Google Docs are a great way to keep track of important work and ideas. But sometimes you need to be able to view the document offline, or when you’re on a different device. That’s where Google Sheets come in. Google Sheets is a free online spreadsheet application that lets you view and edit documents offline. You can also use it to track your work, make notes, and more. Plus, it’s easy to get started with Google Sheets. First, open Google Sheets and sign in with your account information. Then click on the three lines in the top left corner of the screen. This will show you your current sheet settings: name, type of sheet (text or spreadsheet), and location (on your computer or on another device). Next, click on the three lines in the top right corner of the screen again to change your sheet settings: name, type of sheet (text or spreadsheet), and location (on your computer or on another device). If you want to view your document offline, change Location to Offline . If you want to edit it offline, change Location to Editor . Now that you’ve changed your sheet settings, click on the blue checkmark next to “Offline.” Your document will be saved as an offline file if it’s not already there. If everything goes according to plan, you’ll see a message telling you that your document was successfully saved as an offline file.
Whether you’re sharing your document or working on it alone, unintentional edits can happen. Luckily, Google Docs gives you a simple way to avoid mistaken keystrokes, accidental deletions, and other unintended edits with a view-only mode.
Use Viewing Mode When Working Alone
If you’re presenting your document to others or simply reviewing it yourself, you can enter Viewing mode easily. This makes the document unchangeable and the menu condensed.
On the top right of the document toolbar, click the drop-down arrow next to Editing (or the pencil icon) and select “Viewing.” You can also go to View > Mode in the menu and choose “Viewing.”
You’ll immediately see that you’ve changed modes with a brief “You’re Viewing” message at the bottom. You’ll also notice a compact menu with only a few options like seeing the word count or a print preview.
This prevents you from making any changes to the document.
When you finish using this mode, click the eye icon drop-down box and choose “Editing.” Alternatively, you can go to View > Mode in the menu and select “Editing.”
Use Viewing Mode When Sharing
When you share a Google Doc, you can allow others to make changes. This is ideal if you’re collaborating on the document. But if you want someone you’re sharing with to only have viewing permission and not make changes, this is doable as well.
You can change the sharing permission to a view-only mode at the time you share the document or afterward. Plus, you can adjust the permission if you’re simply sharing the link.
Set Up Sharing as View-Only
To share your document, click “Share” on the top right. After you enter the person you want to share with, click the drop-down box on the right and select “Viewer.”
You can then continue to share the document as you normally would.
Change Sharing to View-Only
If you’ve already shared your document, you can change the permission to view-only after the fact.
Click “Share” at the top. Then, to the right of a person in the list, click the drop-down box, and pick “Viewer.”
Be sure to click “Save” to apply the change. You’ll see a “Pending Changes” message until you do.
Restrict Link Access to View-Only
If you’ve obtained a link to your document to share it with others, you can make everyone who accesses the link a viewer instead of an editor.
Click “Share” at the top. Then, click “Change” in the Get Link section of the pop-up window.
On the right side, click the Editor drop-down arrow and choose “Viewer.”
Click “Done” to save your changes.
To protect your document from unwanted edits, view-only is the way to go. Whether for yourself or others you’re sharing with, remember viewing mode in Google Docs. If you’re new to the application, check out our beginner’s guide to Google Docs for additional tips.
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