Spreadsheet.com is designed for collaborative work. You can share your workbooks with anyone and can invite others to edit, comment on, or manage your workbook as desired. There are six different permission levels for users. Permissions allow you to control who can make changes and 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.
- Folder vs. Workbook Sharing
- Workbook Sharing Options
- Permission Levels
- Channels, Notifications, and @mentions
- What about Greyed Out Users?
- Changing User Permissions, Resending Invites, and Removing Users
Folder vs. Workbook Sharing
You can invite users to all the workbooks in a folder. For instance, you can invite a new member of your team to your team's folder. Or you can invite users only to specific workbooks.
Similarly, you can grant users one permission level for all workbooks in a folder (for instance, View only) and another higher level of permission for individual workbooks (for instance, Owner). Workbook users travel with the workbook, even if you move the workbook to a folder. Folder users do not travel with the workbook. However, folder users gain access to any workbook added to a folder.
Workbook sharing options and permissions can be accessed multiple ways. From a workspace, hover over a workbook, open the dropdown menu to the right of the workbook name, and select Share… from the menu.
Or, if you’re already inside of your workbook, you can access the same dialog via the File menu or the Share button in the upper right corner of the workbook.
Let's take a closer look at workbook sharing.
Workbook Sharing Options
Invite by Email (1)
Inviting users via email allows you to share your workbook only with specific people. Users invited via email will receive an email from Spreadsheet.com granting access to your workbook. From the Invite by email section of the share dialog, you can add and revoke users’ access to your workbook, as well as change their sharing permissions.
Get link (2)
Sharing your workbook with a link allows you to give additional users access to your workbook without having to add them individually via email. Similar to inviting by email, link sharing lets you control the permission level of those who use the link to your workbook.
Get link allows you to share your workbook with three types of audiences:
(1) Restricted by user
When you restrict link access by user, only users who have been invited via email can view and edit your workbook. To control the permission levels of individual users, use the Invite by email section of the share dialog as described above. This option is automatically enabled for new workbooks.
(2) Restricted by domain
Restricting your link by domain enables only users at certain domains to enter your workbook, allowing you to share a workbook with an entire organization without having to add members individually. In the example above, only users with Spreadsheet.com accounts associated with @newblend.com will be able to open and manage the workbook.
You can control the sharing permissions of these users from within this section of the dialog.
(3) Anyone with link
Giving access to anyone with the link allows any person with your workbook’s link to enter the workbook whether or not they have been invited by email or are a member of a specific organization. Just like Restricted by domain, you can control the permission levels of those visiting your workbook via the link.
When sharing your workbook with Get link, pay close attention to both the audience setting and permission levels of the shared link. This option typically gives those with the link more control over your workbook and you may end up with invited users making unwanted changes or accessing more parts of your workbook than intended. Both the audience setting and permission levels can be changed after a link has been shared.
Public sharing and embedding (3)
Sharing a workbook publicly is a great way to share a workbook’s data and information directly without having to format it into something else. Spreadsheet.com enables you to share workbooks publicly in two ways: public link sharing and embedding.
Public link sharing and embedding both allow you to publicly share your workbook, but work in different ways:
- Public link sharing allows viewers to visit a read-only copy of your workbook within Spreadsheet.com. For example, you may want to include a link to a workbook with a calendar of upcoming events in a newsletter to your organization’s subscribers.
- Embedding allows viewers to see and interact with a read-only copy of your workbook without leaving the place where it is embedded. For example, you may want to embed a workbook showing a roadmap of upcoming features in a blog post about what users can expect from your product in the future.
For more information about public link sharing and workbook embedding, check out our article on Public sharing and embedding.
You can add workbook and folder users at different permission levels. Granting users access to your workbook or folder allows users to view and, in some cases, make changes to a workbook or workbooks in a folder.
Currently, there are six defined permission levels:
Using the User data type, you can add users directly to cells in your worksheets. For instance, assign tasks to individuals in your project management team, share job candidates with managers that may be interested in the candidate, or keep multiple people informed on upcoming releases.
Once a cell or column has been set to the User data type and has access to the workbook, you can type the user's name into a cell to reference them. Otherwise, you can add a user in-line by typing in their email address. The option to add them as a user will appear below their email address. For instance, in the image below, we add firstname.lastname@example.org.
Once you click + Add, a dialog window will appear to invite your new user.
Once you have invited your new user, you can add them in user data type cells.
Channels, Notifications, and @mentions
In addition to adding users in cells, users can work together in the cell, row, and workbook channels. Channels allow you to share messages, track changes to your workbook, @mention other users to get their attention, and reply directly to comments or changes from other users.
If users have notifications enabled, they can see when certain changes are made to workbooks, other users' comments in the workbook channel, or when they are @mentioned. Notifications not only appear in Spreadsheet.com but can trigger an email to the user.
To send a notification to a user, @mention them. For instance, in a row channel, you might @mention a user to clarify if data in that row is correct.
What about Greyed Out Users?
Spreadsheet.com's templates sometimes include dummy data and dummy users. These users are not real but are examples of how users can be added in-line. For instance, in the image below:
A user's name will also be greyed out when they have had their permissions removed. Sometimes a greyed-out user name is an indication that the user does not have permissions in a workbook.
But 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 change this, add them as a user to your workbook or replace the greyed-out name with an existing user.
Changing Users Permissions, Resending Invites, and Removing Users
If you want to change a user's permission or remove a user, navigate to the Share dialog window by clicking the Share button at the top right of the worksheet.
This will open a dialog box showing all Workbook and Folder users and their permission level.
To change the permission level of users, you must be an Owner or Manager and can upgrade or downgrade a user's permission using the dropdown window next to their name.
To delete a user, select the X next to their name. You will be asked to confirm this action and must be an Owner or Manager to delete the user.
To resend an invite to a user, select the resend invite link to the right of their name: .
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.
See our complete set of Collaboration and Sharing articles for more details, including how to add a workbook user, add a folder user, what each of the permission levels are, and more.