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Google Sheets Notifications: How to Turn On, Edit & Remove

Google Sheets is a powerful and user-friendly spreadsheet application that offers a plethora of features, including the ability to receive notifications when changes are made to your spreadsheets. 

Google Sheets notifications can be a game-changer for those who collaborate on projects or need to stay informed about updates to critical data.

Imagine you’re working on a team project, and multiple people have access to a shared Google Sheet. With notifications enabled, you’ll receive an email or push notification whenever someone makes changes to the sheet, ensuring you’re always up-to-date with the latest information. 

This feature can be particularly useful for tracking changes made by others, identifying potential errors, and maintaining version control.

Google Sheets notifications can also be beneficial for personal use. For instance, if you’re monitoring a spreadsheet that tracks your monthly expenses or sales figures, you can receive notifications whenever new data is added, allowing you to stay on top of your finances or business performance.

In today’s guide, we’ll explore the importance of Google Sheets notifications and provide step-by-step instructions on how to turn them on, edit their settings, and remove them when necessary. 

Whether you’re a seasoned spreadsheet user or a beginner, understanding how to leverage Google Sheets notifications can streamline your workflow and enhance your productivity.

But before we delve into the nitty gritty of showing you how to set up Google Sheets notifications, let’s quickly see why setting up notifications in your worksheet is super important. 

Why Do You Need Google Sheets Notifications?

Still wondering why anyone would want to activate Google Sheets Notifications? Here are key reasons that highlight the importance of enabling this feature, particularly in environments where collaboration is extensive and the integrity of data is paramount:

  • Collaborative Environments: Setting up Google Sheets notifications is super important, especially when you’re working on a spreadsheet with others. With notifications enabled, you’ll always be up to date with changes made by other collaborators. 
  • Tracking Changes: Enables real-time monitoring of edits, including who made them and when.
  • Email Alerts: Activating alerts sends immediate email notifications for every spreadsheet change.
  • Manual Version History Checks: Without notifications, identifying edits requires sifting through version history—a time-consuming process.
  • Instant Updates: Instant notifications are crucial for immediate awareness of changes, bypassing the slower manual check process.
  • Protecting Sheet Integrity: This is especially vital for preventing unauthorized alterations that could disrupt crucial formulas or formatting.

How to Set Up Google Sheets Email Notifications (Step-by-Step Process

Now that you’re familiar with the fundamentals of activating Google Sheets notifications, let’s dive into a detailed guide. 

In this section, we’ll walk you through the step-by-step process of configuring Google Sheets to send you email notifications.

Let’s jump right in, shall we?

Step 1: Access the Relevant Google Sheet

Before diving into the notification setup process, ensure you have the specific Google Sheet open for which you want to enable notifications. Seamless access to the correct document is crucial to avoid any confusion or misdirected notifications down the line.

Step 2: Tools > Notification Settings > Edit Notifications

With the desired Google Sheet open and ready, your next step is to access the “Notification Rules” menu. This menu houses the essential controls that will allow you to enable and configure notifications for the current spreadsheet.

What you want to do is locate the “Tools” option in the top menu bar of your Google Sheets window and click on “Notification settings.”

This action will reveal a dropdown menu with three options. From those options, select Edit notifications. 

Step 3: Customize Notification Settings

After executing step 3 as instructed, Google Sheets will launch the “Set notification rules” window.

Here, the goal is to tailor the email notification settings to your preferences.

Essentially, you’ll configure the notifications to ensure you receive an email alert whenever any changes occur within the document.

Step 4: Save Your Notification Settings

Once you’ve customized the notification rule according to your preferences in step 3, you’re nearly finished. To complete the process, click the “Save” button. This action will apply and save all the notification settings you’ve configured.

The Google Sheets notifications setup allows you to receive alerts when someone modifies your Google Sheets. 

While this can be handy for tracking changes, frequent edits by multiple collaborators may result in an overwhelming influx of notifications. To this end, it’s important you tailor the options based on your specific requirements to strike the right balance.

For team leaders or managers, a daily summary could be an optimal choice, providing a consolidated overview of all updates in a single digest. 

Alternatively, you could leverage email filtering rules to automatically organize the Sheets notifications into a dedicated folder, keeping your inbox organized and ensuring you don’t miss any crucial updates amidst the clutter.

​​Managing Google Sheets Notifications: Add, Edit, and Remove

In the previous section, we covered the initial setup process for configuring notifications in Google Sheets. 

This setup is designed to allow you to receive alerts whenever specific events occur, such as when a sheet is edited or a particular cell value changes.

