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Share reports

Let other users view or edit your report.

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.
  • You can share a report with specific users, with a Google group, or via a URL.
  • Sharing a report does NOT share access to any added data sources. 

Share a report with specific users and groups

  1. Sign in to Data Studio.
  2. Open the sharing box:
    • From the REPORTS home page:
      1. Locate the report in your list.
      2. Click the context menu for that report: "More options" icon
      3. Click Share Share.
    • While viewing or editing a report:
      1. Click the SHARE button, located in the upper right of the screen.
  3. 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.
  4. 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
  5. Click Done. The users will receive an email letting them know you’ve shared the report with them.

Share via URL

You can get a shareable link to your report that allows anyone to view it. To enable this feature:

  1. Follow steps 1 and 2 in the directions above to share the report.
  2. In the upper right, click Get shareable link.
  3. The link is copied to the clipboard, and the type of access defaults to Can view. To share with edit access, click the drop-down menu and select Can edit.
You can use shareable links to provide edit access to a report. But only people who are signed into a Google account may create or edit reports and data sources.

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

x

x x
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

Prevent others from sharing your reports

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

By default, people who can edit your shared reports can:

  • Share the report with others.
  • Add or remove specific people.
  • Copy, print, or download the report.

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

  1. Click Share or Share Add people.
  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 others from sharing your shared report

If you’re sharing a report, the owner or anyone with edit access can change the sharing settings for the report. To make it so only you can share:

  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.
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