- You can grant users access to your Google Sheets spreadsheet on three different levels — as viewers, commenters, or editors.
- You can either invite specific users to access your spreadsheet or let anyone with the link access it.
- Permissions and access to your Google Sheets spreadsheet can always be revoked, or modified.
Google Sheets Sharing Settings: Explained
There are three levels of sharing permissions in Google Sheets:
- Can view : With this setting, the collaborators can only view the data in your spreadsheet. They cannot edit anything.
- Can comment : This setting allows the collaborators to view the data and post text comments. However, they cannot make any changes to the actual data.
- Can edit: The collaborators can edit the data inside the spreadsheet. They can add, remove, or modify cells, formulas, etc.
You can only invite specific users to access the document, or let anyone with the link do so. Let’s begin with the former.
How to Provide Access by Specific Users Only
On Web
Step 1: Click on the Share button at the top right corner of your spreadsheet. Then, enter the email address of the person you want to provide access to.
Step 2: Click on the drop-down menu next to the name, and choose the type of access. Tap on Send.
The user will receive a link to access the document on their email address.
To change or revoke access – click on Share at the top right corner of your spreadsheet, and click on the drop-down menu next to the user with access. You can change the type of access, revoke the access, or transfer the ownership of the document to them.
Additionally, you can click on the settings (gear) icon at the top right corner of the share window, and modify certain settings for editors, viewers, or commenters of the document.
Tip: You can always use the Copy link button to quickly let the invited user access the document.
On iPhone/Android
Click on the share icon, and enter the email address of the person you want to provide access to. Then, tap on the drop-down menu below the name, and choose the type of access.
To revoke or modify access — tap on the three-dots menu icon in the share screen, and tap on Manage Access. Tap on the user , and select how you want to modify the permissions or remove them from accessing the sheet.
How to Provide Access for Anyone With a Link
On Web
Step 1: Click on the Share button at the top right corner of your spreadsheet.
Step 2: Tap on Restricted , and change it to Anyone with the link. Click on the drop-down menu next to it, and select the permissions . You can then Copy the link to the document and share it with users.
Additionally, you can click on the settings (gear) icon at the top right corner of the share window, and modify certain settings for editors, viewers, or commenters of the document.
You can always use the share menu to change the permission settings or make it restricted once again.
On iPhone/Android
Tap on the Share icon at the top of your spreadsheet, and then tap on the three-dots icon and select Manage Access. Tap on Restricted , and change it to Anyone with the link.
Tap on the drop-down menu next to Viewer and modify the access. Then, you can use the copy link icon at the top right and share the document with users.
