Share your project plan

 

On this page

• Create a group for your team
• Share the project plan
• Present the project plan
• Comment on a spreadsheet
• Chat with collaborators in a spreadsheet
• Get notified about spreadsheet changes
• Archive your completed project plan

               

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Create a group for your team

To make sharing easier, create a Google Group for your team.

1. Sign in to Google Groups.
2. At the top, click Create group.
3. Enter information and choose settings for the group.
4. Click Create group.
   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.

Learn more at the Google Groups Help Center

Share the project plan

1. Create a file in Google Drive, or open an existing file.
2. In the file, click Share.
3. In the Invite people field, enter the group's address.
4. Select the level of access you want to provide the group: Editor, Commenter, or Viewer.
5. Click Send.

Learn more at the Google Drive Help Center

Present the project plan

Attach the project plan to a meeting invite

Make sure everyone has the latest copy of the project plan before the meeting—attach your project plan to the Google Calendar meeting invitation. Team members, both onsite and remote, can access and update it in real time. You can even spend the first few minutes of the meeting getting status updates from everyone, and updating the project plan accordingly.

1. In Calendar, open your event.
2. Click Add attachmentGoogle Drive.
3. Find your project plan spreadsheet and click Insert.
4. Click Save.

Learn more at the Google Calendar Help Center

Present the project plan in a team meeting

Present your project plan during your team meetings so everyone, including remote members, are on the same page.

1. Join your meeting in Google Meet.
2. In Sheets, open your project plan.
3. At the top, click Meet Just present this tab.
4. Click the tab you want to share and click Share.

Learn more at the Google Meet Help Center

Upload the project plan to a team website

Share a master copy of your project plan on your team website. Updates to the spreadsheet automatically appear on your website.

1. In Google Sites, open the page on your website where you want to embed the spreadsheet.
2. At the top of the page, click InsertSheets.
3. Choose your project plan and click Insert.

Learn more at the Google Sites Help Center

Comment on the project plan

1. On your computer, open a document, spreadsheet, presentation, or video.
2. Highlight the text, images, cells, slides, or scenes you want to comment on.
3. To add a comment, in the toolbar, click Add comment .
4. Type your comment.
5. Click Comment.

Learn more at the Google Docs Editors Help Center

Chat with collaborators in a spreadsheet

1. On your computer, open a document, spreadsheet, or presentation.
2. At the top right, click Show chat . This feature won't be available if you're the only one in the file.
   1. Tip: If there are many collaborators in the file, at the top right, to the right of the avatars, there will be a blue circle showing the number of additional collaborators. Click the blue circle  Join chat .
3. Enter your message in the chat box.
4. When you’re finished, at the top right of the chat window, click Close .

Note: All chats in Google Docs, Sheets, and Slides include anyone viewing the file. The chats aren't saved.

Get notified about spreadsheet changes

If you need to know immediately when someone changes your spreadsheet, set up an email notification.

You’ll know exactly what’s changed and who to ask for details.

Set up email notifications

1.  On your computer, open a spreadsheet in Google Sheets.
2. At the top, click Tools Notification settings  Edit notifications.
3. In the window that appears, select "when" you want to receive notifications. Notify you when:
   • Any changes are made: Set notifications when someone makes a change to a spreadsheet.
   • A user submits a form: Set notifications when someone fills out a form.
4. In the window that appears, select "how often" you want to receive notifications. Notify you with:
   • Email - daily digest: Send a daily summary of all changes.
   • Email - right away: Send an email for every change.
5. Click Save.

Learn more at the Google Docs Editors Help Center

Archive your completed project plan

You can rename your completed project plan to mark it as archived and then change the permissions on it to view-only. People can view the content but won’t be able to make changes.

Rename your project plan in Sheets

1. Open the file and at the top, click the file name.
2. Before the file name, enter [Final] or [Archived].
3. Press Enter.

Change access to view-only

1. In Google Drive, right-click your project plan and click Share .
2. To the right of the group you want to change, click the Down arrow Viewer.
3. Click Save.

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