- How to get notified when a Google Sheet changes?
- How to turn on Notifications for Google Sheets?
- Modify notification rules in Google Sheets
- Google Sheets Notification Scripts
- How to monitor, review, and approve Google Sheets changes?
When working collaboratively on Google Sheets, you need to stay up to date with any changes to your spreadsheet. You can configure Google Sheets Notifications so that you receive an email when an editor modifies something or a user submits a form.
You probably already have some specific spreadsheets in mind that you’d like to use this feature on. Whether you are expecting multiple changes to a Sheet - or none - it’s a good idea to set up notifications so that you receive an email informing you about these changes.
In this article, you will learn how to turn on Google Sheets notifications to inform you about any changes made to the spreadsheet. Additionally, you’ll learn how to configure this feature based on the type of change and how you’d like to be notified. In case you’re looking for more sophisticated notification rules, Google Sheets includes the Apps Script feature. As a more powerful and intuitive solution, Layer is a no-code automation tool that allows you to track, review, and consolidate data automatically.
How to get notified when a Google Sheet changes?
In Google Sheets, you can get notified whenever other users make changes to the spreadsheet. You can set up notification rules based on the type of change and the frequency of notification. This is how you can easily set up your own notification rules in Google Sheets.
Set notification rules in Google Sheets
Notification rules in Google Sheets are based on four options that can be combined based on your needs (see image below). Before enabling your first notification rule, you’ll understand what each notification option can do for you.
Notify me at X when…
The options under “Notify me at X when…” refer to what type of change in the spreadsheet will trigger the notification. There are two options:
- 1. “Any changes are made”: This is the preferred option in case you’d like to be notified as soon as any change is made to the spreadsheet. It’s also the best way to avoid redoing or undoing someone else’s work.
- 2. “A user submits a form”: This option is useful in case you’ve created a Google Form for people to sign up for an event. Each submission will create a new row of data, and you’ll receive email notifications only when a user submits the form to sign up.
There are several ways to track changes in Google Sheets to make collaboration in your team even easier. Here'show to track changes in Google Sheets.READ MORE
Notify me with…
In this group of options, you can determine when you’d like to receive the email once the user has changed the Google Sheets file. There are also two options:
- 1. Email - daily digest: Select this option if you’d prefer to receive a daily summary of all changes. It’s especially recommended to avoid filling your inbox with emails!
- 2. Email - right away: Select this option if you’d like to receive notifications on a separate email for every change as soon as it’s made.
Now that you’ve seen what each option means, let’s see how you can turn on these notification rules.
How to turn on Notifications for Google Sheets?
Although it’s an easy process, remember that you can only do this for yourself; other users will need to set up their own notifications.
- 1. Open your Google Sheet and go to Tools > Notification Rules.
- 2. In the “Set notification rules” settings box, you can choose among the four options, as explained in the previous section. Make sure you select one of each. Once you do, click “Save”.
If you’re working on a Google Sheet with multiple editors that frequently update the document, you may want to review the changes by using Google Sheets Edit History, located in File > Version history > See version history.
Modify notification rules in Google Sheets
Making changes to the notification rules is also very easy, as there’s very little to set up. Here, you’ll learn how to add, edit, and delete your current notification rules.
Add a new notification rule in Google Sheets
Since notification rules allow for several combined options, you can create different rules and then turn on whichever you think is relevant for a specific time or spreadsheet.
- 1. Go to Tools > Notification Rules as shown in the previous step.
- 2. In the “Set notification rules” you should be able to see all notification rules you created.
- 3. To add another notification rule, click on the “Add another notification rule” and select the option you wish to add.
You’ll be taken to a “Set notification rules” window where you can customize the new notification rule.
Edit a notification rule in Google Sheets
Let’s say you’ve created a notification rule for “Email - right away” and find that your inbox fills up too quickly. This is how you can easily edit a notification in Google Sheets.
- 1. Go to Tools > Notification Rules as shown previously.
- 2. Click on “Edit” to change when or how you want to be notified of changes.
- 3. Select any other option to change the current notification rule. Don’t forget, that this rule will overwrite the previous one. Click “Save” once you finish updating the changes.
How To View The Edit History in Google Sheets?
The version history in Google Sheets allows you to pinpoint changes to your file. Here’s how to view the edit history in Google Sheets.READ MORE
Delete a notification rule in Google Sheets
In case you don’t want to edit and simply remove a notification altogether, this is how.
- 1. Go to Tools > Notification Rules as shown previously.
- 2. Click on “Delete” to remove a notification rule. Google Sheets will prompt a warning message to confirm that you actually want to proceed with the deletion. Click “OK” to continue.
As you can see, Google Sheets’ Notifications are not particularly customizable. Let’s explore a more advanced option to customize your notification rules in Google Sheets with Apps Script.
Google Sheets Notification Scripts
- 1. Go to Extensions > Apps Script.
- 2. Once Apps Script opens, it will take you to a new untitled project. You can start typing your first function right away or use the menus on the left to access libraries and services to add to your project.
To learn more about this tool, and the ready-made functions, visit the Apps Script main site.
How to monitor, review, and approve Google Sheets changes?
Layer is an add-on that equips you with the tools to increase efficiency and data quality in your processes on top of Google Sheets. Share parts of your Google Sheets, monitor, review and approve changes, and sync data from different sources – all within seconds. See how it works.
Using Layer, you can:
- Share & Collaborate: Automate your data collection and validation through user controls.
- Automate & Schedule: Schedule recurring data collection and distribution tasks.
- Integrate & Sync: Connect to your tech stack and sync all your data in one place.
- Visualize & Report: Generate and share reports with real-time data and actionable decisions.
Limited Time Offer: Install the Layer Google Sheets Add-On today and Get Free Access to all the paid features, so you can start managing, automating, and scaling your processes on top of Google Sheets!
Collaborative work is on the increase, so keeping up with changes is a must. In some cases, it’s a simple matter of saving a little time by not repeating what someone else has already done. In other cases, it could have worse consequences, as you could lose data or work with inaccurate values because someone accidentally changed the contents of a cell.
Whatever the reason, you can easily set up some simple notification rules in Google Sheets. You now know how to add, edit, and delete Sheets notifications. For developers, Apps Script offers a way of customizing notification rules. For non-developers who’d like to obtain the same level of customization, Layer offers a no-code solution to stay updated on all changes to your spreadsheet.
You may also be interested in checking out How To View The Edit History in Google Sheets?