File sharing and permissions in Google Sheets - Interactive Code Practice

Practice - 5 Tasks

1fill in blank

easy

Complete the formula to check if a file is shared with anyone.

Google Sheets

=IF(COUNTA([1])>0, "Shared", "Private")

Drag options to blanks, or click blank then click option'

AC2:C10

BA2:A10

CB2:B10

DD2:D10

Attempts:

3 left

💡 Hint

Common Mistakes

Choosing the wrong column range

Using a range with empty cells only

The formula counts entries in the 'Shared With' column (B2:B10). If there are names, the file is shared.

2fill in blank

medium

Complete the formula to count how many files are shared publicly.

Google Sheets

=COUNTIF([1], "Public")

Drag options to blanks, or click blank then click option'

AC2:C20

BD2:D20

CA2:A20

DB2:B20

Attempts:

3 left

💡 Hint

Common Mistakes

Counting wrong column

Using COUNT instead of COUNTIF

The 'Access Level' column (D2:D20) shows if files are 'Public'. COUNTIF counts those.

3fill in blank

hard

Fix the error in the formula to list files shared with '[e-mail]'.

Google Sheets

=FILTER(A2:A20, [1] = "[e-mail]")

Drag options to blanks, or click blank then click option'

AC2:C20

BB2:B20

CD2:D20

DA2:A20

Attempts:

3 left

💡 Hint

Common Mistakes

Using the file name column instead of shared emails

Using wrong range for condition

The 'Shared With' column is C2:C20. FILTER uses it to find files shared with John.

4fill in blank

hard

Fill both blanks to create a formula that counts files shared with 'edit' permission.

Google Sheets

=COUNTIF([1], [2])

Drag options to blanks, or click blank then click option'

AE2:E30

BD2:D30

C"edit"

D"view"

Attempts:

3 left

💡 Hint

Common Mistakes

Using wrong column for permissions

Using wrong text for permission type

Column E (E2:E30) holds permission types. COUNTIF counts cells with "edit" permission.

5fill in blank

hard

Fill all three blanks to create a formula that lists files shared with 'view' permission and owned by 'Alice'.

Google Sheets

=FILTER([1], ([2] = "view") * ([3] = "Alice"))

Drag options to blanks, or click blank then click option'

AA2:A50

BE2:E50

CF2:F50

DB2:B50

Attempts:

3 left

💡 Hint

Common Mistakes

Mixing up columns for permissions and owners

Using OR logic instead of AND

Column A has file names, E has permissions, and F has owners. FILTER returns files with 'view' permission owned by Alice.

Practice

1.

What does the 'Viewer' permission allow someone to do in a shared Google Sheet?

easy

A. They can only see the sheet but cannot make changes.

B. They can edit the sheet and add new data.

C. They can comment but not edit the sheet.

D. They can delete the sheet entirely.

Solution

1. Step 1: Understand Viewer permission

   The Viewer permission allows users to open and see the sheet but not change anything.

2. Step 2: Compare with other permissions

   Editors can change data, Commenters can add comments, but Viewers cannot do either.

3. Final Answer:

   They can only see the sheet but cannot make changes. -> Option A

4. Quick Check:

   Viewer = View only [OK]

Hint: Viewer means view only, no edits allowed [OK]

Common Mistakes:

• Confusing Viewer with Editor permission
• Thinking Viewer can comment
• Assuming Viewer can delete content

2.

Which of these is the correct way to share a Google Sheet with edit permission?

Choose the correct step.

easy

A. Click 'Share', enter email, select 'Editor', then send.

B. Click 'File', then 'Download' to share with edit permission.

C. Click 'Share', enter email, select 'Viewer', then send.

D. Right-click the sheet tab and choose 'Share with edit'.

Solution

1. Step 1: Open Share dialog

   Click the 'Share' button in the top right corner of the Google Sheet.

2. Step 2: Set permission to Editor

   Enter the person's email and choose 'Editor' to allow editing, then send the invite.

3. Final Answer:

   Click 'Share', enter email, select 'Editor', then send. -> Option A

4. Quick Check:

   Share + Editor = Edit access [OK]

Hint: Use 'Share' button and pick Editor for edit rights [OK]

Common Mistakes:

• Selecting Viewer instead of Editor
• Trying to share via File > Download
• Looking for share option in sheet tab menu

3.

You shared a Google Sheet with someone as a 'Commenter'. What can they do?

Choose the correct output of their permissions.

medium

A. They can edit cells and add new data.

B. They can only view and add comments, but not edit cells.

C. They can delete the sheet.

D. They cannot open the sheet at all.

Solution

1. Step 1: Understand Commenter permission

   Commenters can open the sheet, view all data, and add comments but cannot change cell values.

2. Step 2: Compare with other permissions

   Editors can change data, Viewers can only see, Commenters can comment but not edit.

3. Final Answer:

   They can only view and add comments, but not edit cells. -> Option B

4. Quick Check:

   Commenter = View + Comment only [OK]

Hint: Commenter means view plus comment, no edits [OK]

Common Mistakes:

• Thinking Commenter can edit cells
• Confusing Commenter with Viewer
• Assuming Commenter can delete content

4.

You shared a Google Sheet with edit permission but the person says they cannot make changes. What is the likely problem?

medium

A. You must share the sheet via email attachment.

B. They need to refresh the sheet to see edit options.

C. Google Sheets does not allow editing by shared users.

D. You accidentally gave them Viewer permission instead of Editor.

Solution

1. Step 1: Check permission level

   If the person cannot edit, likely they have Viewer or Commenter permission, not Editor.

2. Step 2: Confirm sharing settings

   Verify in the Share dialog that the person is set as Editor to allow changes.

3. Final Answer:

   You accidentally gave them Viewer permission instead of Editor. -> Option D

4. Quick Check:

   Viewer ≠ Edit access [OK]

Hint: Check if permission is Editor, not Viewer [OK]

Common Mistakes:

• Assuming refresh fixes permission issues
• Believing Google Sheets blocks all edits by shared users
• Thinking sharing via email attachment controls permissions

5.

You want to share a Google Sheet with a team but only allow some people to edit and others to only comment. How do you set this up?

Choose the best approach.

hard

A. Share the sheet once, set all to Editor, then ask some not to edit.

B. Download the sheet and email different versions with different permissions.

C. Share the sheet separately with each person, assigning Editor or Commenter permission accordingly.

D. Set the sheet to public and rely on users to self-restrict editing.

Solution

1. Step 1: Understand permission assignment

   Google Sheets allows setting different permissions per person when sharing.

2. Step 2: Share individually with correct permissions

   Share the sheet with each team member's email and assign Editor or Commenter as needed.

3. Step 3: Avoid unsafe sharing methods

   Do not rely on public sharing or asking users to self-restrict; this risks unwanted edits.

4. Final Answer:

   Share the sheet separately with each person, assigning Editor or Commenter permission accordingly. -> Option C

5. Quick Check:

   Individual sharing = correct permission control [OK]

Hint: Share individually with correct Editor or Commenter roles [OK]

Common Mistakes:

• Giving all users Editor permission
• Relying on public sharing for control
• Sending downloaded copies instead of sharing live sheet