Creating beautiful and compelling stories with data is great, but unless you can share those stories with other folks, there's not much point, right? Here's how to share your reports while making sure that only the people you want can see them.In this article:
Sharing in a nutshell
- When you first create a report, it is PRIVATE to you.
- You can the choose to grant either view or edit permission to report to other users or Google Groups.
Data Studio uses the Google Drive sharing model. So if you're familiar with Drive, you'll find sharing reports in Data Studio to be very similar. However, Data Studio does not support certain features that are available in Drive, such as the ability to grant comment permission, or to change ownership of a report.
Share a report with specific users and groups
- Sign in to Data Studio.
- Open the sharing box:
- From the REPORTS home page:
- Locate the report in your list.
- Click the context menu for that report:
- Click Share.
- While viewing or editing a report:
- Click the SHARE button, located in the upper right of the screen.
- From the REPORTS home page:
- Under “People” in the sharing box, type the email addresses of the people or Google Groups you want to share with. You can also search for contacts by typing them into the box.
- Choose the type of access you want to give these users by clicking the dropdown arrow to the right of the text box:
- Can edit: Users can edit the report and share it with others
- Can view: Users can see the report but can’t edit it
- Click Done. The users will receive an email letting them know you’ve shared the report with them.
Make a report accessible by URL
You can make a report editable or viewable to any Google user who has access to the URL. To enable this feature:
- Click on the Share button
- Click Get shareable link.
- Choose the permissions (edit or view) you wish to give to people with the shared link.
If you are using Google for Work, link sharing can be configured by your domain administrator to either allow sharing only to users within a domain, or to users external to your domain.
If you are using a Google Consumer Account (i.e., not Using Google For Work), then link sharing makes the report accessible by anyone signed into a Google account who has the link.
Use caution when sharing links to your reports, as this may expose your data to a wider audience than you intended.
Understand what others can do with your reports
When you share a report with other people, you have the choice of giving them view and edit access, as well as restricting how they can re-share the report.
Here’s what people can do with a report as a viewer, editor, or owner:
|Action||Can view||Can edit||Is owner|
|View data in the report||x||x||x|
|Copy the report and store on Google Drive||
|Share / stop sharing the report with others||x||x|
|Modify the report||x||x|
|Add and modify data from attached data sources||x||x|
|Attach / remove data sources||x||x|
|Create / delete the report||x|