How to Share a Google Sheet (and Set the Right Permissions)
- Peter J.
- Jul 3
- 5 min read
To share a Google Sheet, click the green Share button in the top-right corner of your sheet. Enter the email address of the person you want to share with, choose their permission level (Viewer, Commenter, or Editor), and click Send. They’ll get an email with a link to the sheet.
Sharing is one of the things Google Sheets does better than Excel; people can work in the same spreadsheet at the same time, see each other’s changes in real time, and leave comments. This guide covers every sharing option so you pick the right one for your situation.
Before You Share
You need a Google account to share a Google Sheet, and the sheet must be saved to Google Drive (it is by default). If you’re working on a sheet that was emailed to you as a .xlsx attachment, you’ll need to upload it to Google Drive first; then you can share it as a Google Sheet.
How to Share a Google Sheet with Specific People
Step 1: Click the Share Button
Click the green Share button in the top-right corner of your spreadsheet. A sharing dialog box opens.
Step 2: Add Email Addresses
In the box that says “Add people and groups,” type the email address of the person you want to share with. You can add multiple email addresses, separated by commas.
If the person is already in your Google Contacts, their name may appear as a suggestion as you type.
Step 3: Set Their Permission Level
To the right of the email field, there’s a dropdown showing Editor. Click it to change the permission:
Permission | What they can do |
Viewer | See the spreadsheet but cannot make any changes or leave comments. |
Commenter | See the spreadsheet and leave comments, but cannot edit cells. |
Editor | Full access: view, edit, add formulas, delete rows, change formatting. |
Choose based on your situation:
Viewer: Send reports or read-only data.
Commenter: Let someone give feedback without touching the data.
Editor: Collaborate with a colleague who will also work on the data.
⚠️ Watch out: Anyone with Editor access can also delete rows, overwrite formulas, and change the entire structure of your sheet. Only give Editor access to people you trust with the data.
Step 4: Add a Message (Optional)
There’s a text field where you can include a note in the email notification. Use this to explain what you’re sharing and what you’d like the person to do.
Step 5: Click Send
Click Send. Google emails the recipient with a link to the sheet. They’ll also be able to find it in their Google Drive under “Shared with me.”
How to Share via Link (Without Using Email)
Sometimes you want to share a link rather than email specific people; for example, in a Slack message, a team newsletter, or a company intranet.
Step 1: Open the Share Dialog
Click the Share button.
Step 2: Change the Link Sharing Setting
At the bottom of the Share dialog, you’ll see General access. By default it says “Restricted”; only the people you’ve specifically shared with can open the link.
Click the dropdown next to “Restricted” to change it:
Option | What it means |
Restricted | Only people explicitly added can access it. |
Anyone with the link | Anyone who has the link can open it (depending on the permission you set). |
Step 3: Set the Link Permission
Once you choose “Anyone with the link,” a second dropdown appears on the right. Set it to Viewer, Commenter, or Editor; same options as before.
⚠️ Watch out: “Anyone with the link; Editor” means any person who gets hold of that link can edit your spreadsheet, even if you don’t know them. For sensitive data, always use “Restricted” and share only with specific email addresses.
Step 4: Copy and Share the Link
Click Copy link, then paste it wherever you need it.
How to See Who Has Access to Your Sheet
To see the current list of people who can access your sheet, click the Share button. The dialog shows everyone who has been granted access, along with their permission level.
You can change a person’s permission by clicking the dropdown next to their name. You can remove someone’s access by clicking the X next to their name, or by changing their role to “Remove access.”
How to Stop Sharing (Revoke Access)
If you need to remove someone’s access:
Click the Share button.
Find the person’s name in the list.
Click the dropdown next to their role.
Choose Remove access.
Click Save.
They’ll no longer be able to open the sheet. The link in their email will stop working.
Protecting Specific Cells or Sheets from Editors
Sometimes you want to share a sheet as an Editor but protect certain cells from being changed; for example, you’ve built formulas you don’t want overwritten.
Select the cells you want to protect.
Right-click and choose Protect range (or go to Data > Protect sheets and ranges).
A panel opens on the right. Click Set permissions.
Choose who can edit the protected range. You can restrict it to only you, or to a specific list of people.
Click Done.
Now, even people with Editor access cannot edit those specific cells. They’ll see a warning if they try.
How Real-Time Collaboration Works
When multiple people are in a sheet at the same time, you’ll see colored cursors showing where each person is. Each person gets a different color. Their name appears in a small label above their cursor.
Changes appear on everyone’s screen within seconds. There’s no need to refresh or sync manually.
💡 Tip: If you’re working on the same area as someone else, communicate via the comment feature (Insert > Comment) or an external chat tool to avoid overwriting each other’s work.
Common Sharing Mistakes
Giving Editor access when Viewer would do. When in doubt, share as Viewer first. The recipient can ask for more access if they need it.
Using “Anyone with the link; Editor” for sensitive files. If that link gets forwarded or posted somewhere publicly, anyone can edit your data.
Not checking the current sharing list before sending confidential data. Old sharing permissions can linger. Always open the Share dialog and review who has access before adding sensitive content to a sheet.
Sharing the wrong file. When you copy a link, double-check it opens the correct sheet before sending it.
Frequently Asked Questions
Can I share a Google Sheet with someone who doesn’t have a Google account?
You can share it with “Anyone with the link” and set the permission to Viewer. They can open and view the sheet in a browser without a Google account. However, they cannot edit or comment without signing in.
What happens to the sheet if I delete my Google account?
The sheet belongs to your Google Drive. If you delete your account, the sheet is deleted too. Before deleting an account, transfer ownership of important sheets to someone else by going to the Share dialog and changing their role to “Owner.”
Can I track changes or see what someone edited?
Yes. Go to File > Version history > See version history. This shows a timeline of changes with the name of who made each edit. You can restore any previous version if needed.
Can I prevent people from downloading or printing my sheet?
Yes. In the Share dialog, click the settings gear icon (top-right corner of the dialog). Check “Prevent editors from changing access and adding new people” and “Disable options to download, print, and copy for Viewers and Commenters.”
Wrapping Up
Sharing a Google Sheet takes 30 seconds; click Share, add an email, choose a permission, send. The key decision is which permission level to use: Viewer for read-only, Commenter for feedback, Editor for collaboration.
Here are some good next steps:
Not familiar with Google Sheets yet? Start with our Google Sheets for Beginners guide for a full overview
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