Google Sheets is often loved for its collaborative features. But to prevent unwanted changes, we need control. It helps to know how to lock cells in Google Sheets to do just that.
In this tutorial, I'll show you how to use Google spreadsheet how to lock cells techniques. You'll also learn full sheet protection to ensure that critical data is never removed from your spreadsheets. Let's jump in.
How to Protect Google Sheets (Watch & Learn)
Let's walk through the key techniques to protect cells in a Google spreadsheet in this screencast. You'll see me apply some of the protection tools to ensure that no unintended changes are made to your spreadsheets.
In this tutorial, you're going to see that there are really two unique approaches to adding spreadsheet protections:
- You can protect certain cells and ranges, which is useful when you want to let the user make changes to most of the spreadsheet but lock certain cells.
- You can protect the entire spreadsheet with the option to set specific cells that you let the user edit.
Read on for a guide (including screenshots) to applying all of these techniques and more.
Jump to content in this section:
Why Protect Your Sheets?
If you want to control who can access the spreadsheet, you need to think about Google spreadsheet permissions. For Sheets, that means that you can control who has a link to view or edit the workbook.
But you can also protect content inside of your Google Sheets. You can lock cells in Google Sheets so that changes only occur when needed. Here are some reasons to implement lock cells in Google Sheets options:
- Many spreadsheets are structured with "input" cells where you set key variables. Protect inputs to avoid unwanted changes to calculations.
- If you're going to share your spreadsheet with a large audience, it helps if you can "user-proof" the Sheet. Lock cells in Google Sheets to ensure that they aren't accidentally modified.
- In general, spreadsheets often contain important calculations. Google Sheets lock cells options prevent that.
Any of these are reason enough to learn Google Sheets lock cells options. Let's see how to use various locking cells in Google Sheets options.
How to Lock Cells in Google Sheets
Sometimes, it's only a certain set of cells that you want to lock up in a spreadsheet. In those cases, here's how to lock (specific) cells in Google Sheets.
In this tutorial, we'll work with an invoice template from Envato Elements. It's called Invoice Excel Template, but it's important to remember that XLSX files work perfectly in Google Sheets. All you've got to do is upload an Excel spreadsheet, and you're on your way.
To follow along as we learn how to lock cells in Google Sheets, start by downloading this template. Then, upload it to Google Drive. Finally, use the File > Save as Google Sheets option. This converts the spreadsheet to a fully compatible Google Sheets file, adding key features.
This template is a perfect example of the importance of locking cells in Google Sheets. Invoicing at proper calculations with key details is key for client trust. We'll walk through Google spreadsheet how to lock cells steps to protect data.
Protect Key Cell Ranges
In an invoice template, it's crucial to protect cells. After all, there are some details that should never change, like the tax rate that we add to a charge. Using Google Sheets' locking cells features avoids costly mistakes later.
We need to protect the cells that calculate the subtotal. This includes a sum of the line item charges, as well as calculations of sales tax and discount amounts. It's important to apply Google Sheets locking cells options so that calculations do not break.
I'll start by highlighting everything in the Subtotal section. Then, I'll use Data > Protect sheets and ranges to add lock cells Google Sheets options.
As you add more locking cells in Google Sheets, you need a way to track your ranges. That's why it helps to give your protected range a name.
Use the sidebar menu to give your protected range a name. I'll call mine Subtotal. This makes this range easier to find and refer to later on. Then, click on Set permissions.
Now, choose the options you want to apply on the next menu I show below. I'll set it to "Restrict who can edit this range" and leave it set to "Only you" for this initial example.
Another option is to change the drop-down option to Custom to add more collaborators who can edit this data. Most will be locked out of editing the cells, but anyone you specify can edit the selected range.
One of the advantages of Sheets is the ability to allow some cells to be modified by users that you invite to collaborate. Applying these settings ensures that trusted collaborators can apply updates to the spreadsheet.
Soft Warnings for Editing Cells
What if you don't want to totally restrict the editing of certain cells? You can show a warning before specific cells are edited to call out that specific cells are important and shouldn't be changed.
To put a warning on editing cells, follow the same steps covered above to get started. But when you reach the Range editing permissions window, tick the Show a warning... option before you press Done to add the warning.
Each time that these cells are edited, the user will see a warning like the one below, warning that the cells aren't meant to be edited. Sometimes, this is enough of a warning versus a total lock cells Google Sheets option.
This approach is different from placing hard restrictions on editing a spreadsheet's cells. It's more like a warning than a real restriction and is a good idea when you want to let advanced users make tweaks.
Google Sheet Protection
Now that we've learned how to protect individual cells in a Google spreadsheet let's tackle another key skill. Let's protect an entire Google Sheet. In this approach, the entire sheet is protected by default, and you'll need to specify cells that can be edited.
To protect an entire sheet, browse back to the Data > Protect sheets and ranges menu. This time, you don't have to select any cells before you start. Just click on Sheet, and then choose the spreadsheet to protect from the dropdown menu.
Now, you've protected the entire sheet. Changes won't be possible unless you allow certain cells (more on that in a minute.) See the screenshot below for an example of what will happen if someone tries to make changes to the sheet.
Want to leave a few cells or ranges open for changes? Let's learn more about it.
Exceptions to Sheet Protections
When you have an entire spreadsheet protected, you can still allow specific, selected cells or ranges to be edited. If you want most of the spreadsheet protected, I recommend starting off by protecting the entire sheet and then allowing a few cells to be editable.
Return to the Data > Protect Sheets & Ranges menu to open up the options. With the Sheet option selected, this time, make sure that you tick the Except certain cells option, then click.
You can add multiple ranges by clicking on Add another range. Keep adding more selections of cells to allow edits and changes, and click Set Permissions when done.
It's easy to add these exceptions if you want to allow for some changes in your spreadsheet.
You can manage all of these by returning to that Data > Protected Sheets & Ranges menu. You could add to, remove, or adjust any of the sheet protections that you've set up to fine-tune those spreadsheet protections.
Learn More About Google Sheets
Google spreadsheet how to lock cells techniques are just the beginning. Google Sheets lock cells options are a great way to protect yourself. But, there are far more techniques you can learn to build, modify, and work with Google Sheets.
We've got you covered with tutorials that help you get the most from Google Sheets. Check out some of our top tutorials below:
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Practice How to Lock Cells in Google Sheets Now
You just learned key techniques for Google Sheets locking cells. Whether you opt for a soft warning or a full Google Sheets lock cells setup, you have the control.
Remember: learning the Google Sheets locking cells technique is key. It helps you improve collaboration. Locking cells in Google Sheets protects you from unwanted changes. That eliminates team confusion.
Alright, now it's your turn! Let's practice Google spreadsheet how to lock cells skills. Open up one of your shared sheets, and find a set of cells to test this technique with. You're on your way to preventing errors.
Editors Note: This post was originally published in 2018. It's been completely revised by our staff to make it current, accurate, and up to date —with special help from Andrew Childress.
