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Google Sheets is a key part of each business that collects data. It offers versatile spreadsheet tools, allowing users to create, view, comment on, and edit spreadsheets directly in their web browsers. With its permissions system, Sheets enables real-time collaboration, fostering efficient teamwork and boosting productivity.
How can you determine who can view, edit, and comment on the files you create? By the end of this text, you will have learned how to use Google Sheet permissions. If you're ready, let's get started.
Google Sheets permissions are features that allow you to determine who can access a file, how they can edit it, and whether they can comment on it. Google permissions settings enable you to control the level of access to the file for the individuals with whom it is shared.
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Through permissions, you can allow certain users to view, edit, or comment only on the file. This is an important tool for ensuring file security and managing collaboration. This part will teach you how to use and change Google Sheets access:
💡If you want to check and apply effective Google Sheets formulas and boost your workflow, check out our article.
The role of "Commenters" grants individuals the ability to view the workbook and contribute by adding or replying to comments. This functionality proves particularly valuable when seeking client input or feedback on specific aspects of the workbook. It enables them to offer feedback without directly altering the spreadsheet's contents.
Commenter in Google Sheets
It's important to note, however, that Commenters will have full visibility of the entire file. They retain the ability to download, print, and copy unless the option "Viewers and commenters can see..." is unchecked in the settings. This feature offers a comprehensive overview while allowing for interaction and feedback within specified parameters.
This represents the most fundamental level of permission. Users designated as "Viewers" are restricted to simply viewing the file without the ability to make edits or add comments. Furthermore, there is now an option to refine the permissions for "Commenters" and "Viewers" even more precisely.
Viewer in Google Sheets
This can be achieved by deselecting the option "Viewers and commenters can see..." within the Share settings, which offers a finer level of control over who can access and interact with the document.
Within the workbook, editors possess permissions comparable to owners, granting them the capability to add, edit, or delete content, as well as add comments or reply to existing ones. Additionally, they have the authority to adjust permissions and share the workbook with others.
Editor in Google Sheets
To restrict editors from modifying permissions and sharing the workbook, navigate to the "Share" option located in the top-right corner. Click on the setting gear icon and uncheck the corresponding option. Furthermore, it is now possible to allocate editing permissions to specific sections. In this scenario, permissions will exclusively apply to the designated sections, offering a more nuanced approach to access control.
Up to this point, you have learned what Google Sheets permissions are and how to grant permissions such as comment, view, and edit. But do you know how to modify Google Sheets? To customize permissions in Google Sheets, follow these steps:
Google Sheets dashboard
Begin by opening the Google Sheet for which you want to customize permissions.
Click the “Share” button
In the top-right corner of the Google Sheet, you'll see a "Share" button. Click on it.
Type an email address
In the "Share with people and groups" window, you can enter the email addresses of individuals or groups with whom you want to share the sheet. Alternatively, you can type in the names of people in your Google Contacts.
Choose the access type
For each person or group, choose the access level you want to grant. You can choose from "Viewer," "Commenter," or "Editor." Viewers can only see the file. Commenters can view and add comments, while Editors can view, edit, and comment on the file.
Customize the advanced settings
Optionally, you can click on "Advanced" to access more specific permissions settings. Here, you can allow only certain individuals to edit, restrict access to specific sections, or prevent viewers from downloading, printing, or copying the file.
Share the Sheet
Once you've configured the permissions to your liking, click "Send" to share the sheet with the selected individuals or groups. Alternatively, you can click "Done" to save the changes without sharing immediately.
By following these steps, you can customize the permissions in Google Sheets to control who can access, view, edit, or comment on your spreadsheet.
Now you know how to Google Sheets edit permissions. However, if you want to learn more about Google Sheets permissions, you can read some frequently asked questions below.
Para establecer permisos en Hojas de cálculo de Google, sigue estos pasos:
1. Abre la hoja de Google que desees gestionar.
2. Haz clic en el botón Compartir situado en la esquina superior derecha.
3. En la ventana Compartir con personas y grupos, puedes introducir las direcciones de correo electrónico de las personas con las que quieres compartir la hoja.
4. Seleccione el nivel de acceso deseado para cada persona (por ejemplo, espectador, comentarista, editor).
5. Opcionalmente, haga clic en Avanzado para establecer permisos más específicos, como permitir que sólo determinadas personas editen o restringir el acceso a secciones específicas.
6. Una vez configurados los permisos, haga clic en Enviar para compartir la hoja con las personas seleccionadas.
Sí, puedes restringir el acceso a las de cálculo de Google Forms ajustando la configuración de uso compartido. Puedes especificar el nivel de acceso de cada persona o grupo de personas para controlar quién puede ver, editar o comentar la hoja. Además, puedes restringir aún más el acceso utilizando la configuración avanzada para limitar los permisos de edición o compartiendo la hoja solo con determinadas personas.
Las personas que pueden acceder a tus de cálculo de Google Forms dependen de cómo hayas configurado los ajustes de uso compartido. Puedes optar por compartir la hoja con personas concretas introduciendo sus direcciones de correo electrónico o hacerla accesible a cualquier persona con el enlace. Además, puedes compartir la hoja con grupos específicos o mantenerla en privado solo para ti.
Para dar acceso a tus hojas de cálculo de Google a todo el mundo, sigue estos pasos:
1. Abre la hoja de Google que quieras compartir.
2. Haz clic en el botón Compartir situado en la esquina superior derecha.
3. En la ventana Compartir con personas y grupos, haz clic en Cambiar junto a Cualquiera con el enlace.
4. Elige el nivel de acceso deseado para todos (por ejemplo, espectador, comentarista, editor).
5. Si lo desea, haga clic en Avanzado para establecer permisos o restricciones más específicos.
Una vez configurados los ajustes, haz clic en el enlace Copiar para compartir el enlace con todo el mundo, o haz clic en "Hecho" para guardar los cambios.
Google Sheets is a feature-rich tool that enables you to determine who can access a file you've created, how they can edit it, and whether they can comment on it. It also allows you to control the level of access for individuals with whom the file has been shared.
Whether it's a group work with two or more collaborators, Google Sheets provides the opportunity to collaboratively create and edit a file in real-time, even with colleagues miles away. In this article, you learned how to edit access and more about Google Sheets permissions.
Behçet is a content writer at forms.app. He is a music producer and enjoys blending electronic and acoustic tunes. Behçet has expertise in Google Sheets, survey questions, and online forms.