A Google Sheet is private the moment you create it – only you can see it until you choose to share it. The questions most people really have are how to keep it that way, how to lock the parts others should not change, and how to control exactly who can view, edit or copy your data. Here is how to do each, step by step.
How to Make a Google Sheet Private
If a sheet has been shared – or set to “Anyone with the link” – here is how to lock it back down so only chosen people can open it:
- Open the sheet and click the green Share button, top right.
- Under General access, if it says “Anyone with the link”, click it and change it to Restricted. Now only people you add by name can open the sheet.
- To let specific people in, type their email under Add people and groups and choose a role – Viewer, Commenter or Editor – then click Send.
- To remove someone, open Share again, find their name, click the role dropdown and choose Remove access.
A brand-new sheet starts out private to your account, so most of the time “making it private” simply means undoing a link-share you set up earlier.
How to Protect or Lock Specific Cells
Sometimes you want people to use a sheet but not change the important parts – formulas, headings or a price list. That is what protected ranges are for:
- Select the cells or range you want to lock.
- Go to Data, then Protect sheets and ranges (or right-click the selection and choose View more cell actions, then Protect range).
- Give the range a short description, then click Set permissions.
- Choose Restrict who can edit this range and set it to Only you, or add specific editors. You can instead choose Show a warning, which still lets people edit but asks them to confirm first.
- Click Done. You can protect a whole sheet the same way and tick Except certain cells to leave a few cells open for others.
How to Restrict Who Can Edit, Copy or Download
Roles are your first line of control. Give each person the smallest role that still lets them do their job:
- Viewer – can look, but not change anything.
- Commenter – can add comments and suggestions, but not edit the data.
- Editor – can change the sheet. Only give this to people who genuinely need it.
To stop viewers copying your data, open Share, click the settings gear, and turn off “Viewers and commenters can see the option to download, print and copy”. In the same place you can turn off “Editors can change permissions and share” so editors cannot invite other people.
How to Hide a Sheet (and When Not to Rely on It)
To tidy a workbook, right-click a sheet tab at the bottom and choose Hide sheet. It disappears from view – but be careful, because hiding is not security. Anyone with edit access can right-click and unhide it. If the data is genuinely sensitive, keep it in a separate, restricted spreadsheet rather than a hidden tab.
Making a Google Sheet private: FAQs
How do I make a Google Sheet private?
Click Share, set General access to “Restricted”, and add only the specific people who need it. A new sheet is already private until you share it.
Can I lock certain cells but let people edit the rest?
Yes. Select the cells, go to Data, then Protect sheets and ranges, click Set permissions and restrict editing to yourself or named people. Protect the whole sheet and tick “Except certain cells” to leave some open.
How do I stop people copying or downloading my sheet?
Open Share, click the settings gear, and turn off “Viewers and commenters can see the option to download, print and copy”.
Is hiding a sheet the same as protecting it?
No. Hiding only removes a tab from view, and anyone with edit access can unhide it. Use protected ranges, or a separate restricted file, for anything sensitive.
