5 Share

1  Create & Enter Data  | 2 Format Cells | 3 Function Basics  | 4 Creating Charts  |  5 Share  |  6 Collaborate  |  7 Print & Export 

Action:  Share your spreadsheet with 'Anyone in the organization with the link.   Use videos to assist.

5.1 To share a spreadsheet.

You can share your spreadsheet with others for view or edit access. This unique feature allows you to collaborate (edit) in real time with many editors.  This is an extremely valuable feature for spreadsheets - everyone has the current version ALL the time

1. With the document open, click on SHARE.
2. The visibility option is set to 'private' by default.

5.2 Set Global Options

All individual gmail accounts (@gmail.com) give you the following options.
  • Public on the Web
  • Anyone with the Link
  • Private
This is an apps for education account (@sau43.org) so you will also see options to share only within an organization, 
  • Anyone in the Organization can find and access (n/a)
  • Anyone in the Organization with the link can access

5.3 Adding individuals as editors/viewers

You can add individuals by account address to your spreadsheet. If you want it 'private' but shared with three other editors, you can do this. In the share settings,
  1. Enter the email addresses of the individuals you want to add (select edit or view access).
  2. If you leave 'Notify by email selected' they will receive an email notification that you have shared the doc.  You can also add a personal message.

5.4 Adding groups as editors/viewers

1. You can add the 'group' to share with people setting.
2. You MUST leave the 'Notify by email selected' and they MUST click on the notification link before the file or folder will be added to their 'Shared with Me' in Google Drive

5.5 Review of Access Levels

Editor
  • Edit Google documents, spreadsheets, presentations, and drawings
  • Invite or remove other collaborators, if the owner has given editors this permission
  • Download or sync something to another device
  • View the list of other collaborators
  • Make a copy of something to save in Google Drive
  • Upload and delete file versions (synced or uploaded files only)
  • Add and remove items from a folder
View
  • View files and folders
  • Download or sync something to another device
  • Make a copy of something to save in Google Drive

You are the OWNER, which means you can:

  • Edit Google documents, spreadsheets, presentations, and drawings
  • Invite more editors, commenters, and viewers
  • Delete files and folders
  • Remove access for any collaborator
  • Transfer ownership to another person
  • Add and remove something from a folder




5.1 Access Share Settings

5.3 Add Individuals as Editors


5.4 Share with Groups

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