Ok, so you’ve entered your data, you’ve made it look pretty, and you’ve used some awesome formulas. Now what? You usually want to share it with someone, somehow. There are a few ways you can do this:

  • Print it (updated with new printing dialogue screen)
  • Download it in different formats
  • Email it
  • Share it

Printing sheet(s)

Even in this paperless age there are still times where having a copy on paper is useful.

Click on the printer icon in the toolbar to access the print settings menu.

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This will open the “Print settings” screen. In the middle you have a preview of what your sheet(s) will look like and on the right you have various print settings.

The print settings allow you to:

Print: Control what you print, a sheet, all the sheets, or a selection.

Paper size: Select the size of paper.

Page orientation: Which way round do you want the sheet.

Scale: How big do you want the data.

Margins: How much space do you want around your data.

Formatting: Control various extra areas, like grid lines and notes.

Headers & footers: Decide if headers or footers will be added and if so, what will be added.

Let’s look at some of the options in more detail. First, under Print you can select what you want to print, the current sheet, the workbook (all the sheets), or a specific area on a sheet which you have previously selected.

By default, it will fill the data to the width of the page, but you can choose to print it at 100%, to fit the height, or to fit both the height and width (i.e. fit on the page). Plus, you can set a specific percentage by clicking “Custom number”.

Under Margin, you can choose to reduce or widen the space around the data.

Under Formatting, you can choose to print the grid lines (not just the borders), which personally I wish was defaulted as not show. You can print any notes on the page, at the end on a separate page. Each note will be numbered and the reference number will be shown in the data.

If you have data that goes across multiple pages, you can decide in what page order that data will be printed out.

Finally, you can control the alignment of your data, both horizontally and vertically.

At the bottom under Headers & footers, you have some common items that can be added like page numbers and sheet names. You also have the option to repeat frozen rows and columns on different sheets, which is useful as often these are headers in your data.

Once you’ve set it up, click the blue Next button. This will take you to the Print screen. Here you can choose the printer and select which pages you want to print.

Here it will tell you how many sheets of paper will be printed, which is a good double-check in case your settings are wrong or need changing.

Pages – All or specific ones. Use a comma or hyphen to add more than one page. E.g. 1-5: prints pages 1 to 5;  1, 3, 4: prints pages 1, 3, and 4.

Once ready click the blue Print button.

Note, in the screenshot the button says “Save” as I wasn’t connected to a printer, so it defaulted to allowing me to save it as a pdf instead.

Downloading a spreadsheet in different formats

Go to File > Download as

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Here you will find various formats you can download your sheet as. Probably the most commonly used ones are .xlsx and .pdf. Just click the ones you want and it will download it to your computer.

Emailing a spreadsheet

There are two ways to email the spreadsheet.

1) Email collaborators – Sends a link to the spreadsheet to those it’s already shared with

2) Email as attachment – Sends a ‘physical’ attachment in an email (in .xlsx or .pdf format)

Both can be found in the File menu:

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Email collaborators

Clicking on this, will open the Send message box. Within it, you’ll be able to send an email to those who the sheet is shared with. On the left is the email and on the right are the possible recipients. By default, everyone is ticked and will receive it, just untick those you don’t want to send it to. If you have a long list but only want to send it to a few people, then it’s quicker to click “none”, then tick those you want to send it to. Then press Send.

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Email as attachment

If you want to send them a ‘physical’ copy of the sheet, maybe because they don’t have access to the Google Sheet or you want to send them a snapshot of what’s on there and not have live access to it, then you can send it as an Excel-friendly file (.xlsx) or as a PDF.

Fill in the email. Note that in the “To:” box, as you type the names of the recipients, if they are already in your contacts, they will appear below so you can click on them without having to type them out completely.

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Then select which format you want. Note, if you have a spreadsheet with lots of formatting, links and formulas, sometimes there are problems when the file is converted to the Excel format. Also, if you have a big spreadsheet, the PDF format is sometimes very small to read. If in doubt, check before sending them, by downloading the file (see above).

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Sharing a spreadsheet

To share your spreadsheet from within the file, click on the blue “Share” button in the top right-hand corner of the screen.

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This will open the Share with others dialogue box. Here you can add people you want to be able to edit or view your sheet. This is the same as doing it in Google Drive, see my post on sharing files in Google Drive.

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Note, this shares the file with them and it will appear in their Shared with me filter. By default, they will receive an email saying that you have shared it with them, with a link to the file.

eBooks available on Drive, Forms, Sheets, Docs, Slides, and Sheet Functions:

Baz Roberts (Google+Flipboard / Twitter)