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
- 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.
You can modify Workbook sharing settings either from the home screen, right-clicking on the workbook name and clicking Share, or inside the workbook itself. For more details, see our article on Adding workbook users.
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.