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How To Share Google Sheets Across Teams

November 5, 2025
How To Share Google Sheets Across Teams

How to share Google Sheets across teams with AI answers and full tracking

Google Sheets is where numbers live, but sharing them across teams often turns into scattered links, repeat explanations, and little visibility. This guide shows how to share Google Sheets across teams using Send so people get instant answers with AI, and you see who viewed, what they cared about, and when to follow up.

When this is useful

Before we dive into the steps, here’s when this workflow delivers the most value.

  • You want a single, always‑current link to a key Sheet used by many teams.
  • You need to steer readers to the right tab, metric, or definition without another meeting.
  • You care about signal: who opened the link, where they’re from, what device they used, and what they asked.
  • You want to compress review and sales cycles by letting people self‑serve answers 24/7 via AI.

Step‑by‑step

In this section, you’ll add your Google Sheet to Send, guide people with Suggested Questions, and share one tracked link with the right controls. Setup takes minutes.

1) Add your Google Sheet to Send

  1. Install Send’s Chrome extension from send.co. On supported pages, you’ll see a blue “Add to Send” button.
  2. Open your Google Sheet. Click the “Add to Send” button. A Send tab opens with the Sheet embedded.
  3. Alternatively, in the Send app, click New Document and paste the Sheet’s URL. Send will load it the same way.
  4. Name the document clearly, such as “Revenue dashboard (Sheets)” or “Q4 pipeline model,” so teammates recognize it.

Why this matters: instead of pasting Google Sheets links into Slack and email threads that go stale, you centralize access under one Send link that also includes AI chat and analytics.

2) Add AI and Suggested Questions to steer readers

  1. In Send, enable AI Chat. The AI reads the page and can answer questions about the Sheet and attached context.
  2. Add Suggested Questions that anticipate needs:
  3. If you want AI to answer beyond what’s in the Sheet (e.g., definitions glossary, methodology notes, booking link), attach an AI Profile. In the profile, teach the AI to surface links to a data dictionary, PRD, or calendar when asked.
  4. Add a short note at the top: “There’s an AI chat on the right—ask anything.” Usage rises when people know they can self‑serve.

Why this matters: AI and Suggested Questions steer attention to key metrics and definitions, reduce confusion, and cut repeat questions in Slack.

3) Set controls, share once, and track engagement

  1. Click Share and configure the viewer gate. Require name and email if you want identity captured before viewing. Add phone when qualification matters.
  2. For sensitive context, disable download/print. This is useful if you include internal guidance or attach PDFs alongside the embedded Sheet.
  3. Create a personalized link with a custom slug for known audiences (for example, /rev‑dashboard‑sheets). This avoids forms while keeping identity clear.
  4. Copy the Send link and share it in project hubs, finance channels, handoff packets, or email sequences. Mention that there’s AI chat inside.
  5. Watch your Activity feed and email notifications. You’ll see who viewed, their location and device, time viewed, and the questions they asked the AI. Turn on webhooks for “document open” or “any link open” to push activity into your CRM or tools like Zapier, Make, and Clay.

Why this matters: one link remains current as context evolves, and you get reliable signal on who engaged and what they needed.

Why this is faster with Send

This section explains the concrete benefits of using Send for Google Sheets.

  • AI answers questions instantly, so readers orient without scheduling another walkthrough.
  • Suggested Questions guide people to definitions, owners, and timelines.
  • Analytics show who viewed, where, device, time on doc, and AI chat logs. For attached PDFs, page‑level time reveals which pages drew attention.
  • Permissions, viewer gates, and replace‑file controls keep the shared link clean and current. If you attach a one‑pager or export later, replace it under the same URL without resending.
  • Compared to plain links or DocSend, Send adds AI steering plus deeper engagement signal, which shortens review cycles and drives alignment.

Troubleshooting & tips

Here are common blockers and how to resolve them quickly.

  • People don’t notice AI chat
  • Questions about definitions or methods
  • Access needs to be controlled tightly
  • The Sheet and exports evolve
  • You need alerts and system updates

Integrations & automation

Here’s how to connect activity from your Sheets link to the rest of your stack.

  • CRM enrichment
  • Slack alerts
  • Sequences
  • Data tools

Privacy & controls

These settings keep your shared Sheets tidy and safe.

  • Viewer gates
  • Disable download/print
  • Personalized links
  • Replace files, keep the link

FAQ

This section answers common questions quickly so you can move faster.

  • How does Send speed up Google Sheets reviews?
  • Can I require name or email before viewing?
  • Can I replace attachments or exports without changing the link?
  • What analytics do I get?
  • What plans and prices are available?

Try Send to share Google Sheets across teams with AI answers and full tracking—start at Send.co.