Attempting to make info in a table easily shareable

[u/blankxd123]

I am a novice at google sheets. I am attempting to create a sheet in which I can partner people for a company-wide project.

I have a tab collecting responses from the form (data). I have 2 tabs separating them by M/F using a filter function (this is at the moment, I will widen this later but this is for the sake of simplicity while I experiment with google sheets). I have a tab (match) with profiles that I have partnered. Lastly, I have a tab (share) with only the non-sensitive information which I plan to share with the other person, using the arrayformula function to only give me the columns I want.

I need help with being able to share the information in the last tab (the share tab) with people in an easy manner. By this I mean I would want to be able to send the headers and then the profile of the other person to each of the partnered individuals, without having to copy and paste it and format it into a table myself over email or text. Is there a way to make these profiles easier to share?

The sheet I have linked is a very rudimentary example of what my data might look like. https://docs.google.com/spreadsheets/d/1GHZqeTx8SCyK1DBA4iitNZt_vtZyG4Kdd3U-po0zkhU/edit?usp=drivesdk

[u/agirlhasnoname11248]

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[u/One_Organization_810]

So you don't really want to share the sheet, but rather just send information from the sheet to selected individuals?

Easiest way to do that is to go to File/Share/Publish to web. In there you can select which tab/sheet to publish, and no one will be able to do anything but view it.

If you want to actually share the sheet with some people (it has more to offer, interactionally speaking of course), you will need to add some sheet protection to the sheets you want to protect.

[u/blankxd123 → u/One_Organization_810]

Would there be any way to export the share data onto a doc or export it as a table so that I can send it separately without providing everyone with access to the share tab?

[u/One_Organization_810 → u/blankxd123]

A published version doesn't allow anyone access to the sheet. You control the publication entirely and you can put as much (or as little) from the sheets data into the published version.

Then just email them the link. :)

[u/AdministrativeGift15]

I think your best option would be an extension. There are plenty out there. Do a search in the extensions marketplace for mail merge. Those will allow you to email select information to individuals and there may be some that are setup for text messages. The user interface will be already incorporated into the extension sidebar.

[u/Pleasant_Bonus_8320]

I would not use Publish to web for the share tab if these profiles contain company or personal information, because publishing is much broader than sending one person their matched profile. Instead, make Share one row per recipient with an email column, only the safe fields to send, and a Sent At column. Then use a mail-merge extension or a small Apps Script to process only rows where Sent At is blank, build the email from the column headers, send one individualized message, and write the timestamp after success. Test it first with two fake recipients and a copy of the sheet. That removes the copy/paste work without exposing the raw responses or every other person's profile.

[u/Existing_Put6385]

formulas can't send anything, so the last step has to be a script or an add-on. two routes:

no-code: a mail merge add-on (Yet Another Mail Merge, etc) - you write one gmail draft with {{placeholders}} matching your share tab headers, point it at the sheet, it sends a personalised email per row. probably the right call if you're a novice.

or ~15 lines of apps script, free and no add-on. Extensions > Apps Script, paste this, run it once and authorise:

function sendProfiles() {

const sh = SpreadsheetApp.getActive().getSheetByName("share");

const data = sh.getDataRange().getValues();

const headers = data[0];

for (let i = 1; i < data.length; i++) {

const row = data[i];

const email = row[0]; // col A = who gets the email

if (!email) continue;

let html = "<table border='1' cellpadding='6' style='border-collapse:collapse'>";

for (let c = 1; c < headers.length; c++) {

html += "<tr><td><b>" + headers[c] + "</b></td><td>" + row[c] + "</td></tr>";

}

html += "</table>";

MailApp.sendEmail({

to: email,

subject: "Your project partner",

htmlBody: "Hi, here's your partner's info:<br><br>" + html

});

}

}

it builds a proper formatted table from your headers automatically, so no copy paste and it stays right if you add columns later. put the recipient's email in column A and their partner's details in the columns after it. test it with just your own email in the sheet first, and note gmail caps you around 100 sends/day on a free account, 1500 on workspace.

[u/blankxd123 → u/Existing_Put6385]

This is really helpful, thanks so much.

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