“Music prolific oaktree okay so you may nfind yourself in a situation where you re re working with a spreadsheet with lots of other sheets inside of it and you work with nall of those other sheets in a multi user environment. We re gonna use this setup nto show how that s done so in this example we re saying that i m managing new. York my ncoworker s managing. La.
And then we re going to bring in a boss who s overseeing all three of them so since i created this spreadsheet. I m going to be able to nprotect these different sheets and have different actions depending on who s using the spreadsheet. But before i do that let s njust back up a little bit and look at all the nsheets that are in here. So there s a summary sheet with all of the locations njust summarized in a table then there s summary sheets nfor each of the locations.
But then you ll also notice nthat. There s more details so new york has four other sheets. But you re not seeing nthem down here right now so that s the first thing nthat. We ll talk about and if you wanna follow along with your own copy of this file you can check out the link to the course in the description of this video you hide sheets from view.
But everyone s going to be able nto see that they re hidden you just won t see them in the available sheets at the bottom. So. This isn t a security measure. This is more of just an noperational consideration to keep this sheet.
Looking clean. So you don t have to visually npick through 12 different tabs at the bottom. If we want to look at one nof. These hidden sheets.
All we have to do is left nclick on it to select. It and it will bring it up and there s a couple things nthat. We should talk about at this point so if i just double left nclick on this worksheet. I can rename it whatever i want so i ve given these all descriptive names instead of just leaving them at the default sheet.
One sheet two and the next thing. I did nwas color coded them so if they were all nshowing you could just tell which branch. They belong nto by the different colors and you can change those colors just by going to change color. We ll go back to new york q1.
We re going to hide it from view again. But remember that s not nany layer of protection. It s just visual. So let s hop over to this nother account for now.
This is one that i created called michael. So let s just call im mike. He can also go to this list of the sheets. And see all the ones that ni ve hidden from view so next.
We re going to talk about actually protecting these sheets. And what this protection is going to do is stop the other person from editing. It or later. We re going to show how to just give a warning nmessage before someone edits.
It just saying that you nmight not wanna do that and similar to hiding sheets. This is somewhat of a security measure because it stops someone from editing. It but if they really want this information they can just copy it into ntheir own spreadsheet so i wouldn t use this to nprotect confidential data cause. They re still going nto be able to see it.
But i would use it for an noperational consideration to just protect who can change what so i m new york and i don t want mike to nbe able to edit my sheets. So we re going to right nclick and do protect sheet. Now you would also have to do this on all the detail sheets. But we re just going nto do it here for now and we re going to say new york summary.
So we re just describing the range. Because if you end up with a list of 20 different protected nranges and protected sheets. You wanna. Leave yourself hints as to what it is that you re protecting.
I don t want him to edit anything in here. If there was a little column nthat. He may want to edit you can just left click non except certain cells carve out an area that nhe could manipulate. But we re going to leave that off and then when you left nclick on set permissions you get this detail here.
Asking you exactly what you want to do if you only wanted yourself to nedit. It you d just do that i m the owner of this nsheet. So i created it it will let me do that but let s do custom. So i m going to leave myself on i put this person in here as my boss.
But we don t want michael nto be able to change things so let s left click that ntake it off and click done so to show you what this did we re going to switch over to michael. And you can tell this is michael if you go into the nupper. Right hand corner. You have two hints here.
One is the big m. That you hover over and the other one is you see nmy face is kind of behind let s go back to mine. And you see that michael s icon is behind so if a lotta users were nlogged into this spreadsheet. You would see them up here as a matter of fact i ll log nthe third person in right now i ll be right back hold on all right.
They ve arrived. The boss is in the room. So this third spreadsheet nis. The third person that we ll be talking nabout in a little bit.
I just wanted to show you nthat you ll see all the users up here. And you can chat nwith them. If you want and this tutorial already assumes that you ve shared the nsheet with these people you want more information non how to share a sheet you can check out the video on nthe upper right hand corner. But we re going to move forward nwith protecting these cells.
So i ve locked down new york. You see this lock icon is shown on it all. The users are going to see that it s just showing that nprotection s applied it doesn t indicate who it s applied to let s go back to michael. If he comes into new nyork and he tries to say blah blah blah.
Nothing happens you type and just literally nnothing. Happens at all so we have the new york sheet lock down. So that mike can t edit. It and now that we have that protection on.
I ll show you how the just napplying. A warning works go back to my account go to the all locations sheet and we ll right click on protect sheet. We re going to give this a name and when we set permissions nwe. re going to choose to show a warning when editing the range.
So when you choose to show a warning. It doesn t give you any other controls and you can t customize nthe warning message. But let s click done. And it s pretty simple every single user that ntries to edit this sheet after they press enter.
They re ngoing to get this warning. It s just giving them a nheads up to be careful to make sure that they nwanna make that change and i did that here because ni ve already created this everything s automatically linked you really shouldn t have to change. It so it makes the users think nabout it before they do so let s go back to poor mike s account. He s been locked outta new york.
But he really wants something changed. He s seeing this eight in here. It s bothering him. He thinks it really should be seven.
So even though mike s nlocked out of these cells. What he could do is leave a comment. So if he really thinks that nthis eight should be a six mike could right click nleft click on comment tag me in the comment by using the at sign and just starting to type nmy. Email.
Address and say he could say shoot me a message. I think this may be a six let s talk and if you wanna see nhow. These comments work in a little bit more depth. And how these action nitems can work as well.
If i put a check mark here check out this next video in nthe upper right hand corner. ” ..
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“Learn how to organize the sheets in a large Google Sheets file where multiple users need different levels of access to different sheets. Learn to rename, color, hide and protect different sheets.nnSee the course here: http://bit.ly/PO-Basicsn(full link – https://training.prolificoaktree.com/courses/google-sheets-basics)nnTimestamps:nBegin Intron0:55 Hide sheetsn1:38 Rename sheetsn1:48 Color coden2:22 Protect sheetsn5:29 Give a warningnnSee how to share and protect your entire spreadsheet: https://youtu.be/cijCHOpY5connLearn Modern Tech from Prolific Oaktreen Courses – https://training.prolificoaktree.comn Social – @ProlificOaktree (FB and Twitter)n Articles – https://www.prolificoaktree.comnn#googlesheets #spreadsheets #prolificoaktree”,
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