Google Sheets, which are used for a variety of purposes, have a sharing function. By sharing via email or link, you can collaborate with other members and edit together, improving work efficiency.
However, many people may have trouble understanding how to share Google Sheets.
In this issue, we will show you how to share Google Sheets, how to use them, and the procedure for deactivating them.
- “The method of sharing sheets is complicated and difficult to use.”
- “I want to share sheets with my team members to avoid missing information.”
- “If there is a way to share information without hassle, I want to put it into practice.”
This article will help you understand how to share Google Sheets and how to deal with mistakes that tend to occur when sharing.
Contents
This article explains two ways to share Google Sheets. Please refer to the following for a hassle-free way to share each sheet.
(1) When sharing via email
Below we will show you how to share Google Sheets via email.
- Click the “Share button” in the upper right corner of the screen.
- Enter the email addresses of the members you wish to share with in the “Add user or group” field.
- When the pull-down menu shows suggestions, click on the appropriate address.
- Select the button labeled “Editor” to open the pull-down menu.
- Select the permissions of the member in question from the three types: “Editor,” “Viewer (comments allowed),” and “Reader. Select “Editor” if you want to edit together, and select “Viewer” if you want to prevent unintentional editing.
- If you have something to say, put it in the message field. If you uncheck the “Notify” checkbox, the member will not receive the e-mail.
- Click the “Send” button.
After following the above steps, you can share the sheet with your members. However, if there is a mistake in the permission settings, you may have a problem such as “Cannot edit the sheet”.
(2) When sharing with a link
Below we will show you how to share a Google Sheet with a link.
- Click the “Share button” in the upper right corner of the screen.
- Click the button marked “Restricted” to open the pull-down menu.
- Select “Everyone who knows about the link” in the pull-down menu. Note that without this step, other members will not be able to view the sheet even if you share the link.
- Click on the button labeled “Viewers” to open the pull-down menu.
- Select one of the three permissions: “Editor, Reader (comments allowed), or Viewer. This function is set to “Viewer” by default, so be sure to change it if you want to give editing privileges.
- Click “Copy Link” to obtain the shared link. Share this link via chat, etc., and other members will be able to access the spreadsheet.
If you follow the above steps, you can also share the sheet via chat tools such as LINE.
However, when sharing via chat, information flows, and problems such as “I lost the shared URL” may occur. Therefore, using a “stock-type IT tool” allows you to accumulate important information, and thus, a system is in place that makes it easy to find necessary documents.
Therefore, those who want to work smoothly with sheets should use IT tools such as Stock, which can leave information intuitively.
Three problems that tend to occur with Google Sheets and how to deal with them
Here are three common problems with Google Sheets and how to deal with them.
One of the most common problems with Google Sheets is that you cannot edit a shared sheet.
In the case of sharing via a link, the permission of the shared partner is set to “view only” by default. Therefore, if the owner of the sheet shares the sheet without changing the permissions, only the owner can edit the sheet, creating confusion.
Therefore, when sharing a sheet, be sure to change the user permissions appropriately.
Google Sheets also causes the problem of “How to unshare a sheet”.
There are two different ways to cancel the sharing of Google Sheets: “Email Sharing” and “Link Sharing,” and the procedure is not easy to understand.Please refer to the following to cancel sharing without fail.
When sharing by e-mail
- Click the “Share button” in the upper right corner of the screen.
- Open the pull-down menu displayed on the right side of the user with whom you want to unshare.
- Click “Remove Access Rights” at the bottom of the pull-down menu.
- Click the “Save button” at the bottom right. Note that if you do not follow this procedure, the changes will not take effect.
When shared with a link
- Click the “Share button” in the upper right corner of the screen.
- Click on the pull-down menu labeled “Everyone who knows the link.
- Select “Restricted” at the top of the pull-down menu.
- Click the “Save button” in the lower right corner to reflect your changes.
Note that the Google Sheet will not allow you to unshare without following the above steps.
One of the disadvantages of Google Sheets is that it requires a lot of time and effort to share.
When you share a sheet, you have to enter your email address and send a link via chat. As a result, the sharing of sheets is delayed, which can lead to problems.
IT tools such as Stock, which automatically share information without any hassle, provide a mechanism for smooth information exchange.
[must-see] The easiest tools for sharing sheets
Below are some of the easiest tools for sharing sheets.
While sheets have the advantage of collaborative editing, it is important to remember that they also have the disadvantage of requiring more man-hours to share. It is also important to note that sharing via email or chat makes it difficult to access the sheet in question.
Therefore, by introducing an “easy-to-use information sharing tool,” you can easily share sheet URLs and leave information by theme, preventing situations such as “I can’t find the sheet I need” from occurring.
In conclusion, to share sheets without hassle, all you need is Stock, which automatically shares information and makes it easy to find the sheet in question.
By placing the URL of the sheet in the “Notes” section of Stock, the information is shared with members in real time, so there is no need for hassle. And because of the excellent search functionality, you’ll have instant access to the information you need.
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Summary of Google Sheet Sharing Methods
So far, we have focused on how to share Google Sheets, how to use them, and the steps for deactivating them.
Google Sheets can be shared via email or link. However, you must be aware that whichever method you use to share, the information will flow and it will be difficult to find the URL of the sheet.
Using an information sharing tool, you can leave information by theme, so you don’t have to worry about losing the URL of the sheet. In particular, if you choose a tool that is easy to use, your employees will be able to use it immediately, and there will be no training costs.
For example, the simple and intuitive information sharing tool “Stock” introduced here is a tool for companies that want to make it easy to find necessary information..
Free registration takes only a minute, so be sure to install Stock and solve the need for sheets and other forms of information sharing.
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