How to Share a Google Sheet Step by Step

How do you share a Google Sheet?

Picture this: You’ve perfected your spreadsheet. The data is precise, and the formulas are flawless. Now, your colleague urgently needs access. You’re sitting there, wondering if emailing an attachment is the best move. Spoiler: it isn’t.

Over 2 billion monthly active users use Google Sheets as part of Google Workspace. It’s a powerful tool for collaboration. Sharing your sheet correctly can save time, reduce errors, and boost productivity. The good news? Google Sheets makes sharing simple. But there’s more to it than clicking a button.

You can control who views, edits, or comments. Need to collaborate with a large team? There’s a link-sharing option. Want to restrict access? Permissions are adjustable in seconds.

Every setting has a purpose, and using the wrong one can lead to confusion—or worse, data breaches.

Let’s say you’ve shared the wrong version with limited access. The project grinds to a halt as colleagues email you for permission. Frustration builds, and efficiency plummets. This is a common scenario for those unfamiliar with how to share a Google Sheet effectively.

This post will guide you through each step. Whether you’re sharing with one person or an entire organization, you’ll learn the best methods.

Let’s learn how to share a Google Sheet without mistakes, so your team stays in sync and your data remains secure.

Table of Contents:

1. Why Do We Share a Google Sheet?
2. How to Share a Google Sheet with Others?
3. How to Share a Specific Tab in Google Sheets?
4. How to Share a Template in Google Sheets?
5. How to Share Only One Sheet in Google Sheets?
6. How to Create a Google Sheet to Share?
7. Wrap Up

First…

Why Do We Share a Google Sheet?

Imagine your team is scattered across locations. Emails pile up, and everyone works on different versions of a spreadsheet. Chaos follow—outdated data, wrong numbers, and missed deadlines.

Sharing a Google Sheet fixes this. Here’s why it matters and how it works.

• Real-time collaboration: Everyone edits together, and changes appear instantly. It feels like working in the same room without delays or confusion.
• Data consistency: There’s one version of truth. Google Sheets updates live, and everyone sees the latest data. There are no mix-ups.
• Centralized information: Keep all data in one place. Monthly budgets, trackers, plans—everything is easy to find. No lost files. No messy inbox searches.
• Flexible permissions: Control who does what. Let some edit while others view or comment. Change permissions anytime so your data stays safe.
• Enhanced productivity: You won’t have to wait for updates – feedback is fast. Data-driven decisions happen quickly, and workflows stay smooth.

How to Share a Google Sheet with Others?

Sharing a Google Sheet isn’t just about clicking buttons. It’s about making collaboration effortless. Ready to learn how? Let’s see how to get your sheet into the hands of those who need it.

1. Start by entering your data in Google Sheets. Whether it’s a budget, a project plan, or a list of ideas, ensure your sheet is ready to share.
2. Look to the top-right corner and click the “Share” button. This is where the magic happens.

3. A pop-up box will appear. Use this to give your file a clear, recognizable name if you haven’t already. Once named, hit “Save” to lock it in.

4. Now, it’s time to decide how to share. Enter the email addresses of the people who need access. This will send them a direct invitation. If you’d prefer a broader option, click “Copy Link” to generate a shareable link.

5. Want to test it? Paste the link into a different browser or incognito window. This lets you view the sheet as a recipient would, ensuring everything works smoothly.

How to Share a Specific Tab in Google Sheets?

Sometimes, you don’t want to share the whole spreadsheet—just one part of it. Maybe it’s sensitive data or irrelevant info you wish to keep private. Let’s explore a few simple Google Sheets sharing ways to share exactly what’s needed.

1. Copy and share the tab:

• • Duplicate the tab you want to share.
  • Open a new Google Sheet and paste it there.
  • Share the new sheet as usual.
  • This method keeps everything separate and secure.

2. Impose view-only permissions and hide other tabs: Restrict editing rights:

• • Go to “File”> “Protect Sheet”.
  • Hide other tabs by right-clicking and selecting “Hide Sheet”.
  • Share the sheet link with view-only access. Hidden tabs stay out of sight, ensuring focus on the shared tab.

3. Use Google Apps script: If you’re tech-savvy, this method works well. Create a script to extract and share specific tabs. Scripts automate the process and are great for recurring tasks. You’ll need some coding knowledge, but the results are efficient and clean.
4. Publish the tab to the web: Go to “File”> “Publish to the Web”. Select the tab you want to share, copy the generated link, and share it. This creates a read-only, public version of your tab, ideal for sharing widely without granting full access.

How to Share a Template in Google Sheets?

Sharing a template in Google Sheets is a smart way to streamline workflows. But how do you do it without risking accidental edits? Here are simple methods to share your template effectively.

1. Use the “Make a Copy” link:

• • Turn your sheet into a template by modifying the link.
  • Replace everything after “/edit” in the URL with “/copy”.
  • Share this link. When others click it, they’ll be prompted to create their own copy.

2. Set permissions to view only: Protect your original file. Go to the “Share” settings and choose “View Only”. This way, users can see the template but not alter it. They can still make a copy for their own use, keeping your version intact.
3. Publish as a template to the Google Sheets template gallery: If your template is polished and widely useful, submit it to Google’s Template Gallery. Go to the gallery submission page, upload your sheet, and follow the instructions. This makes your template accessible to a broader audience.
4. Embed the template link in documentation or instructions: Add the template link to guides, emails, or data presentations. Use a shortened or custom URL to make it easy to share. Clear instructions ensure users know how to access and use the template.

