with me
- Go to drive.google.com and click Shared with me.
- Right-click the file or folder and choose Download.
Folders download as a ZIP file. Large folders may be split into several ZIP files.
On a phone
- Open the Google Drive app and tap Shared.
- Tap the three-dot More icon next to the file.
- Tap Download (Android) or Open in > Save to Files (iPhone and iPad).
What to do if downloading is turned off
When the owner restricts downloads, Google hides the download, print, and copy options for viewers and commenters. The best next step is to contact the owner.
- Ask the owner to allow downloads. They can change one setting, shown in the next section, in a few seconds.
- Ask for editor access. Editors can usually download, copy, and print, even when viewers can’t.
- Ask them to send the file directly as an email attachment or as a PDF.
Browser extensions and scripts that promise to “unlock” restricted Drive files often don’t work, can break the file’s formatting, and can put your Google Account at risk. Some ask for broad permissions to read your data. Downloading a file the owner has restricted may also go against their wishes or copyright, so asking is the safer route.
For file owners: how to allow or block downloads
- Open the file or select it in Google Drive, then click Share.
- Click the Settings gear in the top-right corner of the sharing box.
- Under People who can download, copy, and print, check the boxes for the roles you want to allow, such as viewers and commenters. Uncheck them to block downloads.
- Click the back arrow, then Done.
Keep in mind that turning off downloads only removes the buttons inside Google Drive, Docs, Sheets, and Slides. Google notes that it can’t stop people from sharing the content in other ways, such as taking photos of the screen. Don’t share anything truly confidential with people you don’t trust.
Frequently asked questions
Does “view only” mean I can’t download a file?
No. View only means you can’t edit it. You can still download it unless the owner also turned off downloading, printing, and copying.
Why can I download some shared files but not others?
Each owner sets this separately for each file. One person might allow downloads while another blocks them.
Can I print a view-only file?
Yes, if the owner allows it. Downloading and printing are controlled by the same setting.
How do I request access to a Google Drive file?
If you don’t have permission to open the file, click Request access on the page Google shows you. The owner gets an email and can approve it. If you can already view the file, email the owner directly and ask them to allow downloads.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.