How to check who a Google Sheet™ is shared with (and remove people)
See the list
- Open the spreadsheet and click Share.
- Read People with access: each person and whether they are an owner, editor, commenter or viewer.
- Read General access underneath. This is the part people miss.
What to look for
- "Anyone with the link": anyone who has the URL can open the file at that level. Links get forwarded and pasted into chats.
- People outside your organisation: on a Google Workspace™ account, look for addresses that are not on your domain.
- Editors you did not expect: editors can reshare the file unless you restrict that in the settings cog.
- Old access: former colleagues, finished projects, a supplier from last year.
Remove or reduce access
- Click a person's role and choose Remove access, or change an editor to viewer.
- Change General access from Anyone with the link to Restricted.
- Open the settings cog and switch off Editors can change permissions and share where it fits.
- On Workspace files, set an expiry when you share so access ends on its own.
What the dialog does not tell you
It does not tell you what is in the file. A tightly restricted sheet is still a problem if it holds more personal data than the people on the list need. Check the content as well as the audience.
Check before you share
Personal Data and Sharing Check™ scans a Google Sheets™ file for personal data, including hidden tabs, notes and disguised text, and shows who can already see it. It shows masked samples only, never the full value. Checking is free, and your data stays in your browser.
Install from the Google Workspace Marketplace™
Google, Google Sheets™ and Google Workspace™ are trademarks of Google LLC. App Garden™ is not affiliated with or endorsed by Google. This is data-minimisation and sharing-hygiene guidance, not legal advice.
Google, Google Sheets™ and Google Workspace™ are trademarks of Google LLC. Personal Data and Sharing Check is not affiliated with or endorsed by Google.