Collaborating on Google Sheets is incredibly simple, which is why it has become one of the most widely used tools by businesses and individuals. Not only can you share the spreadsheet, but you can also assign specific permissions to individuals, giving you control over a team member’s contribution to a spreadsheet.
This article aims to explain the levels of permissions in Google Sheets and how you can give someone access to your Google spreadsheet. Keep reading to find out more.
Google Sheets Permission Levels
There are essentially four levels of permissions in Google Sheets. Each level comes with various benefits and varying levels of access. Here they are:
Owner
This is the default permission level for the person who created the file. This permission allows you to do anything you want with the file, including viewing, editing, adding, deleting data and comments, and more. Only one person can have this permission, but you can transfer it to someone else. The Share menu should indicate Owner next to your name if you created the file.
Editor
This permission allows you to edit, add, and delete data in the spreadsheet. You can also add comments and respond to them. This permission can be granted to other individuals. While it is not as powerful as the Owner permission, it comes closest. You can grant this permission by accessing the Share menu.
Commenter
This permission is much less powerful than the Editor permission as it only allows you to view the spreadsheet and add comments. It also allows you to reply to comments left by others. This is particularly useful when you want someone to analyze the data in the spreadsheet without making any changes to it.
Viewer
This is the lowest permission level in Google Sheets, and it only allows a user to view the spreadsheet. They cannot edit or share the file, and they cannot add comments to it. However, users can request permission from the author to Edit or Comment. This is often handy when you want to show your spreadsheet to people outside of your team.
Viewing is also the default setting for sharing, so you will need to change the Google Sheets permissions settings for each sheet even if you are only sharing a single sheet.
How to Give Access to a Google Spreadsheet
Granting permissions in Google Sheets is simple and can be done in a few steps. Here are the steps to modify the permissions of a spreadsheet:
- Click the Share button at the top right of the spreadsheet page.
- Enter the email address of the person you want to share your spreadsheet with.
- To the right of the text box, select the permission from the list.
- You can also write a short optional message below the email input box.
- Click Send to grant the specified permission to the recipient and send them an email.
How to Protect Cells from Edits
You can protect the entire sheet or just a range of cells from edits. This is also known as cell locking. Follow these steps to protect sheets and cell ranges from edits:
- Click Data in the top bar.
- In the dropdown menu, click Protect sheets and ranges.
- Click Set permissions in the window that appears on the right.
- Here, write an optional description and specify the range of cells below.
- Click Set Permissions to finalize the settings.
Advanced Sharing Options
You can also access advanced settings and adjust what you want to allow others to do with the spreadsheet. To do this, click the gear-shaped icon in the Share menu next to Share with people and groups. Here, you will see two options with checkboxes next to them.
You can modify the ability for editors to modify permissions and share the spreadsheet. You can also prevent commenters and viewers from downloading, printing, or making a copy of the Google spreadsheet.
How to Modify or Remove Permissions on Google Sheets
Often, you may only need to grant temporary permissions to someone to make edits. Then, you may want to give them a lower-level permission or even remove them completely to prevent them from accessing the spreadsheet in any way. This can also be done through the Share with people and groups menu.
You will be able to see the people you have shared the spreadsheet with. Simply click the button with the permission next to their name and select the new permission from the dropdown menu.
You can also give someone else ownership of the spreadsheet in this menu. Be cautious with this setting as it can give someone complete control over the spreadsheet and its permissions, even removing your access.
How to Give Access to Google Sheets to Non-Google Users
Often, we want to share our work with someone who does not use Google services. We can generate a link that allows them to access the same features but with a much simpler setup process. To do this, go to the sharing permissions tab of the Google Sheet. Under the Get Link tab, click Copy Link next to the link or modify the permission level.
When you first click the link, the access level will be Restricted, which means only added people can open the link. Change this to Anyone with the link to allow people who don’t use Google services to access the spreadsheet. From there, you can also modify the permission level of the link.
How to Allow Others to Edit Google Sheets – FAQ
Can someone edit a Google spreadsheet?
By default, only the owner can edit a spreadsheet. However, you can modify the Google Sheets permission settings to allow others to add, delete, and edit the data within the spreadsheet.
How can I restrict access to Google Sheets?
You can restrict access by accessing the Share with people and groups menu. You can see the list of people you have shared your spreadsheet with, and you can modify the Google Sheets edit permissions by clicking the Permission option next to their name.
How can I modify sharing permissions in Google Sheets?
You can modify sharing permissions by accessing the Share with people and groups menu and adding the email address of the person you want to share the spreadsheet with. You can also set the permissions at that location. Finally, you can click Send to send an email and allow access.
What can an editor do in Google Sheets?
The Editor permission allows you to add, delete, and modify the contents of the spreadsheet. This permission also allows you to add and respond to comments, and you can also share the spreadsheet with others.
Final Thoughts on Modifying Google Sheets Permissions
Sharing Google Sheets permissions is one of the most powerful ways to collaborate with others, and learning how to do it correctly can save you a lot of trouble in the future. We hope this article has helped you understand the permission levels in Google Sheets and how you can give someone access.
To learn more about Google Sheets and other helpful tools, visit Crawlan.com for more tips and insights.
Remember, sharing is caring, and with the right permissions, you can achieve great things together!
