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Create dynamic project plans with Sheets

2. Collaborate with your team in Sheets

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Now you’re ready to share the project plan with your team and start collaborating.
 

In this section, you learn how to:

2.1 Lock critical content
2.2 Create a Groups email list for your team
2.3 Share the spreadsheet with your team
2.4 Add checkboxes
2.5 Create a filter view
2.6 Add comments and replies

2.1 Lock critical content

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Sometimes there are sections of content you don't want your team to edit. Make certain content protected so it can't be edited, or can only be edited by specific people.

Lock critical content:

  1. Select the cells you want to protect.
  2. Click Dataand thenProtected sheets and ranges.
  3. Click Set permissions.
  4. Choose an option:
    • To restrict any changes to certain people, select Restrict who can edit this range and select who can edit the cells.
    • To display a warning to alert people before they make a change, select Show a warning when editing this range.
  5. Click Done.

Find the option to set permissions by clicking Data, then Protected sheets and ranges

2.2 Create a Groups email list for your team

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Make communication easier by creating a Google Groups email list for your team. Then, instead of emailing people individually, use the group’s email address to share status updates with everyone at once.

  1. Sign in to Google Groups.
  2. In the upper-left corner, click Create group.
  3. Enter information and choose settings for the group.
  4. Click Create group.
  5. Wait a few minutes for your new group to become active before sending a message to it. Otherwise, you might get a notification that your message couldn't be delivered.

Create a group

2.3 Share the spreadsheet with your team

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Next, share the project plan with your team members (or with the group you created for your team).

Share a file you own or can edit:

  1. In Sheets, open the file you want to share.
  2. Click Share.
  3. Enter individual email addresses (or just your project team’s Google Groups address).
  4. Choose what kind of access you want to grant people:
    • Viewer—People can view the file, but not edit or add comments.
    • Commenter—Collaborators can add comments, but not edit content.
    • Editor—Collaborators can add and edit content or add comments. If you want your team members to update the project plan themselves, choose this option.
  5. (Optional) Add a note describing the project plan.
  6. Click Send.

Everyone you shared the file with will receive an email with a link to it. If you gave your team members edit access, they can:

  • Add or update content, like tasks, owners, and due dates.
  • Filter content to show what they’re interested in.
  • Insert comments addressed to specific people.
  • Update the status for tasks.
  • Add descriptive notes to tasks.

Click Share to open the window where you add people, then click Send

2.4 Add checkboxes

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  1. In Sheets, open a spreadsheet and select the cells where you want checkboxes.
  2. Click Insertand thenCheckbox.
  3. (Optional) To delete checkboxes, select the checkboxes you want to remove and press Delete.

Note: In formulas, unselected checkboxes have a value of FALSE (exclude) and selected checkboxes have a value of TRUE (include). You can see the value in the Formula bar. You can also change this value.

In Sheets, open the Checkbox option by clicking Insert from the menu

2.5 Create a filter view

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Want to see tasks assigned to you or due on a specific day? Create a filter view.

1 At the top, click Dataand thenFilter viewsand thenCreate new filter view.
2 In the top left corner, click next to Name and enter a name for the filter view.
3 Click the arrows in the column headers and select options to sort and filter the data.
4 (Optional) To email a link to the filter view, copy the URL and paste it in an email.
5  At the top right, click Close "" to close your filter view. Your filter view is automatically saved.

Map of instructions 1 through 5

2.6 Add comments and replies

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  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment "".
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Note: If a file reaches the maximum number of comments, you can make a copy of the file without copying over any comments.

Open the Comment box and enter text, with the option to assign a task to someone

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