File sharing and permissions in Google Sheets - Step-by-Step Guide

Introduction

File sharing in Google Sheets lets you give others access to your spreadsheet. You can control who can view, comment, or edit the file. This helps you work together safely and easily.

When you want to let a teammate edit a budget spreadsheet with you

When you need to share a report with your manager but prevent changes

When you want to collect feedback by allowing comments only

When you want to share a spreadsheet link with anyone on the internet

When you want to stop sharing a file after a project ends

Steps

Step 1: Click

- Share button at the top right corner of the Google Sheets window

The 'Share with people and groups' dialog box opens

💡 Look for the blue button labeled 'Share'

Step 2: Type

- Add people and groups field in the sharing dialog

You enter the email addresses of people you want to share with

💡 Separate multiple emails with commas or spaces

Step 3: Click

- Dropdown menu next to each email address

You see options: Viewer, Commenter, Editor

💡 Choose the right permission based on what they should do

Step 4: Click

- Send button in the sharing dialog

Invitations are sent and the people get access

💡 You can add a message before sending if you want

Step 5: Click

- Change link to 'Anyone with the link' option below the email field

You can set link sharing permissions: Viewer, Commenter, Editor

💡 Use this to share with people without adding emails

Step 6: Click

- Done button to close the sharing dialog

Sharing settings are saved and dialog closes

Before vs After

Before

Spreadsheet is private and only accessible by the owner

After

Spreadsheet is shared with specific people or anyone with the link with set permissions

Settings Reference

Permission level

📍 Dropdown next to each email or link sharing option in the Share dialog

Controls what others can do with the file

Default: Viewer

Link sharing

📍 Bottom section of the Share dialog under 'Get link'

Controls who can access the file via a link

Default: Restricted

Notify people

📍 Checkbox in the Share dialog before sending invitations

Sends an email notification to people you share with

Default: Checked

Common Mistakes

Sharing the file without setting the correct permission level

People may get more or less access than intended, causing errors or data loss

Always check and choose Viewer, Commenter, or Editor based on what they need

Leaving link sharing set to 'Anyone with the link' without restrictions

Anyone who gets the link can access the file, risking privacy

Use 'Restricted' unless you want broad access, and share links carefully

Not clicking 'Send' after adding people

Invitations are not sent, so people do not get access

Always click 'Send' to confirm sharing

Summary

File sharing lets you control who can see or edit your Google Sheets file.

You can share with specific people or anyone with a link.

Always choose the right permission level to keep your data safe.