Google Sheets is a powerful tool for collaboration, and one of its most useful features is the ability to share documents with others. Whether you’re working on a project with a team, collaborating on data analysis, or simply sharing a report, Google Sheets gives you several sharing levels to control how others interact with your document. These sharing levels—Viewer, Commenter, and Editor—allow you to manage who can see, comment on, or edit your sheet. Understanding these sharing levels is essential for protecting your data and ensuring the right people have the right access.
In this article, we’ll break down the three main sharing levels in Google Sheets, explain what each one does, and provide tips on when to use them. By the end, you’ll have a better understanding of how to collaborate effectively and safely within Google Sheets.
What Are the Different Sharing Levels in Google Sheets?
Google Sheets offers three primary sharing levels: Viewer, Commenter, and Editor. Each level allows for different types of access and control over your document. Here’s a closer look at each level:
- Viewer: Viewers can only see the contents of the sheet. They can’t make changes, leave comments, or suggest edits.
- Commenter: Commenters can view the sheet and leave comments, but they cannot make any direct changes to the content.
- Editor: Editors have full access to the sheet. They can view, comment, and make changes, including adding or deleting data, formatting cells, and adjusting settings.
When to Use Each Sharing Level
1. Viewer
The “Viewer” level is best used when you want to share information but do not want anyone to alter the sheet in any way. This is ideal for reports, presentations, or data that need to be shared but not edited. Viewers can only read the document, which ensures the integrity of the information remains intact.
Real-Life Example: You’re working on a quarterly financial report in Google Sheets and need to send it to your boss. You want them to review the data, but you don’t want them to accidentally change any numbers. In this case, you would set their sharing level to Viewer.
2. Commenter
The “Commenter” level allows others to leave feedback without being able to make changes to the actual data. This is perfect when you want collaborators to review the content and provide suggestions or insights, but you still want to maintain control over the document itself.
Real-Life Example: You’ve shared a project budget spreadsheet with a colleague and want them to review it. They need to suggest changes or improvements but should not be able to alter the original data. In this case, you would assign them as a Commenter, so they can leave comments without making changes.
3. Editor
The “Editor” level gives full access to the document, allowing others to make changes, delete data, and modify formatting. This is ideal for team collaboration where multiple people need to contribute to the document. Editors can also add or remove collaborators and adjust sharing settings, so this level should be assigned carefully.
Real-Life Example: Your team is working together on a sales tracking sheet where everyone needs to update the data regularly. To ensure that everyone can add new data, change sales figures, and make adjustments, you would set the sharing level to Editor for all team members.
How to Set the Sharing Level in Google Sheets
Setting the sharing level for a Google Sheet is simple. Here’s how to do it:
- Open your Google Sheets document.
- Click the Share button in the top right corner.
- In the window that opens, enter the email addresses of the people you want to share the sheet with.
- To the right of their email address, click the drop-down menu and select the appropriate sharing level: Viewer, Commenter, or Editor.
- Click Send to share the document with them.
Alternatively, you can change the sharing level of existing collaborators by following these steps:
- Click the Share button again.
- Under the “Share with people and groups” section, find the person whose access you want to change.
- Click the drop-down menu next to their name and select a new sharing level.
- Click Save to confirm the change.
Managing Sharing Levels for Safety and Collaboration
While it’s important to assign the correct sharing level to each collaborator, you also need to consider the security and privacy of your data. Here are some tips to help you manage sharing levels safely and effectively:
- Limit Editor Access: Only assign the “Editor” role to trusted team members who need full control. Editors can make significant changes, so ensure you’re sharing sensitive data with people who are reliable.
- Use Commenters for Feedback: When working with external partners or stakeholders, use the “Commenter” role to allow them to provide feedback without giving them the ability to edit the document.
- Review Sharing Settings Regularly: Periodically review the sharing settings of your Google Sheets to ensure that the right people have access and that unnecessary access is removed. This can prevent unauthorized changes or data leaks.
- Set Expiry Dates for Sensitive Documents: Google Sheets allows you to set expiration dates for access. If you no longer need someone to have access, set an expiration date for their sharing permissions.
Benefits of Understanding Google Sheets Sharing Levels
- Control Access: You can carefully manage who can view, comment, or edit your Google Sheets, ensuring that the right people have the right access.
- Streamlined Collaboration: By assigning the appropriate sharing level, you can ensure that your team works efficiently, with clear boundaries around who can make changes and who can only review or suggest.
- Enhanced Security: Restricting access to sensitive data ensures that only those who need to see or edit the information can do so, reducing the risk of accidental or unauthorized changes.
- Improved Communication: Commenters can provide feedback without altering the document, fostering clear and productive communication without the risk of tampering with the data.
Quick Reference Cheat Sheet for Sharing Levels
- Viewer: Can view but cannot comment or edit.
- Commenter: Can view and leave comments, but cannot edit the sheet.
- Editor: Can view, comment, and make changes to the sheet, including formatting, adding data, and sharing the sheet with others.
Understanding the different sharing levels in Google Sheets—Viewer, Commenter, and Editor—can significantly improve your collaboration and data security. Whether you’re sharing data with a colleague, receiving feedback from a stakeholder, or collaborating with a team, assigning the right access level ensures that your sheet remains secure while fostering efficient teamwork. By using these sharing options effectively, you can make the most of Google Sheets’ powerful collaboration features, helping your team work smarter and safer.