Google Sheets basics: share, move and protect Google Sheets

Mastering Google Sheets Collaboration: Sharing, Moving, and Protecting Your Data

This "Back to Basics" guide focuses on collaborative spreadsheet management in Google Sheets. Learn how to efficiently share, organize, and protect your data when working with others.

Sharing Google Sheets

Google Sheets excels at simultaneous collaboration. Forget emailing files back and forth! Sharing is simple:

1. Click the "Share" button in the upper right corner.
2. Enter the email addresses of collaborators.
3. Choose their access level: "Viewer," "Commenter," or "Editor."

Alternatively, generate a shareable link:

1. In the "Share with people and groups" section, change "Restricted" to "Anyone with the link."

By default, link access is "Viewer." To enable editing, either directly share with their email address or adjust link permissions:

Note: Without direct sharing, users must request access to comment or edit.

Advanced sharing options are available via the settings icon (top-right of the sharing window):

Here, you can restrict editor permissions and prevent downloading, printing, or copying for viewers and commenters:

Finally, transfer ownership by accessing the permissions dropdown next to the user's name and selecting "Transfer ownership."

Moving Google Spreadsheets

Google Sheets auto-saves changes. To reorganize your files in Google Drive:

1. Right-click the spreadsheet in Drive and select "Organize > Move."

Or, within the spreadsheet:

1. Click the "Move" icon at the top.

Alternatively, drag-and-drop or use "File > Move."

Protecting Cells and Sheets

Protecting your data is crucial in collaborative environments.

Protecting the Entire Spreadsheet: The simplest method is to restrict access to "Viewer" only.

Locking a Sheet:

1. Right-click the sheet tab and select "Protect sheet."

2. Ensure "Sheet" is selected. Optionally, add a description. To allow editing of specific cells, check "Except certain cells" and specify the ranges.

3. Set permissions via "Set permissions":

   • "Show a warning": Users receive a warning before editing, and you receive email notifications.
   • "Restrict who can edit": Specify individual users allowed to edit.

A padlock icon indicates a protected sheet. Unlocking is done through "Data > Protect sheets and ranges," removing the protection or adjusting settings.

Protecting Multiple Sheets: Use the Sheets Manager add-on (part of Power Tools) for efficient batch protection and unprotection.

Video: How to protect/unprotect multiple Google sheets

Protecting Specific Cells: Select the range, right-click, choose "View more cell actions > Protect range," and set permissions.

Remember to use "Data > Protected sheets and ranges" to manage existing protections. Efficiently manage your Google Sheets collaborations with these techniques!

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