Understanding Types of Permissions in Google Sheets vs Excel

Hello Friends,

In today’s collaborative work environment, managing permissions is key to ensuring that your data is both secure and accessible to the right people.

When working with Google Sheets and Excel, you’ll notice that each platform offers unique permission settings for sharing and collaboration.

Let’s dive into the types of permissions available on Google Sheets and how they differ from Excel.

Types of Permissions in Google Sheets ??

1. Viewer (View Only) This is the most basic level of access. Users can only view the data but can’t make any changes or leave comments. It's ideal for sharing reports or read-only information.

2. Commenter (Comment Only) Users can view and leave comments on the sheet, without being able to directly edit the data. This is useful when you need feedback without risking changes to the content.

3. Editor (Full Edit Access) Editors can make changes, add content, and collaborate in real-time with others. They can also add new sheets, delete data, or adjust formatting, making it a great option for teams working together on a live project.

4. Owner (Full Ownership) The owner has complete control over the document, including the ability to transfer ownership, manage all permissions, and delete the document. Only one person can be the owner at any time.

How Permissions in Google Sheets Differ from Excel ??

1. Real-Time Collaboration While Excel allows for co-authoring in Excel Online, the experience in Google Sheets is more seamless for real-time collaboration. Google Sheets allows multiple users to edit simultaneously without lag, while Excel’s co-authoring can sometimes experience delays, especially with complex files.

2. Granular Permissions Google Sheets offers more granular permissions compared to Excel Desktop. While Excel Online also offers similar permissions (View, Edit, and Comment), the flexibility of setting different permissions per user (or group of users) in Google Sheets is more intuitive.

3. Access via Link Sharing Google Sheets allows you to easily control access by sharing a link that can be set to “View,” “Comment,” or “Edit.” Excel Online allows sharing via link, but setting up permissions can be slightly less straightforward compared to Google Sheets' streamlined process.

4. Offline Capabilities Excel Desktop remains the go-to for those who prefer working offline with more complex permissions and security controls, such as password protection for files. In contrast, Google Sheets is predominantly built for online use, though offline editing is possible with pre-setup.

Which One Should You Use? ??

Both platforms offer unique benefits. If real-time collaboration and seamless sharing are priorities for your team, Google Sheets excels with its easy-to-use permission system.

For more advanced data protection, complex features, and offline editing, Excel would be your go-to.

Want to master Google Sheets and Excel features? ?? Check out my courses on both.

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Best, Amit Jain

CA, MVP Excel, and Trainer