Moving on to another stop of our "Back to Basics" journey, today I will tell you more about managing your spreadsheets. You will learn how to share, move and protect your data in Google Sheets.
As I've already mentioned in my previous article, the main advantage of Google Sheets is the possibility for several people to work with the tables simultaneously. There's no need to email the files or to guess what changes were made by your colleagues anymore. All you need to do is share Google Sheets documents and start working.
There, you will see not only the same shareable link, but also the buttons to share the Google Sheets file on social media.
Tip. You can appoint the new owner of the file by clicking the icon with an arrow pointing down beside his or her name and choosing Is owner.
Saving the files has never been so easy. You don't need to do anything special to save the changes anymore. Google Sheets saves the data automatically with every change made. Let's see how to save the whole document to Google Drive.
When lots of people have access to your documents, you may want to protect the table, the worksheet or the range of cells.
"What for?", you may ask. Well, one of your colleagues may happen to change or remove the data accidentally. And they may not even notice that. Of course, we can always view the revision history (more on that later) and undo the changes. But it will take some time to look through the whole list and, besides, it will cancel the rest of the "right" changes. To avoid that, you can protect the data in Google Sheets. Let's see how we can make that happen.
Since we've already covered how to give access to your tables and what rights you can grant the users, the first very simple piece of advice would be this - try to allow viewing the table instead of editing. Thus, you'll reduce the number of unintentional changes to the minimum.
Right-click the worksheet tab and choose to Protect sheet. Make sure that the Sheet button is already pressed:
Tip. The Enter a description field is not required, though I'd recommend filling it in to remember what and why you decided to protect from the changes.
Tip. You can allow editing only particular cells of the table by checking the Except certain cells option and entering the cells or the ranges of cells.
The next step would be to adjust the settings for the users. Press the blue Set permissions button:
As a result, you'll see the icon of the padlock on the worksheet tab meaning the sheet is protected. Right-click that tab and choose the Protect Sheet option once again to unlock it:
The settings pane will appear for you to change the settings or remove the protection by clicking the trash bin icon.
To protect specific cells in Google Sheets, select the range, right-click on it and choose to Protect range:
You'll see a familiar settings pane and be able to set the necessary permissions.
But what if in time you forget what is protected and who can access the data? No worries, this can be easily recalled. Just choose Data > Protected sheets and ranges from the Google Sheets main menu:
Select any of the protected ranges and edit the permissions, or delete the protection by clicking the trash bin icon.
To sum it all up, so far you've learned how to create multiple worksheets with tables, store them in different folders, share them with others and protect cell in Google Sheets without fear of losing or corrupting any important pieces of information.
Next time I'll dig deeper into some aspects of editing the tables and share some peculiar aspects of working in Google Sheets. See you then!
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