Sharing and protecting your file starts with clicking the green Share button or using the File option in the menu bar, then choosing Share.
From the sharing menu, you have two main options. Firstly, you can invite other users or, secondly, create a link to share your spreadsheet.
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To share with specific people or groups, enter their email addresses or group names in the Share with people and groups box.
Leave the checkmark in Notify people if you want to notify the other user(s) about the file-sharing. As a result, they will receive an email from Google telling them you shared the file and providing the link.
There are three levels of access that you can grant –Viewer, Commenter, and Editor. A viewer only has permission to see the spreadsheet but not comment or edit. A commenter can enter comments but not modify the content. Lastly, an editor can comment and edit including changing values and formulas.
All three sharing levels are available for people and groups.
| Viewer | Commenter | Editor | |
|---|---|---|---|
| People | ✔ | ✔ | ✔ |
| Groups | ✔ | ✔ | ✔ |
Sharing with a Link
Sharing with a link creates a URL that leads directly to the file.
In addition, you can change the link’s functionality using the Change option shown in the lower left of the image above. Furthermore, three link-sharing options are available to business users and two on personal accounts.
After choosing the sharing option, you can select the permissions.
Link Sharing Options
Restricted
The first option is Restricted. When you choose Restricted, only people and groups added through the Share with people and groups option discussed above can access the sheet. Accordingly, if you give a restricted link to someone else, they cannot access the file. You can control the permission levels for a restricted user in the Share with people and groups area.
Organization
Second is the option of intercompany sharing. As shown in the image above, the choice of ALS Properties, LLC would your company’s name if you have a business account through Google Workspace. This option would allow anyone at your company access the file.
Anyone with the Link
Thirdly, the Anyone with the link option will allow anonymous users to access the spreadsheet. Use this option carefully, especially if you set the permission level to Editor.
| Viewer | Commenter | Editor | |
|---|---|---|---|
| Restricted | n/a | n/a | n/a |
| Inter-Organization | ✔ | ✔ | ✔ |
| Anyone with the link | ✔ | ✔ | ✔ |
Working with Your Data
Now that you have shared your spreadsheet, this video will help you learn how to manage and protect your spreadsheet if you work with multiple sheets in one file.