How To Give Access To Google Sheets

Last Updated on October 31, 2023 by Jake Sheridan

In this tutorial, you will learn how to give access to google sheets.

Google Sheets is a secure platform for storing information in the cloud, but this security adds a level of complexity when collaborating with other editors or viewers. Simply sharing the URL for the spreadsheet from your browser URL bar is typically not enough to give them access to the spreadsheet, but fortunately it’s quick and easy to give users access to Google Sheets, and control the level of access they have. Keep reading to learn more

Give Access to Individuals

The most common way to give access to Google Sheets is to share the spreadsheet with individual users. Here’s how:

Step 1

Open the spreadsheet you want to share and click the green Share button in the upper-right to open the Sharing dialog

Step 2

In the window that appears, start typing the name or email address of the person you want to give access to in the Add People and Groups field. A list of matches will appear as you type. Click on the person you want to add

Step 3

To the right of the person’s name, select what type of access you want to give them. The options are Viewer, Commenter, or Editor

Step 4

Type a message in the Message field if desired, then hit Send

Step 5

The user will now have the level of access to the spreadsheet that you selected in Step 3 and will receive an email with a link to the spreadsheet informing them of this

Step 6

If you need to change a user’s access level later, return to the Sharing dialog and, locate the user in the list of people and choose a different option from the dropdown beside their name

Step 7

Hit Save to finalize the change

Create a Sharable Link

Instead of sharing the spreadsheet with individual users, you can also create a link which allows anyone with the link to access the spreadsheet. This can be useful when you don’t know all the email addresses of the people you want to share the file with, but is not as secure as the first method since the link might be accidentally shared with someone who shouldn’t have access. Here’s how to create a sharable link:

Step 1

Open the Sharing dialog for the spreadsheet you want to share. The bottom section of the dialog is for generating a sharable link. Click the blue text that says Change to Anyone With the Link

Step 2

Select the access level from the dropdown

Step 3

Then click Copy Link to copy the shareable link to your clipboard, then click Done to close the dialog

Step 4

You can now share this link however you want. For example, you can paste it into an email or share it in a blog post. Everyone who clicks the link will have the level of access selected in Step 2