Reference: Workbook Actions Available Based on Permissions
This table summarizes the actions available for workbooks based on the user's workbook permission level. You specify permission levels when you share a workbook.
Action | Can View | Can Comment | Can Edit | Owner | Notes |
|---|---|---|---|---|---|
View workbook | X | X | X | X | |
View workbook information | X | X | X | X | |
Copy workbook | X | X | X | X | Applies for the Can View and Can Comment permissions only if the workbook owner selected the Commenters and viewers can copy, download, and print option when sharing the workbook. |
Download workbook (if enabled in tenant settings) | X | X | X | X | Applies for the Can View and Can Comment permissions only if the workbook owner selected the Commenters and viewers can copy, download, and print option when sharing the workbook. |
Print workbook (if enabled in tenant settings) | X | X | X | X | Applies for the Can View and Can Comment permissions only if the workbook owner selected the Commenters and viewers can copy, download, and print option when sharing the workbook. |
View pivot table details | X | X | X | X | You can access the details for a single pivot table value from the context (right-click) menu. Select Show Details . The Create Sheet button displays in the details dialog only if you have edit permission. |
View workbook user presence | X | X | X | X | |
Use a private filter | X | X | X | X | |
Use a shared filter | X | X | X | X | |
View and add comments | X | X | X | ||
View list of users that the workbook is shared with | X | X | X | ||
Remove (self) from shared workbook access | X | X | X | ||
Add/edit external references | X | X | Applies for the Can Edit permission only if the workbook owner selected the Editors can share option for the workbook when sharing it. | ||
Define names for workbook cells or ranges | X | X | |||
Share workbook or change share permissions | X | X | Applies for the Can Edit permission only if the workbook owner selected the Editors can share option for the workbook when sharing it. | ||
Edit content including reverting changes | X | X | |||
Sort workbook content | X | X | |||
Use a public filter | X | X | |||
Merge workbooks | X | X | |||
Recalculate data | X | X | |||
Rename workbook | X | X | |||
Refresh live data | X | X | Applies for the Can Edit permission only if the workbook owner didn't select the Only owner can refresh live data option in . Note that during a live data refresh, the workbook isn't available to you or anyone you shared with workbook with. | ||
Define data validation rules | X | X | |||
Copy pivot data formula | X | X | From the context (right-click) menu, you can copy the formula that produces a single pivot table value. Select Copy Pivot Data Formula . | ||
Schedule live data refresh | X | ||||
Protect workbook ranges | X | ||||
Change workbook owner settings | X | ||||
Remove to trash and restore from trash | X |