How To Share Google Sheets

Google Sheets is a free-of-charge service offered by Google. It replaces spreadsheet programs such as the popular Excel. One thing that makes Google Sheets special and superior in the eyes of many to its Microsoft counterpart is the fact that it is online. It needs no installation on your computer but most importantly, it is very convenient to share with others online without needing to upload the sheet from your computer to an online cloud. Moreover, sharing Google sheets is a simple process.

If you are working on a sheet that you want to share with your colleagues, there are two ways to share it.

Share via Email Invitation:

  1. Login in to your Google account using your Gmail address and password.
  2. Go to https://docs.google.com/spreadsheets/
  3. Select the sheet you want to share.
  4. Next to your avatar on the top right corner of the page, you will find the share button. Click on it.
  5. Enter the email addresses of the people you want to share the sheet with.
  6. Next to each email you write, you will have the option to decide on the permissions you want to give to that person. Choose whether you want them to be a viewer, commenter, or an editor. Keep in mind the following:
  • A viewer can only view the sheet without being able to do anything else.
  • A commenter can add comments to the sheet.
  • An editor gets permission to edit your sheet in the same way you personally can. It is a great option if it is a collaborative project and you want to work with others on the same sheet.
  1. On the top left corner of the window, you can find a gear icon that lets you control the sharing settings. Click on it to control which permissions viewers and editors have. You can give editors the right to share the file and change permissions as well as give the viewers and commenters the option to download, print, and copy your sheet.

  2. Once you choose the permission you are giving the people you are sharing the document with, you can choose to let google notify them with a message that you write yourself. Click on “Notify people” and write your message below it.
  3. When you are done, click send and now your file is shared with the people you’ve selected.

Share via a Link:

If you have the emails for everyone you want to share your sheet with, the above method is the one you should go for. However, sometimes you don’t have the email of the person you want to share it with and it is easier to just send them a link. This could be a shortcut as the person won’t have to open their email just to get the invitation.

To share the sheet link, follow the above steps until you click the share button and then complete the following steps.

  1. Once you’ve logged in and clicked on the ‘Share’ button, go to the box below the email addresses and click on ‘Get link’
  2. Below it, click on ‘Restricted’ and you will open a drop-down menu. Choose ‘Anyone with the link’
  3. Next, you can choose the permissions given to the person with the link. Choose from the drop-down menu on the right whether anyone on the internet with this link can view, comment, or edit your sheet.
  4. Once you do, click on ‘copy link’ and send it to whoever you mean to share this sheet with.

When using this method, be aware that if the person you sent the link to shares this link with others, they will also be able to view/comment/edit the file, so use this method when you either trust the person or don’t care if a stranger had access to your Google sheet.