Google Sheets makes collaboration easy with features to share, download, and email spreadsheets. Whether you’re working on a group project, sending a snapshot of data, or sharing editing access, Sheets has the tools you need. Here’s how to use these features effectively.
Sharing a spreadsheet
One of the best things about using Sheets is the ability to share a spreadsheet with others to then work on the same document.
To share your spreadsheet, click the Share button in the top-right corner of the screen. This opens the Share dialogue box, which has two main sections:
• People with access: A list of individuals, groups, or calendar events with access to the file.
• General access: Controls whether the file is restricted, shared with a specific domain, or accessible to anyone with the link.
Adding people
Enter a name, email, or group in the “Add people…” field to share the file. From the permission drop-down menus on the right, assign one of these permissions:
• Viewer: Can only view the file.
• Commenter: Can view and leave comments.
• Editor: Can edit the file.
You can also set an access expiry date.
Notify recipients they now have access by email, include a message, and click Done. To remove access, select Remove access from the permission drop-down next to their name.
General access
Adjust the general access setting to share the file restricted to specific people, with your organisation or anyone with the link. If sharing with a domain or anyone with the link, you can control whether recipients can view, comment, or edit.
Share a link to the file
Copy and share the link directly from the Share button (click on the triangle on the button) or from within the dialogue box. Gmail users may need to confirm sharing permissions when pasting the link into an email.
Downloading a spreadsheet
To download your spreadsheet, go to File > Download. Choose a format, such as Excel (.xls), PDF, or CSV. Each format has unique benefits. For example:
• Excel: Ideal for collaborative edits in other software but may have formatting issues.
• PDF: Great for sharing static snapshots but check readability for large sheets.
Emailing the file
If live access isn’t needed, email a static copy of the spreadsheet. Go to File > Email > Email this file, fill in the recipient details, and select a format like Excel, OpenOffice, or PDF. For large or complex sheets, preview the file before sending to avoid compatibility issues.
Emailing collaborators
To message file collaborators, select File > Email > Email collaborators. Choose specific recipients, write your message, and click Send. Collaborators will receive an email with a link to the file.
By mastering these sharing and emailing tools, you can enhance collaboration and communication in Google Sheets.
Check out this video for a deeper dive into sharing, downloading, and emailing your sheets:
Learn more about Google Sheets with more tutorials here.
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