How to Share Only One Sheet in Google Sheets?

Sharing only one sheet in Google Sheets is a smart way to keep things focused. Sometimes, the rest of the spreadsheet isn’t relevant—or it’s too sensitive to share. Whether you’re working with colleagues or clients, these methods will help you share exactly what you need.

1. Copy the specific sheet to a new spreadsheet:

• • Duplicate the sheet.
  • Open a new Google Sheet and paste the content.
  • Share this new file as you would normally.
  • It’s simple and keeps the original spreadsheet secure.

2. Publish the Sheet to the Web: Go to “File” > “Publish to the Web”. Choose the specific sheet you want to share, copy the generated link, and send it. This creates a read-only version accessible via the link, which is perfect for sharing widely.
3. Impose view-only permissions and hide other sheets: Limit access by setting your file to “View Only”. Then, right-click other sheets and choose “Hide Sheet”. Share the file link. The hidden sheets won’t be visible, keeping attention on the shared one.
4. Use Google Apps Script to extract and share a specific sheet: For a more automated approach, write a script to extract and share the desired sheet. Scripts save time, especially if this is a recurring task. They require coding skills but deliver precise results.

How to Create Graphs in Google Sheet to Share?

Let’s use the sample data below to show you how to create dashboards in Google Sheets. We’ll use ChartExpo to make data visualization and analysis easy.

Here are some of the top 5 charts created using ChartExpo.

Comparison Bar Chart

Likert Scale Chart

Multi Axis Line Chart

Mosaic Plot (aka Mekko)

Sankey Chart

• To make a graph from a table in Google Sheets, first, organize the data into a clear table format. This will help ensure that the data is structured properly, making it easier to create accurate and meaningful visualizations.

Level 1	Level 2	Level 3	Level 4	Level 5	Level 6	Count
Jobs applied	Replies	Initial interviews	Task requested	Offer received	Accepted	1
Jobs applied	Replies	Initial interviews	Task requested	Offer received	Rejected	1
Jobs applied	Replies	Initial interviews	Task requested	Rejected		2
Jobs applied	Replies	Initial interviews	No task required	Rejected		1
Jobs applied	Replies	Initial interviews	Rejected			4
Jobs applied	Replies	Replied too late				6
Jobs applied	Rejected					5
Jobs applied	No reply					12

• To get started with ChartExpo, install ChartExpo in Google Sheets.
• Go to Extensions > Charts, Graphs & Visualizations by ChartExpo > Open.

• To access the charts library, click the Add new chart button.

• Once ChartExpo is loaded. Click on “Sankey Chart”.

• After selecting the sheet that contains your data, choose the Metrics option. Add the corresponding numbers.
• To add dimensional data, click the Dimensions button and enter the desired values:

• Click the Create chart button to complete the process.

• Click the Edit chart button to make custom changes.
• Click the pencil icon next to the Chart Header to change the chart’s title.
• It will open the properties dialog. Under the Text section, you can add a heading in Line 1 and enable the Show option. Give the appropriate title of your chart and click the Apply button.

• You can disable the percentage by clicking on the small pencil icon:

• You can disable the percentage sign with all values as follows:

• You can disable the footer label as follows:

• You can add the colors of all Nodes as follows:

• Change all the legend shapes into circles and click the “Save” button:

• Your final chart will appear as shown below.

Insights

Out of 32 job applications:

• 2 offers were received.
• 1 offer was accepted.
• 12 applications received no reply.
• 5 applications resulted in direct rejections.
• 6 applications faced late replies, indicating potential timing challenges.

Improve Sankey Chart Collaboration by Learning to Share a Google Sheet:

1. Open your Google Sheets Application.
2. Install ChartExpo Add-in for Google Sheets from Google Workspace Marketplace.
3. Select the Sankey Chart from the list of charts.
4. Fill in the necessary fields.
5. Click on the “Create Chart” button.
6. Customize your chart properties to add header, axis, legends, and other required information.
7. Export your chart and share it with your audience.

The following video will help you to create a Sankey Chart in Google Sheets.

FAQs

How can you share data in Google Sheets?

To share data in Google Sheets:

• Click the Share button in the top-right corner.
• Enter the email addresses of collaborators.
• Adjust permissions to Viewer, Commenter, or Editor.
• Share the link directly or send invitations via email for access.

How do I share Google Sheets results?

To share Google Sheets results:

• Click Share at the top-right.
• Enter recipients’ email addresses.
• Set their access to Viewer, Commenter, or Editor.
• Alternatively, generate a shareable link.
• Send the link or email invitation to share results easily.

Can you share a specific Google Sheet?

Yes, you can share a specific Google Sheet:

• Open the sheet, click Share, and enter email addresses.
• Adjust permissions to Viewer, Commenter, or Editor.
• For added security, restrict link access or enable sharing only with specified users.

Wrap Up

Sharing a Google Sheet is simple and powerful. It connects people and streamlines teamwork for small tasks or big projects.

Use the right sharing option for your needs. Control access with permissions and decide who can view, comment, or edit. These settings keep your data secure.

Copying links is fast and efficient. Send them to your team or clients. They can access the file instantly. But first, test the link before sharing to avoid errors.

For more control, set view-only permissions to protect your work from accidental changes. Hidden tabs add another layer of security.

Advanced users can automate sharing. Google Apps Script simplifies repetitive tasks, making it a handy tool for tech-savvy users.

Sharing a Google Sheet keeps everyone on the same page, saves time, and boosts productivity. Master these methods to make collaboration seamless.