[\/et_pb_text][et_pb_text _builder_version=”4.16″ global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n
Share the sheet and set each person’s access<\/h2>\n
Let\u2019s consider an example.\u00a0A team of software experts\u00a0supports a software application. The project manager receives details of issues pertaining to various users of the application in a Google Sheets file. Each member will have to work on one or more\u00a0issues, based on their availability.<\/p>\n
All that the project manager can do now is click on the\u00a0SHARE<\/strong>\u00a0button on the top right corner.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2018\/08\/Collaborate-on-Google-Sheets-Illustration-1-Frame.webp” alt=”Issue Tracker Sample Data and Share Button in Google Sheets” title_text=”sample-data-share-button” _builder_version=”4.16″ global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.16″ global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n On doing that, he will see a popup where he can key in the emails of all the people he wants the file shared with. Then grant them with\u00a0edit, comment, or view access permissions<\/em><\/strong><\/a>\u00a0whichever he deems appropriate.<\/p>\n [\/et_pb_text][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n You set each person’s role in the drop-down menu next to their email address. A Viewer can only look at the data, a Commenter can also leave comments, and an Editor can change the data and share the file with others.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-share-roles-menu.webp” alt=”Google Sheets collaboration \u2014 Share dialog with the Viewer, Commenter and Editor roles open for a new person” title_text=”Share dialog with the Viewer, Commenter and Editor roles open for a new person” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Leave Notify people checked to send an email invitation, add a message if it helps, and click Send. Copy link gives you the file’s address to paste into Slack or a chat, but the link only opens for people who already have access.<\/p>\n To share with people who aren’t on that list, open General access in the same window and switch Restricted to Anyone with the link. Work accounts also offer the organization’s name, which limits the link to colleagues. Then pick the role the link gives.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-general-access-menu.webp” alt=”Share a Google Sheets file \u2014 General access menu with Restricted, the organization’s name and Anyone with the link” title_text=”General access menu with Restricted, the organization’s name and Anyone with the link” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Avoid giving Editor to a public link, since anyone who gets hold of it can change or delete your data.<\/p>\n For more on access, see how to give edit access in Google Sheets<\/a> and how to make Google Sheets editable by multiple users<\/a>. If your team works in Excel, here’s how to share an Excel file with multiple users<\/a>.<\/p>\n [\/et_pb_text][et_pb_text _builder_version=”4.16″ global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n What if\u00a0multiple users work on it at the same time? No worries! Because Google Sheets handles that scenario so well. On the top, we can clearly see the users who are actively working on the file. Not only that, but Google Sheets also\u00a0highlights the cells\u00a0the other users are working on. The cell we activate usually is in\u00a0blue\u00a0color.<\/p>\n [\/et_pb_text][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Look for them in the top-right corner, next to the Share button. Each person shows up as a round icon with their profile picture, or the first letter of their name if they haven’t added one.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-collaborator-icons.webp” alt=”Google Sheets collaboration in real time \u2014 two collaborators’ round profile icons next to the Share button” title_text=”Two collaborators’ round profile icons next to the Share button” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Their selected cells take the color of their icon, with their name just above the selection.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-collaborator-cells.webp” alt=”Google Sheets collaboration in real time \u2014 a collaborator’s selected range highlighted, with their name above it” title_text=”A collaborator’s selected range highlighted, with their name above it” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n To message everyone who has the file open, click Show chat at the top right. Those chats aren’t saved, so check how the Google Sheets chat feature<\/a> works before you rely on it.<\/p>\n Google caps simultaneous editing at 100 open tabs or devices per file. Once more than 100 are open, only the owner and some of the editors can make changes. If a larger group only needs to read the data, publish it as a web page<\/a> and share that link instead.<\/p>\n Excel has its own real-time editing for files saved to OneDrive or SharePoint. Here’s how co-authoring in Excel<\/a> works.<\/p>\n [\/et_pb_text][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Comments let people ask about a number or give feedback without changing the data.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-add-comment.webp” alt=”Google Sheets collaboration \u2014 contact list with rows 1 to 10 selected before adding a comment” title_text=”Contact list with rows 1 to 10 selected before adding a comment” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n To turn a comment into a task, tick the Assign to box under the mention. The button changes to Assign, and the person gets an email. The comment stays open until they mark it as done.