Get started with Sheets

3. Share and collaborate

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Share your spreadsheet with your team, or people outside your company. People can make changes at the same time, and you can see their changes as they happen.

You can share with people who aren't on G Suite, too.

In this section, you learn how to:

3.1 Share spreadsheets
3.2 Unshare spreadsheets
3.3 Add comments and replies
3.4 Chat with people directly

3.1 Share spreadsheets

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Share a file or folder with specific people:

  1. In Drive, right-click the file or folder you want to share and select Share Share.

    In Docs, Sheets, or Slides, at the top, click Share.

    Note: You can only share files that you own or have edit access to.

  2. Under People, enter the email address of the person or group you want to share with.

    Note: If you can't add people outside of your company or organization, contact your G Suite administrator.

  3. Click Edit Edit and choose the access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.

    Everyone you share with receives an email with a link to the file or folder.

  4. (Optional) To add a note to the email, enter your note. To skip sending an email, uncheck the Notify people box.
  5. Click Send.

Share a link to a file or folder:

You can send other people a link to a file or folder so that anyone with the link can open it. When you share a link, your name appears as the owner.

  1. In Drive, right-click the file or folder you want to share and select Share Share.

    In Docs, Sheets, or Slides, at the top, click Share.

    Note: You can only share files that you own or have edit access to.

  2. At the top right, click Get shareable link.
  3. Click Anyone at your organization with the link can view and choose an access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.
  4. Click Copy link.
  5. Click Done.
  6. Paste the link in an email or any place you want to share it.
Click Share to open the window where you add people, then click Send

3.2 Unshare spreadsheets

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Stop sharing a file or folder:

  1. In Drive, select the shared file or folder and click Share.

    In Docs, Sheets, or Slides, at the top, click Share.

    Note: You can only share files that you own or have edit access to.

  2. At the bottom, click Advanced.
  3. Next to the person you want to stop sharing the file or folder with, click Remove Remove.
  4. Click Save changes.
People with access appear in a list under "Sharing Settings," with the "Save changes" option at bottom

Delete a link to a file or folder you own:

  1. In Drive, select the linked file or folder.
  2. Click Share Share.
  3. Click Anyone at your organization with the linkand thenOff - only specific people can access.
  4. Click Done.
 

3.3 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 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.
Open the Comment box and enter text, with the option to assign a task to someone

3.4 Chat with people directly

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You can collaborate within documents over chat, too. If more than one person has your document open, just click Show chat Show chat to open a group chat. You can get instant feedback without ever leaving your document.

Open a chat
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