Quick Start: Sharing

  • Updated

In Spreadsheet.com, you can collaborate with teams of people by sharing folders and individual workbooks.

Use comments to coordinate changes in a workbook, assign tasks to users in-line, or add new team members to your folder to give them access to everything at once.

Sharing Folders

Folders can be shared with any number of people you work with. Users with Editor, Commenter, and Viewer permissions are free in Spreadsheet.com, so you don't need to worry about how many people you share with.

If your workspace is on a paid plan, only Owners, Managers, and Collaborators will count towards your licensed user allocation. To learn more about managing licensed and unlicensed users in your workspaces, see our article on Managing Your Workspaces.

When you share a folder with another user, they can access everything in that folder up to their assigned folder permission level. If you want to limit someone's access to specific items within a folder, you must share those items individually with the user rather than sharing the whole folder.

On the far right of each folder, you can see profile images (mouse-over to see names) for all existing users and a Share button to add new users. To open the Share folder dialog, click the pink Share button or select Share... from the top of the folder dropdown.

Share-Folder-Locate.jpg

The Share folder dialog box also lets you invite new users and manage permissions for existing users. After you click Share, a dialog box will appear, allowing you to add new users, remove previous users, or change users' permission levels.

Share-Folder-Dialog.png

To invite someone new to a folder, type their email address in the text box below "Invite users to this folder." You can add an optional message to the invitation and assign folder permission levels for each user. Multiple users can be invited at once. 

Click the Send button when ready. Each invited person who does not already have a Spreadsheet.com account will be prompted to complete registration before joining the folder. Users who already have an account will immediately see the folder on their Home page.

Understanding Folder Permissions

Spreadsheet.com provides 6 different permission levels to choose from when sharing folders: 

  1. Owner
    An Owner can do anything with any folder they own, including deleting a folder, moving folders or workbooks to a different folder, and changing the Owners. Only a licensed Spreadsheet.com user can be assigned this permission. 
  2. Manager
    A Manager can do anything with a folder they manage except deleting it, moving it, or changing the Owners. Only a licensed Spreadsheet.com user can be assigned this permission. 
  3. Collaborator
    The Collaborator permission level allows users to create and edit rows within any workbooks in a folder and add data, but does not allow structural changes such as add/modify/remove columns, configure columns, edit cell data types, or modifying formatting. Collaborators can share the folder (or any individual workbook within it) with other users.
  4. Editor
    The Editor permission level allows users to create and edit rows within any workbooks in the folder but does not allow structural changes such as add/modify/remove columns, configure columns, edit cell data types, or modifying formatting. 
  5. Commenter
    The Commenter permission level allows users to view any workbooks in the folder, expand rows, view attachments, and make comments
  6. Viewer
    The Viewer permission level allows users to view any workbooks in the folders, expand rows, and view attachments. 

✨ Only licensed users can be Owners, Managers, or Collaborators.  

Sharing Workbooks

Individual workbooks can be shared with any number of people you work with. Editors, Commenters, and Viewers are free in Spreadsheet.com, so you don't need to worry about how many people you share with.

If your workspace is on a paid plan, only Owners, Managers, and Collaborators will count towards your licensed user allocation. To learn more about managing licensed and unlicensed users in your workspaces, see our article on Managing Your Workspaces.

To share a workbook or manage users, click the Share button in the workbook header or open the File menu and select "Share..." from the top of the dropdown. If other users are currently in your workbook, their profile pictures will appear to the left of the Automations icon.

Share-Button-Locate.jpg

The Share workbook dialog lets you invite new users to your workbook, manage permissions for existing users, and see who has permission to access your workbook through their folder permissions.

Share-Workbook-Dialog.jpg

To invite someone new to a workbook, type their email address, set their permission level, and click Send. You can add an optional message to the invitation and assign a workbook permission level for each user. Multiple users can be invited at once.

If you're looking to share a workbook with a wider audience like an entire organization, you can use a shareable link instead of adding users individually. To learn more, see our article on Sharing workbooks by link.

Each invited person who does not already have a Spreadsheet.com account will be prompted to complete account registration before accessing the workbook. Users who already have an account will immediately see the workbook on their Home page.

Understanding Workbook Permissions

Spreadsheet.com provides 6 different permission levels to choose from when sharing workbooks: 

  1. Owner
    An Owner can do anything with any workbook they own, including deleting the workbook, moving it, and changing the Owners. Only a licensed user can be assigned this permission. 
  2. Manager
    A Manager can do anything with a workbook they manage except deleting it, moving it, or changing the Owners. Only a licensed user can be assigned this permission. 
  3. Collaborator ✨
    The Collaborator permission level allows users to create and edit rows within the workbook and add data, but does not allow structural changes such as add/modify/remove columns, configuring columns, editing cell data types, or modifying formatting. Editors can also share the workbook with other users.
  4. Editor
    The Editor permission level allows users to create and edit rows within the workbook, but does not allow structural changes such as add/modify/remove columns, configuring columns, editing cell data types, or modifying formatting. 
  5. Commenter
    The Commenter permission level allows users to view the workbook, expand rows, view attachments, and make comments
  6. Viewer
    The Viewer permission level allows users to view the workbook, expand rows, and view attachments. 

✨ Only licensed users can be Owners, Managers, or Collaborators. 

The User Data Type

Spreadsheet.com allows you to link to users in rows with the user data type. If a user already has access to the workbook, you can type their name in the desired cell and select them from the dropdown. If a user does not already have access to the workbook, you can type their email address and add them from the Invite new user dialog.

User-Data-Type-Alt.gif

In the last part of our Quick Start series, learn some tips for importing spreadsheets ➡️.