(upbeat music)
- [Prolific Oaktree] Okay, so you may find yourself in a situation
where you're working with a spreadsheet
with lots of other sheets inside of it.
And you wanna work with all of those other sheets
in a multi-user environment.
We're gonna use this setup to show how that's done.
So in this example, we're saying that,
I'm managing New York, my coworker's managing L.A.,
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 protect these different sheets
and have different actions,
depending on who's using the spreadsheet.
But before I do that, let's just back up a little bit
and look at all the sheets that are in here.
So there's a summary sheet
with all of the locations just summarized in a table.
Then there's summary sheets for each of the locations.
But then you'll also notice that there's more details.
So New York has four other sheets,
but you're not seeing them down here right now.
So that's the first thing that 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 to 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 operational consideration
to keep this sheet looking clean,
so you don't have to visually pick through 12 different tabs
at the bottom.
If we want to look at one of these hidden sheets,
all we have to do is left click on it to select it.
And it will bring it up.
And there's a couple things that we should talk about
at this point.
So if I just double left click 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 was color-coded them,
so if they were all showing, you could just tell
which branch they belong to 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 any layer of protection.
It's just visual.
So let's hop over to this other 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 I'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 message before someone edits it,
just saying that you might 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 their own spreadsheet.
So I wouldn't use this to protect confidential data
'cause they're still going to be able to see it.
But I would use it for an operational consideration
to just protect who can change what.
So I'm New York.
And I don't want Mike to be able to edit my sheets,
so we're going to right click and do Protect sheet.
Now, you would also have to do this
on all the detail sheets,
but we're just going to 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 ranges 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 that he may want to edit,
you can just left click on Except certain cells,
carve out an area that he could manipulate.
But we're going to leave that off.
And then when you left click on Set permissions,
you get this detail here,
asking you exactly what you want to do.
If you only wanted yourself to edit it, you'd just do that.
I'm the owner of this sheet, 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 to be able to change things.
So let's left click that, take 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 upper right-hand corner,
you have two hints here.
One is the big M that you hover over.
And the other one is you see my 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 logged into this spreadsheet,
you would see them up here.
As a matter of fact, I'll log the 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 is the third person
that we'll be talking about in a little bit.
I just wanted to show you that you'll see all the users
up here, and you can chat with them if you want.
And this tutorial already assumes
that you've shared the sheet with these people.
You want more information on how to share a sheet,
you can check out the video on the upper right-hand corner.
But we're going to move forward with 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 protection's applied.
It doesn't indicate who it's applied to.
Let's go back to Michael.
If he comes into New York and he tries to say,
blah, blah, blah, nothing happens.
You type and just literally nothing 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 applying 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, we'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 the warning message.
But let's click Done.
And it's pretty simple.
Every single user that tries to edit this sheet,
after they press Enter, they're going to get this warning.
It's just giving them a heads up to be careful,
to make sure that they wanna make that change.
And I did that here because I've already created this.
Everything's automatically linked.
You really shouldn't have to change it.
So it makes the users think about 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 locked out of these cells,
what he could do is leave a comment.
So if he really thinks that this eight should be a six,
Mike could right click, left click on comment,
tag me in the comment by using the at sign
and just starting to type my 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 how these comments work
in a little bit more depth
and how these action items can work as well
if I put a check mark here,
check out this next video in the upper right-hand corner.
Thanks.