Google Data Studio

Share a report

Share your Google Data Studio reports with team members and clients.

You share reports with Google Data Studio's own sharing settings. They work the same for reports that use Two Minute Reports data. The labels below are Google's, so they can change.

Step 1: Open Share

In Google Data Studio, select Share at the top right.

Step 2: Add email addresses

Enter the email addresses of people you want to share with. You can add multiple people at once by separating addresses with commas.

Step 3: Set the permission level

Choose the appropriate access level:

Viewer - Can view the report and interact with filters and date ranges. Cannot edit the report structure.
Editor - Can modify the report, add/remove charts, change data sources. Useful for team collaboration.
Owner - Has full control including sharing settings and deletion. Only assign to trusted collaborators.

Step 4: Send the invitation

Select Share to send invitations. Recipients will receive an email and can immediately access the report.

Share a report with one link instead of email invitations:

Step 1: Get the link

In the Share dialog, look for the shareable link option. Select Copy link.

Step 2: Set link permissions

Choose who can access via the link:

Specific people - Only those with Google accounts and explicit permission
Anyone with the link - Anyone with the link can access (suitable for public reports)

Step 3: Share the link

Paste the link in emails, Slack, or messaging apps
Use it in client portals or website links
Recipients don't need Google accounts (depending on your link settings)

Public reports

For reports that don't contain sensitive information, make them publicly accessible:

Step 1: Turn on public sharing

In the Share dialog, set permissions to Anyone can view.

Step 2: Get the public link

Copy the public report link to share on your website, in blog posts, or in marketing materials.

Tips for public reports:

Ideal for portfolio showcase reports or case studies
Great for client case studies that demonstrate your work
Use branded visualizations and professional styling
Disable editing to protect report integrity

Remove access

Revoke access from people who no longer need the report:

Step 1: Open Share

Select Share and find the person's name in the access list.

Step 2: Remove the person

Select the remove button next to their name.

Step 3: Confirm

The person will immediately lose access to the report.

Transfer ownership

If you need to transfer report ownership to someone else:

Step 1: Share with the new owner

Add them as an Owner in the Share dialog.

Step 2: Ask them to accept

They'll receive an invitation and must accept ownership.

Step 3: Remove yourself (optional)

Once they're the owner, you can remove your own access if desired.

Client reporting workflows

For agencies managing multiple client reports:

Good practice:

Create a folder structure - Organize reports by client in Google Drive
Use consistent naming - Make it easy to find reports (Client Name - Month - Type)
Share the entire folder - Clients get access to all relevant reports
Use viewer-only access - Prevent accidental edits

Scheduled email:

Instead of manually sharing, Google Data Studio can email reports on a schedule:

Select File › Email settings in Google Data Studio
Set up weekly, monthly, or custom schedules
Reports send to recipients automatically
Recipients open the report from the link in the email

Mobile and embedded reports

Mobile access:

Google Data Studio reports work on mobile devices. Recipients can:

View reports on phones and tablets
Use filters and controls

Embed reports:

Embed reports on your website or client portal:

Select File › Embed report
Get the embed code
Paste into your website's HTML
The report shows on the page

Embedded reports require appropriate permissions (check embedding settings in Share dialog).

Good practice for access

Security:

Don't over-share - Only share with people who need access
Use appropriate permissions - Viewer for clients, Editor for team members
Disable public sharing - Keep sensitive data private
Audit access regularly - Review who has access and remove when not needed
Use passwords if available - Some organizations can add password protection

For client reports:

Share as Viewer only to prevent modifications
Use branded reports with your logo and colors
Include context and explanation in report titles/descriptions
Consider using a client portal instead of direct Drive sharing for enterprise clients

Recipient can't access the report:

Verify their email address is correct
Check that they have a Google account (for non-public sharing)
Try sharing the public link instead
Ask them to check spam/junk email for invitation

Report shows "You don't have access":

Ask the report owner to re-share it with you
Verify you're signed into the correct Google account
Try opening the link in an incognito/private browser window

Sharing settings won't change:

Ensure you're the report owner (have sufficient permissions)
Some organizations restrict external sharing; contact your admin
Try a different browser or clear your cache

Data isn't visible to shared users:

Verify the data source is connected and returning data
Shared users may need permissions to the underlying data source
For some connectors, each user may need to authenticate separately
Check if the data source requires additional permissions

Team query configs:

In Two Minute Reports, query configs belong to your team:

Team members can use the team's query configs in their own reports
Reports that use the same query config get the same accounts
One report can use query configs that different team members created

Central reporting:

For larger organizations:

Create a shared Google Drive folder for all reports
Use consistent naming conventions
Assign one person to manage data source updates
Write down which reports use which query configs

Summary

Share appropriately - Use viewer access for clients, editor for collaborators
Use descriptive names - Make it easy to identify reports
Version control - Archive old reports to avoid confusion
Document insights - Add text explaining what the data means

Contact [email protected] if you encounter sharing issues or need help with access management.

Build a report

Build reports in Google Data Studio with data from Two Minute Reports.

Troubleshoot Google Data Studio issues

Fix common problems with Two Minute Reports in Google Data Studio.