How to Share Google Sheets

Easily collaborate or distribute important information

by
Ted French
Writer
Former Lifewire writer Ted French is a Microsoft Certified Professional who teaches and writes about spreadsheets and spreadsheet programs.
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Ted French
Updated on June 17, 2021

Google Sheets is Google's free online spreadsheet application. If you're already familiar with Microsoft Excel, you'll feel comfortable in the Google Sheets environment, as the two programs are very similar.

However, one big difference is that Google Sheets makes it easy to collaborate and share information. This ability is useful for distributed workgroups, or for co-workers with different schedules. This feature can also be used by teachers or other organizers who want to distribute information that's best presented in spreadsheet format.

How to Share a Google Sheets File

Sharing a Google Sheets file is easy. You add the email addresses of your invitees, include a note, then send the invitation. You can determine whether recipients may just view your spreadsheet, or also comment on, or edit it.

When you share a Google Sheet file, all invitees must have a Google account before they can view it. Creating a Google account is easy and free. If invitees don't have an account, a link on the Google login page takes them to the account registration page.​​

  1. Log in to Google Sheets and create or open the spreadsheet you want to share.

  2. In the top-right corner of the screen, select Share.

    Google Sheets spreadsheet with the Share button highlighted

  3. In the Share With People and Groups dialog box, add the email addresses of the people you want to invite to view, comment on, or edit your Google Sheets file.

    Google Sheets Share with People and Groups dialog box

  4. Next to the email address field, select the down arrow and choose one of the three options: Editor, Viewer, or Commenter.

    Google Sheets Share dialog with Viewer, Editor, and Commenter highlighted

    Your choice will depend on how much you want recipients to be able to interact with the file. Editor means the recipients can make changes to the file. Commenter means they can't change anything but can make comments. Viewer means they can only view the file without making any changes or comments.

  5. Add a note to accompany the invitation, then select Send.

    Google Sheets with dialog box message highlighted

  6. Alternatively, open your Google Sheets file, select Share, and in the Get link box, choose Copy Link. The link is copied to your clipboard, and you can paste it into an email message to send to recipients that way.

    Google Sheets with Share dialog and Get Link and Copy Link highlighted

  7. To stop sharing a Google Sheets file, select Share. In the drop-down menu next to the collaborator's name, select Remove.

    Google Sheets share dialog with Remove highlighted

Sharing Sheets in Google Workspace

Google Sheets is also part of Google Workspace, an integrated collaboration environment that merges Gmail, Chat, and Meet. Google Workspace is free to anyone with a Google Account, though there are paid subscriptions that offer additional capabilities and features for organizations.

If you're using Sheets within Google Workspace, you'll share a Google Sheets file the same way as you would in the standalone application. Select the file, click Share, then add your recipients and choose their editing or viewing privileges.

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