Open the sheet, click Share, type your accountant's email address, choose Viewer as the role, and click Send. Viewers can see the file but cannot change it. To stop them downloading, printing or copying too, open Settings in the Share window and uncheck Viewers. Sharing a ProfitDrawer bookkeeping spreadsheet this way lets your accountant read the Tax Summary, 1 of its 12 tabs, without touching your formulas.
Steps (computer):
- Open the spreadsheet in Google Sheets.
- Click Share.
- Enter your accountant's email address.
- Choose the role Viewer (or Commenter if you want them to leave notes).
- Keep Notify people ticked to send them an email, then click Send.
Limit downloading, printing and copying: in the Share window, click Settings, then under the option for people who can download, copy, print and access, uncheck Viewers and Commenters. Many accountants want a copy for their files, so ask first.
Remove access later: open Share, click the dropdown next to their name, choose Remove access, then Save. Use the same dropdown to change the role.
Things to know:
- Viewers cannot see version history; that needs edit permission.
- If you would rather send a file, use File > Download, choose the Excel (.xlsx) option and email it, but then they have a copy that will not update.
Source: Share and manage access to files and folders in Google Drive · Updated
Tools and spreadsheets for this
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General information, not tax, legal or financial advice. Check the rules for your state and your situation.