How to share reports and data sources

You can share a report or data source with specific users, with Google Groups, or via a shareable link.​

To share a report or data source

  1. Sign in to Data Studio.
  2. On the left, select REPORTS or DATA SOURCES.
  3. Browse or search for the file you want to share.
  4. On the right, click More More menu
  5. Click Share icon Share. The Share with others dialog appears:

Share with others dialog

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, not when editing the data source from within a report.

Share with specific users and groups

  1. Follow the steps above to open the Share with others dialog.
  2. Under People, enter the names or email addresses of the people with whom you want to share. You can also share with Google Groups.
  3. Select the access permission for the people and groups you've specified:
    • Pencil icon / edit icon Can edit: Users can edit the report or data source and share it with others. 

    • Visibility icon Can view: Users can see the report or data source and share it with others, but can't edit it.
  4. To set different permissions for different people, click Advanced.
  5. Add a note or elect not to notify people you've shared with.
  6. Click Done.

Access permissions

There are 3 access permissions:

Owner access

Is Owner access means you have complete control over the file. This permission is set for you when you create a report or data source

Currently, you can't make someone else the owner of your reports or data sources. 

View access

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.

Edit access

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. 

Report access 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 access 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

The Get shareable link option lets you share your report or data source more widely than using individual addresses or groups. Share this link in emails, blog posts, social posts, and websites to invite others to view or edit your files.

Please use caution when using link sharing, as this may expose your data to a wider audience than you intended. In particular, consider disabling the Advanced options to share, copy, and download your files.

To get a shareable link

  1. Open the Share with others dialog.
  2. In the upper right, click Get shareable link.
  3. Select the link sharing option that best meets your needs.

Link sharing options

  • On - Public on the web: Anyone can search on Google and get access to your report. Data sources can't be shared publicly.
  • On - Anyone with the link: Anyone who has the link can access your file.
  • 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.
Was this article helpful?
How can we improve it?