Different Permissions in Google Sheets vs. Excel: What You Need to Know

Dear Biz Reader

When it comes to collaborating on spreadsheets, both Google Sheets and Excel offer robust permissions settings that allow you to control who can access, edit, or view your data.

However, these two platforms handle permissions differently, and understanding these differences can help you choose the right tool for your needs.

Google Sheets Permissions

Google Sheets is designed with collaboration at its core, and its permissions system reflects that. Here’s a breakdown of the key permissions available:

1. View Only

• Description: Users can only view the data without making any changes. This is perfect for sharing reports or dashboards where you want to control the data integrity.
• Best For: Sharing static reports with stakeholders.

2. Commenter

• Description: Users can view and add comments but cannot edit the data. This is ideal for gathering feedback without risking accidental changes to the content.
• Best For: Collaborative reviews where feedback is needed without altering the data.

3. Editor

• Description: Users can view, comment, and edit the spreadsheet. This level of access is ideal for team members who need to update data, add new content, or work collaboratively in real-time.
• Best For: Active collaboration among team members.

4. Owner

• Description: The owner has full control over the spreadsheet, including the ability to change permissions, share the file, and delete it. The owner can also transfer ownership to another user.
• Best For: The person who is responsible for the document’s lifecycle and security.

5. Link Sharing

• Description: Google Sheets allows you to share your file with anyone who has the link. You can set the access level (View, Comment, or Edit) based on the link you share.
• Best For: Broad sharing with large audiences without needing to individually invite users.

Excel Permissions

Excel offers a more traditional approach to permissions, with features that are robust but sometimes less intuitive for real-time collaboration. Here’s what Excel offers:

1. Read-Only Mode

• Description: Similar to Google Sheets’ View Only mode, this restricts users to viewing the content without making changes.
• Best For: Distributing finalized documents where edits should not be made.

2. Password Protection

• Description: You can protect an entire workbook or specific sheets with a password. This ensures that only users with the password can make changes.
• Best For: Highly sensitive data where access must be tightly controlled.

3. Track Changes and Comments

• Description: Excel allows you to track changes and add comments. While this doesn’t restrict access, it helps in managing and reviewing edits.
• Best For: Collaboration where changes need to be monitored closely.

4. Permissions via OneDrive or SharePoint

• Description: When using Excel with OneDrive or SharePoint, you can set permissions similar to Google Sheets (View, Edit, etc.). This allows for better collaboration and version control.
• Best For: Teams using Microsoft 365 for cloud-based collaboration.

5. Restrict Editing

• Description: Excel offers options to restrict editing for specific cells, ranges, or sheets. This can be set up to prevent users from altering certain parts of a document.
• Best For: Collaborative documents where certain areas must remain unchanged.

Choosing the Right Tool

• Google Sheets: Best for real-time collaboration, easy sharing, and scenarios where multiple users need to interact with the document simultaneously.
• Excel: Best for complex data analysis, scenarios requiring strong security (e.g., password protection), and when working within the Microsoft ecosystem.

Conclusion

Both Google Sheets and Excel offer flexible permission settings that cater to different types of collaboration and data security needs. Whether you prioritize real-time collaboration or need more traditional security features, understanding these permissions will help you manage your data more effectively.

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Amit Jain