Sharing Reports

With Whom and What to Share?

When sharing reports with others, always keep your audience in mind. What information should they be allowed to see? What level of detail do they really need to see? Not everyone wants or needs to see the most detailed reports!

Sharing Options

You may have people at your organization who need access to some of the reports on a regular basis.

There are three options for sharing reports. Go to File > Share in the Google Sheets file menu to see the first two.

Option 1 - Share with Others

This will share the entire workbook with someone. They would have access to every worksheet...everything you see.

You can grant read-only access or full editing access. Be careful using this option!

Option 2 - Publish to Web

This allows you to pick specific worksheets (tabs) to share, and only supports read-only sharing. It's more restrictive than option 1, which is probably a good thing!

Click on the dropdown labeled “Entire Document" and change to the report you wish to share and click “Publish”.

A long URL will be generated. Copy the URL and send to those that need it. They’ll have read-only access to the report in near real-time (updated every 5 minutes).

Repeat for any other reports you would like to share. Note that each report will generate a unique URL.

If you wish to stop sharing a report, go into publish to the web. In the bottom section, click the dropdown and you’ll see a checkbox next to each report that is shared. Uncheck those you wish to no longer share.

Option 3 - Print

Go to the report you wish to print. Click File > Print in the Google Sheets file menu. This will load the worksheet in a print window. You can print or save to a PDF to send a static report.