Spreadsheet.com is designed for collaborative work. You can share your workbooks with anyone and can invite other users to edit, comment on, or manage your workbook as desired. There are six different permission levels for users which can be adjusted at any time. Plus, with the User data type, you can add users in cells and comments to assign them tasks, identify team members, or @mention them to notify them of a comment or change.
Add new users as editors on your team's bug tracker so that they can indicate their status and note when bugs are fixed. Or, for your team's big new product launch, let other employees see how the product is developing as Viewers on your team's project plan.
- How do I share my workbook
- Permission levels in Spreadsheet.com
- Users, Comments, and @Mentions
- What about Greyed Out Users?
- Changing User Permissions and Resending Invites
How Do I Share My Workbook
There are two ways to share your workbook. Either 1) from in the workbook or 2) from the folder on your home page.
1) To share from inside the workbook, open the desired workbook and click Share on the top right.
Or 2) Navigate to the folder where your workbook is and right-click or click on the arrow button next to the workbook's name and click Share.
After you choose to share from either in the workbook or the folder, a Share workbook dialog box appears.
In this window, you specify the email address and the permission level of the persons or person you wish to invite. You can invite multiple people, particularly anyone in your organization or anyone else who has an active Spreadsheet.com account. You can also add an optional message. Once you are ready to invite, click on the Send button.
After sending, your invited user will be listed under Workbook permissions. For instance, in the animation above, we add Tamarat@newblend.com and email@example.com, setting both as collaborators, and both appear under workbook permissions. Using the same dialog box, you can also change their permissions or remove users.
Workbook users are those that only have access to this workbook, not all the workbooks in a folder (which are listed as Folder permissions). See our article on Folder sharing and permissions for more information about folder users.
Permission Levels in Spreadsheet.com
You can add workbook users at different permission levels. Granting users access to your workbook allows them to view and, in some cases, make changes to the workbook.
Workbook users travel with the workbook, even if you move the workbook to a new folder. Users also have access to your workbook through folder access, see our article on folder sharing for more information on Folder users.
Currently, there are six defined permission levels, with only licensed users able to create folders and workbooks:
|Only a licensed user can be assigned the Owner permission.
An Owner can do anything with any folder they own, including deleting the folder, items in the folder, or changing other Owners.
Only a licensed user can be assigned the Manager permission.
Only a licensed user can be assigned the Collaborator permission.
A Collaborator can create and edit rows in workbooks, but cannot make any structural changes to workbooks such as adding, modifying, and removing columns; or configuring column and cell data types.
An Editor can create and edit rows, but cannot make any structural changes to workbooks such as adding, modifying, and removing columns; or configuring column and cell data types.
Editor users cannot add other users to the folder or workbooks.
A Commenter can view the workbooks in the folder, expand rows, and view attachments. They cannot make any edits to the folder or share it with other users.
|Viewer||A Viewer can view the workbooks in the folder, expand rows and view attachments in the workbooks. They cannot make any edits to the folder or share it with other users.|
✨ Only licensed users can be Owners, Managers, or Collaborators.
Users, Comments, and @Mentions
Using the User data type, you can add other users to your workbooks or folders from within a User cell. If you wish to add a user in-line in a User cell, you can type their email address, and the option to add them as a user will appear below. For example, in the animation below we add new user firstname.lastname@example.org to a workbook by adding him in a User cell:
Once you have invited your new user, you can add them in User data type cells. You can also mention them in cells and comments using the @mention feature. @mentioning users in comments will send them a notification that they have been mentioned, sharing the comment you wrote.
What about Greyed Out Users?
Spreadsheet.com's templates sometimes include users in the form of dummy data. These are not real users, but examples of how users could be added in-line. For instance in the image below:
Other times, a user's name will be greyed out because they once had access to a workbook but have since been removed.
Pro tip: If an existing user is appearing greyed out in User cells, the workbook is not share with that user. Sharing the workbook with that user will change their User cell values to fully active. Similarly, once a workbook as been unshared with a user, User cell values for that user will appear greyed out.
In all cases, greyed-out users do not have access to your workbook. They cannot view the data in your workbook or make changes. To grant other users access, share the workbook with them or replace their greyed-out name with an existing user.
Changing User Permissions and Removing Users
If you want to change a user's permission or remove a user, navigate to the Share dialog by clicking the Share button at the top right of the workbook.
This will open a dialog box showing all Workbook and Folder users, and their permission level. Folder permissions levels are not set from inside workbooks, but at the folder level.
To change the workbook permission level of a user you must be an Owner or a Manager, and can upgrade or downgrade a user's permission using the dropdown window next to their name
To delete a user, simply select the X next to their name. You will be asked to confirm this action, and must also be an Owner or Manager to delete users.
Below is an animation where we add another user, update a user's permissions, and resend an invite to another user who has not yet accessed the workbook.
For more information about sharing folder (not just workbooks) see our article on Folder Sharing and Permissions. Or, check out our other workbook articles on Workbook Keyboard Shortcuts and Workbook Storage and Size limits.