Ever shared a Google Sheet and watched your carefully set-up formulas get deleted or overwritten? It happens more often than you’d think. That’s where locking cells comes in! Google Sheets allows you to protect certain cells or entire sheets, so others can view them — but not change them. This guide is perfect if you’re new to spreadsheets and want to keep your data secure and organized.
With just a few clicks, you can prevent accidental edits, safeguard your formulas, and take control over what others can (and can’t) touch in your sheet.
What Does “Locking Cells” Mean in Google Sheets?
Locking a cell means you’re preventing others from editing it unless they have permission. You can lock specific cells (like totals or formulas), a full column or row, or even the entire sheet. The best part? You can set custom permissions — so you stay in charge of your spreadsheet while still collaborating.
Real-Life Example: Monthly Budget Tracker
Let’s say you’re creating a budget sheet for your household or team. You want others to enter their spending but not accidentally change your formulas or totals.
Sample Table
| Category | Budgeted | Actual | Difference |
|---|---|---|---|
| Groceries | 300 | 250 | =B2-C2 |
| Rent | 1000 | 1000 | =B3-C3 |
| Utilities | 150 | 130 | =B4-C4 |
Here, you might want to lock the “Budgeted” and “Difference” columns so no one changes them — only the “Actual” column should stay editable.
How to Lock Cells in Google Sheets
Step-by-Step Instructions
- Select the cell(s) you want to lock (e.g., B2:B4 and D2:D4)
- Right-click and choose View more cell actions > Protect range
- In the right sidebar, click Set permissions
- Choose who can edit the range:
- Only you (default)
- Custom (choose specific editors)
- Click Done
To Lock an Entire Sheet:
- Click Data > Protect sheets and ranges
- Select Sheet tab in the sidebar
- Choose the sheet name and click Set permissions
- Set your permissions, then click Done
How to Keep Some Cells Editable (Exception Method)
Let’s say you want the whole sheet locked, but allow editing in just a few cells (like column C).
- First, lock the entire sheet
- Then, go back to Data > Protect sheets and ranges
- Select the range to remain editable (e.g., C2:C100)
- Click Set permissions and allow others to edit that range
Key Benefits of Locking Cells
- Prevent data loss: Keep formulas and key values safe from accidental changes
- Maintain consistency: Only approved people can edit the sheet
- Collaborate securely: Let others view or input data without compromising layout
- Professional presentation: Looks clean and structured when shared
Pro Tips
- Name your protected ranges: It’s easier to manage them later (e.g., “Total Formulas”)
- Use conditional formatting with locked cells: Highlight protected vs. editable cells
- Lock header rows: Prevent changes to column titles and keep structure intact
- Combine with version history: Restore previous versions if needed
Example Use Cases
- Team task trackers where only project leads can update the status
- Inventory sheets where item prices should not be changed
- Form-based data entry with totals/formulas locked
- Shared performance reports with locked metrics
How to Unlock Cells Later
- Click Data > Protect sheets and ranges
- Click the name of the protected range or sheet
- Click the trash bin icon to remove protection
- Or update permissions as needed
Cheat Sheet: Locking Cells in Google Sheets
| Action | Where to Go | When to Use |
|---|---|---|
| Lock specific cells | Right-click → Protect range | Protect formulas or static values |
| Lock entire sheet | Data → Protect sheets and ranges | Restrict full editing |
| Allow exceptions | After locking, set editable range | For editable columns like “Status” |
| Remove protection | Click protected range → Delete | When no longer needed |
Locking cells in Google Sheets is one of the simplest but most powerful ways to protect your data. Whether you’re managing a team budget, a task list, or just your own finances — you can ensure nothing critical gets changed by accident. And the best part? You don’t need to be a spreadsheet pro to do it.
Take five minutes to lock the right cells, and you’ll save hours of cleanup later!