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-assign-comment.webp” alt=”Google Sheets collaboration \u2014 comment mentioning an email address with the Assign to box ticked” title_text=”Comment mentioning an email address with the Assign to box ticked” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Notes work differently: they’re plain text attached to a cell, with no replies and no emails. Here’s a closer look at comments vs notes in Google Sheets<\/a>.<\/p>\n [\/et_pb_text][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Real-time editing works best when everyone knows which cells are theirs to change.<\/p>\n Put an instructions tab at the front of the file, where people find it before they reach the data. Say what the data is for, which tabs or ranges each person fills in, and any format rules, such as numbers only. To build one, add a tab and drag it to the far left. Select a block of cells, click Merge cells in the toolbar, and type the instructions in the merged cell.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-instructions-tab.webp” alt=”Google Sheets collaboration \u2014 merged green cell with four numbered instructions for collaborators” title_text=”Merged green cell with four numbered instructions for collaborators” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Put raw data on an Inputs tab and the calculations, charts, and summaries on an Outputs tab. People type only on Inputs, so nobody overwrites a formula by accident, and you can give each person the tab they’re responsible for.<\/p>\n Hiding a tab doesn’t keep anyone out, because anyone who can edit the file can unhide it from the View menu. To lock a tab or range, go to Data > Protect sheets and ranges, add the sheet or range, click Set permissions, and choose Restrict who can edit this range. Then tick only the people who should keep editing it.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-protect-range.webp” alt=”Protect a range in Google Sheets \u2014 Range editing permissions with Restrict who can edit this range selected” title_text=”Range editing permissions with Restrict who can edit this range selected” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n There’s more detail in our guide on how to protect cells and sheets<\/a> in Google Sheets. For cells you leave open, color coding is a lighter signal: fill the cells each person may edit in one color, such as green, and explain the colors on the instructions tab.<\/p>\n A regular filter changes the view for everyone in the file. A filter view changes only yours, so several people can sort and filter the same data at once. Go to Data > Filter views > Create new filter view, then filter the columns as usual. You can name the view and come back to it later.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-collaboration-create-filter-view.webp” alt=”Google Sheets collaboration \u2014 Data menu open on Filter views with Create new filter view” title_text=”Data menu open on Filter views with Create new filter view” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n See how to filter without affecting other users<\/a> for the full walkthrough.<\/p>\n Some data shouldn’t sit in one shared file, for example when each person may only see their own rows. Give everyone a separate file with just their part instead. Sheetgo, an AI-powered data automation platform, can split a master sheet into one file per person and merge their updates back into it on a schedule, so nobody copies and pastes between files. See how Sheetgo Automations<\/a> work.<\/p>\n [\/et_pb_text][et_pb_text _builder_version=”4.16″ global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\nWork on the same sheet in real time<\/h2>\n
Comment, mention, and assign tasks<\/h2>\n
\n
\n
Ground rules for a shared spreadsheet<\/h2>\n
Start with an instructions tab<\/h3>\n
Keep inputs apart from outputs<\/h3>\n
Protect ranges instead of hiding tabs<\/h3>\n
Use filter views<\/h3>\n
Give each person their own file<\/h3>\n
![\"Collaborate](\"https:\/\/static.sheetgo.com\/wp-content\/uploads\/2018\/08\/Collaborate-on-Google-Sheets-Illustration-1-Frame.webp\")
\n\nOn doing that, he will see a popup where he can key in the emails of all the people he wants the file shared with. Then grant them with edit, or comment, or view access permissions whichever he deems appropriate.\n\n![\"Collaborate](\"https:\/\/static.sheetgo.com\/wp-content\/uploads\/2018\/08\/Collaborate-on-Google-Sheets-Illustration-2-Frame.png\")
\n\nWhat if multiple users work on it at the same time? No worries! Because Google Sheets handles that scenario so well. Please have a look at the following snapshot. On the top, we can clearly see the users who are actively working on the file. Not only that, Google Sheets also highlights the cells the other users are working on. The cell we activate usually is in ![\"Collaborate](\"https:\/\/static.sheetgo.com\/wp-content\/uploads\/2018\/08\/Collaborate-on-Google-Sheets-Illustration-3a-Frame.png\")
\n![\"Collaborate](\"https:\/\/static.sheetgo.com\/wp-content\/uploads\/2018\/08\/Collaborate-on-Google-Sheets-Illustration-4a.png\")
\n\n ","_et_gb_content_width":"","footnotes":""},"categories":[37],"tags":[39,28],"class_list":["post-9404","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-google-sheets-features","tag-connections-t","tag-spreadsheets"],"acf":[],"permalink_manager":null,"_links":{"self":[{"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/posts\/9404","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/users\/40"}],"replies":[{"embeddable":true,"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/comments?post=9404"}],"version-history":[{"count":0,"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/posts\/9404\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/media\/44470"}],"wp:attachment":[{"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/media?parent=9404"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/categories?post=9404"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.sheetgo.com\/fr\/wp-json\/wp\/v2\/tags?post=9404"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}