Share a Spreadsheet Safely with Customers and Teammates

Before sharing a spreadsheet, consider both who needs it and what information they need to see. A link that is convenient for one task can expose unrelated rows or personal details if the workbook contains more than the recipient needs.

Prepare a shareable copy

Review every tab, hidden range, comment, and formula for information that should not leave the team. If a customer only needs a summary, create a separate view or export containing just that summary. Remove test records and confirm that sample data is clearly marked.

Limit access to the task

Use named recipients or a specific group when possible. Choose view or edit access intentionally and tell the recipient what action you expect. If a public link is necessary, check the organization's sharing policy and avoid putting confidential or personal information in the file.

Close the loop

Set a review date or reminder for temporary access. When the work is complete, remove recipients who no longer need the file and verify that copied exports are handled appropriately. Keep the original source in its managed location so the shared version does not become an accidental second source of truth.

Sharing safely is a repeatable habit: minimize the data, narrow the audience, and close access when the purpose ends. For sensitive or regulated information, follow your organization's policy and seek the appropriate security or legal guidance.