Search
Clear search
Close search
Google apps
Main menu

About sharing

Let others view or edit your report or data source.

You've created a beautiful and compelling story told with data. Now it's time to share it.

Sharing a report lets other people view and interact with it. Sharing a data source lets other people use it to create their own reports.

In this article:

How to share reports and data sources

To share a report or data source:

  1. Sign in to Data Studio
  2. On the left, select the REPORTS or DATA SOURCES tool
  3. Browse or search for the report or data source you want to share
  4. On the right, click More menu
  5. Click Share icon Share.
The Share icon button also appears in the report header while you are viewing or editing a report. For data sources, the share button only appears when you are editing the data source via the DATA SOURCES tool (i.e., not when editing the data source from within a report.)

Ways you can share

Data Studio supports a number of ways for you to share your work.

Share with specific users and groups

Share with others dialog

 

  1. Follow the steps above to open the Share with others dialog.
  2. Under People, enter the names or email addresses of the people you want to share with. You can also share with Google Groups.
  3. Select the access permission:
    • Pencil icon Can edit: Users can edit the report or data source and share it with others. If yo are the owner, you can restrict resharing, downloading, and copying via the Advanced options. See below.

    • Visibility icon Can view: Users can see the report or data source but can't edit it.
  4. Add a note or elect not to notify people you've shared with.
  5. Click Done.

The Advanced options let you customize the sharing settings for the report or data source.

In the upper right of the Share with others dialog, the Get shareable link option lets you share your report or data source more widely than using individual addresses or groups.

Sharing links to your reports may expose your data to a wider audience than you intended. Proceed with caution.

Link sharing options

When you share a link to a report or data source, you can control how widely it is shared. These options depend on whether your Google Account is through work, school, or Gmail.

  • On - Public on the web: Anyone can search on Google and get access to your file, without signing in to their Google Account.
  • On - Anyone with the link: Anyone who has the link can access your file, without signing in to their Google Account.
  • On - Your domain: If you use a Google account through work or school, anyone signed in to an account at your work or school can search for and access your file.
  • On - Anyone at your domain with the link: If you use a Google account through work or school, anyone signed in to an account at your work or school can access your file if they have the link.
  • Off - Specific people: Only people you share the file with will be able to access it.

Only people who are signed into a Google account may edit reports and data sources you've shared with them.

If you're using Google for Work, link sharing can be configured by your domain administrator to prevent sharing to users outside of your domain.

Prevent others from sharing your reports and data sources

Don’t let people download, print, or copy your report or data source

By default, people who can edit your shared reports and data sources can:

  • Share the file with others.
  • Add or remove specific people.
  • Copy and print the report or data source.
  • Download data from the report.

To prevent commenters and viewers from downloading, printing, or copying:

  1. Open the sharing dialog as described above.
  2. In the bottom right, click Advanced.
  3. Check the box next to "Disable options to download, print, and copy for commenters and viewers."
  4. Click Save changes.
  5. Click Done.
Prevent editors from sharing your report or data source

To prevent other editors from sharing your file or changing sharing settings:

  1. Click Share or Share Add people.
  2. In the bottom right, click Advanced.
  3. Check the box next to Prevent editors from changing access and adding new people.
  4. Click Save changes.
  5. Click Done.

Embed reports

You can share a Data Studio report with a wide audience by embedding it in another site or application. Learn more.

How sharing works in general

The following points apply to both data sources and reports:

  • Data Studio uses Google Drive for sharing and storing files.
  • If your organization blocks access to Drive, you can't share reports or data sources.
  • When you first create a report or data source, it is private to you.
  • If you create or move the Data Studio file to a shared folder in Google Drive, those sharing settings apply to the file.
  • You can share a report or data source with specific users, with a Google Group, or via a shareable link.
  • Sharing permissions determine who can edit and who can view the report or data source.

How sharing a report works

  • When you share a report with view permission, no login is required to view the report. A Google login is required to edit a report.
  • Sharing a report does NOT share direct access to any added data sources.
  • Data sources must be shared separately from reports.
  • If you share a report with edit permission, other editors can use the dimensions and metrics from added data sources to create or edit charts and controls in the report, even if you haven't shared those data sources with them.

How sharing a data source works

  • A Google login is required to view or edit a data source.
  • Sharing a data source never grants access to the data set.
  • Sharing a data source with view permission allows the viewer to see the schema (structure) of the data source, but they can't change it.
  • Sharing a data source with edit permission allows editors to change the schema.
  • Other editors can't edit the data source connection. Only the data source owner can do that.

Sharing a data source vs. data source credentials

It's not necessary to share a report's data sources for other people to view the report. Authorization to see the data in a report is governed by data source credentials. Viewers of a report can see the data they are authorized to see whether or not the data source is shared with them.

Permissions

You can share a report or data source with either Can view or Can edit access permission.

Can view access lets users see the report as a whole, or see the schema of the data source. View access to a report lets people interact with any filters or date range controls available. It does not let users change the data source or report in any way.

Can edit access lets users modify the report or data source. For reports, users can add, change or remove charts and controls. They can add and remove data sources, change the report styling, and set up new filters or modify existing ones.

Edit access to a data source lets users modify its schema. They can add or change calculated fields, disable and enable fields, and change data types and field aggregations (when permitted by the data source).

For both reports and data sources, you can restrict sharing, downloading, and copying of the files. Finally, you can make someone else the owner of the report or data source.

Report sharing details

The table below shows what you can do with reports using the different access permissions. "Public" means the report has been shared with view access, and the link sharing option "Anyone with the link can view" or "Public on the web."

Action Public Can view Can edit Is owner
View data in the report
(depending on data source credentials)
x x x x
Copy the report   x x x
Prevent report copying       x
Share the report with others   x x x
Prevent report sharing       x
Modify the report     x x
Use and modify data from added data sources     x x
Add / remove data sources     x x
Create / delete the report       x
Download data from the report x x x x
Prevent downloading data       x

 

Data source sharing details

This table shows what you can do with data sources using the different access permissions. Data sources can't be shared publicly.

Action Can view Can edit Is owner
Add the data source to reports x x x

View data from the data source via reports

x

x x
View the data source schema x x x
Share / stop sharing the data source with others   x x
Modify the data source   x x
Copy the data source x x x
Prevent data source copying     x
Change data source credentials     x
Access the data set     x
Was this article helpful?
How can we improve it?
What's new in Data Studio

Learn about new features and recent changes.