Sharing and Collaboration Overview lets you collaborate with your teams by sharing folders and documents with other users and with the public. is designed for collaborative work. You can share your documents with anyone – inside your team and out – and invite others to edit, comment on, or manage your documents as desired.

Permission levels let you control how much access each invited user has, and channels give you centralized places to exchange notes, ideas, and comments with other collaborators.


Sharing Documents and Folders

Sharing documents and folders is the foundation of’s suite of sharing and collaboration features. They can be shared with any number of people you work with, each of who joins with a specific permission level that helps you manage access to your data.

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 with a folder, you must share those items individually with them instead of sharing the whole folder.

When you share documents with other users, you can choose to grant them access to entire folders of documents, or individual documents like workbooks, Reports, and Dashboards. In either scenario, you can choose the permission level with which new users join.

When you share a folder, invited users can access every document in that folder at the permission level you specify. If you grant a user access to an individual document at a higher permission level, it will supersede their folder-level permission level.

Folders can be shared with other users individually by email. Documents can also be shared with other users by email, as well as with a sharing link and through public sharing and embedding.

Public Sharing and Embedding

In addition to sharing your documents with other users, you can also share them with the general public via public sharing and embedding. Public sharing and embedding lets you easily share read-only copies of your documents that can be viewed by anyone, whether or not they have a account.

Public sharing works via a dedicated link that you can distribute, and embedding lets you embed your workbook in any website that supports iframes.

What’s the difference between link sharing and public sharing?

There are two different methods of sharing your documents with the public: link sharing and public sharing and embedding.

If you generate a link with the “Get link” section of the Share dialog and make it available to “Anyone with the link”, those who follow the link will join your workbook with the specified permission level. They will need to be logged into a account to interact with the workbook, even if they are only joining as a Viewer.

Sharing by link can also be restricted to individual users you have invited via email or to users of a specific domain, like [NAME]

If you instead use public sharing and embedding, those who follow the link will be able to view your document whether or not they are logged into a account. They will view a read-only version of your document and may be able to interact with filters, sorts, and more depending on how you configure it.

Public sharing links can be accessed by anyone with the link, so exercise caution before sharing sensitive or confidential information this way.

Public sharing and embedding is currently only supported for workbooks. Public sharing and embedding for Reports and Dashboards is coming soon.

Learn more about how to setup and configure publicly shared workbooks in our article “Publicly Sharing and Embedding Documents

Collaborating in Workbooks

Once you’ve invited users to your workbooks, you can collaborate with them and exchange notes, ideas, and comments with other collaborators without leaving your workbooks.

Each workbook has three types of channels – a Workbook Channel, Row Channels, and Cell Channels – available to users with the Commenter permission level or higher. Inside each channel, you can exchange messages with other users, including tagging them with an @mention, replying to comments, and reacting to comments with emojis.


You can also use @mentions to tag other users in workbook cells, as well as use the User data type to assign other users to tasks, assignments, sales records, and more.

More Resources: Sharing and Collaboration’s sharing and collaboration features help you work with your team more efficiently and effectively, no matter how big or small. Learn more with these resources:

  • Sharing Permissions” – Learn how managing permission levels for your folders and documents helps you control access to your data
  • Publicly Sharing and Embedding Documents” – Learn how to easily share your data with anyone, even if they don’t have a account
  • Channels and Messages” – Learn how to collaborate with other team members in your workbooks