How to invite people to view or edit a report in Google Data Studio

Follow the steps below to invite people via email to view, use, edit or collaborate on a report:

Step-1: Open the report you want to share.

Step-2: Click on the ‘+Share’ drop-down menu at the top right-hand side of your screen:

Step-3: Click on the ‘Invite people’ option:

Step-4: Under “Add people”, enter the names or email addresses of the people with whom you want to share your report:

Step-5: If you want the people with whom you want to share your report to be able to edit the report then select ‘Can Edit‘ option from the permission drop-down menu. Otherwise, move to the next step:

Can edit – This permission allow users to edit the report (i.e. add, change or remove charts, controls, filters, data sources schema etc). They can also share the report with other users.

Can view – This permission allow users to only view the report. They can not edit the report. However, they can still share the report with other users.

 

Step-6: Click on the ‘Send’ button.

Note: By default, people you invite to share your report receive an email with a link to the shared report. Uncheck ‘Notify people’ if you don’t want data studio to send the email notification:

If you want to set different permissions for different people then follow the steps below:

Step-1: Open the report you want to share and then click on the ‘+Share’ drop-down menu at the top right-hand side of your screen:

Step-2: Click on the ‘Manage access’ tab:

Step-3: Click on the permission drop-down menu next to the name and email address of the user whose permission you want to change:

Step-4: Change the user permission to ‘Can edit’ or ‘Make Owner’:

‘Owner’ access means the user has complete control over the report. This permission is automatically set for you when you first create a report.

If you want to remove the user then click on the ‘Remove’ option.

 

Step-5: Click on the ‘Save’ button and then on the ‘Close’ button.

 

Preventing report editors from changing access and adding new people

If you want to stop the report user(s) with ‘can edit‘ permission to change the access of other report users or if you want to stop the report user with ‘can edit‘ permission to add new users to your report then follow the steps below:

Step-1: Open the report you want to share and then click on the ‘+Share’ drop-down menu at the top right-hand side of your screen:

Step-2: Click on the ‘Manage access’ tab:

Step-3: Click on the checkbox ‘Prevent editors from changing access and adding new people‘:

Step-4: Click on the ‘Save’ button and then on the ‘Close’ button.

 

Disabling downloading, printing and copying for report viewers

If you want to stop the report user(s) with ‘can view‘ permission to be able to download, print or copy the shared report then follow the steps below:

Step-1: Open the report you want to share and then click on the ‘+Share’ drop-down menu at the top right-hand side of your screen:

Step-2: Click on the ‘Manage access’ tab:

Step-3: Click on the checkbox ‘Disable downloading, printing and copying for viewers‘:

Step-4: Click on the ‘Save’ button and then on the ‘Close’ button.

Other articles related to Google Data Studio Reports

  1. Understanding Report Editor in Google Data Studio
  2. Best practices for creating a report in Google Data Studio
  3. How to share reports in Google Data Studio
  4. Seven methods to create a new report in Google Data Studio
  5. Google Data Studio Report Tutorial
  6. How to share the link of your report in Google Data Studio
  7. Schedule email delivery of a report in Google Data Studio
  8. How to download Data Studio report as PDF
  9. How to embed a Data Studio report on a website
  10. Working with pages in a Google Data Studio report

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