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How to capture emails on shared Google Sheets

October 22, 2025
How to capture emails on shared Google Sheets

How to capture emails on shared Google Sheets

Add an email gate to your Google Sheet so you know exactly who viewed, when they viewed, and what they cared about. With Send, your Sheet opens instantly with AI Chat alongside it, so people can ask questions and get answers without waiting on you. You keep one stable link, see engagement in real time, and follow up with context that shortens the cycle.

When this is useful

Sharing spreadsheets often needs identity and signal to move decisions forward. Use this when you want verified viewers, automated alerts, and clear next steps.

  • Pricing calculators or ROI models that you circulate broadly
  • Internal approval or intake sheets shared outside your org
  • Any Sheet where you want to know exactly who looked and what they asked
  • Cross‑functional docs where timing your follow‑up matters

Step‑by‑step

1. Add your Google Sheet to Send

Get your share URL ready (the standard Google Sheets link).

  • Install the Send Chrome extension from send.co, or open the Send app and click New Document.
  • Paste your Google Sheets link. Send loads the sheet into a clean, shareable page with AI Chat turned on.
  • In your share note, mention there’s an AI beside the Sheet for instant answers.

2. Turn on a viewer gate (require Email; optionally Name and Phone)

Gates verify identity before people see the content.

  • Open Link Settings and enable the viewer gate.
  • Require Email to identify viewers before the Sheet loads. Add Name and Phone for richer context if needed.
  • Optionally toggle “Hide content until submitted” so the Sheet remains hidden until required fields are complete.

3. Add Suggested Questions to steer attention

Suggested Questions guide readers to decisive answers quickly.

  • Add 3–5 prompts that drive your desired outcome. Examples: 1) “What does this cost?” 2) “How do I use this calculator?” 3) “What assumptions drive the ROI model?” 4) “When could implementation start?”
  • These appear at the bottom of the Sheet and help readers find key answers fast.

A single link simplifies distribution and preserves analytics across updates.

  • Click Copy link and share it with prospects or teammates.
  • Known recipient? Use a personalized link (custom slug) so they can view without a form while you still attribute correctly.
  • Broad audience? Keep the email gate on to capture contact info and intent.

5. Monitor activity and follow up with context

Real‑time signal helps you prioritize and respond precisely.

  • You’ll get an email alert on opens. In Activity, see who viewed, where they’re located, device used, and time on the Sheet.
  • Review the AI Chat log to see the exact questions asked. Use that to tailor your next message or revise the Sheet.
  • Turn on webhooks to update CRM or notify Slack automatically on opens or link clicks.

Why this is faster with Send

Most Sheets become a black box once the link is out. With Send, you capture identity up front, steer readers with Suggested Questions, and answer via AI Chat right beside the spreadsheet. You see what mattered and who cared, so you cut back‑and‑forth, time outreach perfectly, and arrive on calls prepared with context. That turns spreadsheets from passive artifacts into active, trackable conversations that move decisions forward.

Troubleshooting & tips

Small adjustments can dramatically improve engagement quality and clarity.

  • Sheet won’t load: Confirm gate fields are completed. If “Hide content until submitted” is on, the Sheet stays hidden until submission.
  • Permissions: If viewers hit a Google permission wall, ensure your original Sheet’s sharing settings allow access as needed.
  • Sensitive models: Disable download and print in Link Settings. Share only with necessary stakeholders.
  • Update without breaking links: Use Replace file (or update the URL) under the same Send link. Your analytics and URL stay intact.
  • Low interaction: Add or refine Suggested Questions that focus on pricing, assumptions, and next steps. These reliably increase chat activity.
  • Known recipients: Prefer a personalized link with a custom slug for frictionless viewing and precise attribution without a form.
  • Multi‑stakeholder shares: Keep the gate on. As the link circulates internally, each viewer submits their email so you can see the full buying group.

Integrations & automation

Turn engagement into immediate action in your systems of record.

Webhooks:

  • Enable webhooks for document open or any link open events.

Send events to Clay, Zapier, or Make to:

  • Create or update a contact or account in your CRM.
  • Append an activity with viewer identity, timestamp, and device.
  • Notify a Slack channel or rep when a target account views the Sheet.
  • Trigger a sequence or task when a specific link is clicked from within the doc.

Privacy and controls

Keep access tight while maintaining a smooth viewer experience.

  • Require Email via viewer gate, with optional Name and Phone for deeper qualification.
  • Use “Hide content until submitted” to block viewing until required fields are complete.
  • Disable download and print for sensitive or paid content.
  • For known contacts, use a personalized link to attribute views without a form.
  • When revising, use Replace file to keep the same URL and analytics while updating the Sheet.

FAQ

How does this speed up decisions?

  • Send puts AI Chat next to your Sheet so recipients get instant answers while you see who viewed and what they asked. You skip repetitive explainers and move to decisions with clear engagement signals.

Can I require email before viewing?

  • Yes. Turn on the viewer gate and require Email. Optionally add Name and Phone, and hide content until submitted.

What analytics do I get?

  • You’ll see provided viewer info, location, device, and total time viewed. You can also review AI Chat logs to see the questions asked.

Can I push views into my CRM or Slack?

  • Yes. Use webhooks for document open or link open events to update your CRM, send alerts, or trigger workflows in Clay, Zapier, or Make.
  • Yes. Use Replace file to update the content under the same Send URL, preserving your history and avoiding version chaos.

Try Send today at Send.co to capture emails on Google Sheets, steer readers to answers with AI, and follow up with perfect context.