Welcome to Module 5: Share your Google Sheets spreadsheets. Google Sheets spreadsheets are easy to share. In this module, we'll look at the different ways to share spreadsheets with others. You'll learn how to add collaborators, assign those collaborators roles and permissions, and share your Google Sheets spreadsheets with a link. In addition, you'll learn how to transfer ownership of a spreadsheet to a collaborator, track changes and managed versions. Google Sheets spreadsheets are easy to share. Just click share to get started. The sharing window allows you to choose who can access your spreadsheet. To share a spreadsheet with someone, type their name or email address in the ad people in groups box. You can add more than one person or even a Google group to share with more than one person at once. Choose whether to notify people by email and whether or not to add a custom message. Click Send to share the Google Sheet. When you create a Google Sheet spreadsheet, you're the owner. As the owner, you can change the content, add collaborators, download it, print it, copy it, transfer ownership to another collaborator, and delete it. You grant others access to your spreadsheet by assigning them a collaborator role. A role determines an individual's level of access to the spreadsheet. Collaborators can be editors, commenters or viewers. Permissions or actions that can be performed by an individual according to their assigned role. Editors can change the content of the file, download it, print it, and copy it, but they cannot transfer ownership or delete it. Depending on the spreadsheet settings, editors may or may not be able to change permissions and share the file with others. Commenters can view and add comments to the spreadsheet, but cannot change it. Viewers can only view the spreadsheet. Commenters and viewers can download, print, and copy the spreadsheet as long as the owner allows it. Permissions can be changed at any time, including removing collaborators entirely or transferring ownership of the spreadsheet to another editor. Click share to view your collaborators in their permissions. Selecting the share with people settings gear icon exposes to additional options which are enabled by default. The editors ability to share the spreadsheet can be removed. In addition, download, print and copy actions can be removed from viewers and commenters. You can also choose to set an expiration date for any viewer or commentary. After that date, the collaborator will no longer have access to the spreadsheet. This might be useful if, for example, you have asked for feedback, but you require feedback by a certain date. Sharing can also be done with a link which is unique to the spreadsheet. By default, the link is restricted to only allow people who have been added as collaborators to access a spreadsheet with their assigned permissions. You can choose to widen the scope of the link to all users in your own organization where you can make it available to anyone. You must also set the links permission. Use care when sharing a spreadsheet in this way. Anyone who has the link can share it with other people who will be able to access the spreadsheet with the links permissions. Occasionally, you may want to assign a new owner. To change the owner, first add the owner as a collaborator with the editor role. Then from the sharing window, select the New owner, then select Editor next to that person's name. Click Transfer ownership and select Share. After you transfer ownership of a spreadsheet, you'll become an editor. But the new owner can remove you as a collaborator. Google Sheets keeps track of all the changes made to the spreadsheet by all of the editors. To view the history of a spreadsheet, select File, hover over Version history, and select See version history. The versions browser will appear. Versions are listed chronologically from newest to oldest in the panel on the right side of the screen. Select the date to expand a more granular view of the edits. Select and edit to see what the change was and who made it. Each editor in their edits are represented with a specific color. You can also select more options to make a copy of the spreadsheet at that point in time, or to create a named version. If you've create a named versions, you can use the only show named versions slider to filter out any versions that are not named. At anytime you can select and edit and click restore this version to return the spreadsheet to the state it was at the selected time. Google Sheets spreadsheets can also be downloaded to your computer and edited and other apps for shared with people. Select File, hover over download and choose the Format to download the spreadsheet. Once downloaded, the files may not be viewable or editable on your device and are no longer subject to the permissions for viewing and editing that they were in Google Sheets.