Now, let’s discuss how to edit or delete an existing notification rule in case your requirements change over time.

Step 1: Access Notification Rules

To delete or edit Google Sheets notifications, we are going to follow a similar step like we did when setting the notification. The first thing you want to do is navigate to the Tools menu and select the option for Notification settings. 

Selecting this option will reveal three more options. Choose Edit notifications from those options. 

Step 2: Edit or Delete Existing Rules

Upon selecting ‘Edit notifications’, Google Sheets will open the ‘ Set notification rules’ window, displaying all the rules you’ve previously established.

In this window, you have the flexibility to either edit an existing rule to adjust its parameters or delete any rule that’s become redundant.

Should there be a need to introduce a new notification criterion, simply click on ‘Add another notification rule.

Step 3: Save Changes

Once you’ve made the desired changes, such as editing or deleting a rule, click on Done to save your modifications.

By following these steps we outlined above, you can easily manage your Google Sheets notification rules, ensuring that you receive relevant alerts without being overwhelmed by unnecessary notifications.

Understanding Notification Rules Options in Google Sheets

The notification rules menu in Google Sheets provides various options to customize when and how you receive alerts for changes made to your spreadsheets. Read on as we breakdown what each option means. 

Any Changes Are Made

By selecting this option, you’ll receive a notification for every single change made to the spreadsheet. Google Sheets can either send these notifications instantly or bundle them into a daily digest, depending on your preference.

A User Submits a Form

This option allows you to receive notifications whenever a collaborator submits a form associated with the spreadsheet. This can be particularly useful if you’re using Google Forms for surveys, registrations, or data collection purposes.

Email – Daily Digest

When this option is chosen, you’ll receive a consolidated email at the end of the day (or a specified time) containing a summary of all the changes made to the spreadsheet by various users. This approach can be beneficial if you prefer not to be notified of individual changes instantly or if you’re working in a large organization where numerous updates occur throughout the day.

Email – Right Away 

Selecting this option means you’ll receive an email notification immediately after any change is made to the spreadsheet. This can be advantageous for users working with sensitive data or those who need to stay up-to-date with every modification as it happens.

However, it’s essential to note that in a collaborative environment with multiple contributors making frequent changes, instant notifications can quickly become overwhelming, leading to an influx of emails that may become more disruptive than helpful.

By understanding these options, you can tailor the notification rules to suit your specific needs, ensuring you receive relevant alerts without being inundated with excessive or unnecessary notifications.

Frequently Asked Questions about Google Sheets Notifications

What are Google Sheets Notification Emails?

Notifications in Google Sheets are a useful tool for staying informed about alterations to your spreadsheet. They allow you to receive updates via email either instantly as changes occur or through a daily summary of all modifications made.

How Can I Receive Notifications for Spreadsheet Changes in Google Sheets?

Google Sheets offers a feature to alert you about any modifications in your spreadsheet. This isn’t activated automatically. To enable it, navigate to ‘Tools’ on the menu bar, select ‘Notification settings,’ then ‘Edit notifications.’ This action launches the set notifications rule window, where you’ll be able to add notification rules as you want. After choosing your preferences, you can click ‘Done’ to implement the rule.

What Steps Are Needed to Disable Notifications in Google Sheets?

Turning off notifications is an easy process. Just head over to the ‘Tools’ menu and click on ‘Notification Settings.’ This will present you with three choices. Select ‘Edit notifications’ among them. This action opens up the set notification rules window, where you’ll see the notification rules you previously established. To turn off notifications, simply click ‘Delete’ followed by ‘Done’ to finalize your changes.

Is There a Notification When Someone is Removed from a Google Sheet?

Granting someone access to a Google Sheet triggers an email notification to them. Nevertheless, removing an individual does not send them a notification. However, they will be alerted by Google Sheets about the lack of access upon their next attempt to open the document.

How Can I Remove My Access From a Google Document Shared With Me?

To withdraw your access from a document, right-click on it and choose ‘Share.’ This displays a list of individuals with document access. Find your name and click the ‘Cross (X)’ next to it to leave the shared group. After doing that, you should notice that you no longer have access to the document. 

Is It Possible for Google Sheets to Send Out Notifications?

To enable this feature, go to ‘Tools’ and then choose ‘Notification settings.’ Next, select ‘Edit notifications.’ This action opens the notification rules window, allowing you to activate notifications for Google Sheets. Once activated, you will receive alerts whenever changes are made to a document you’ve shared.

Final Thoughts

Google Sheets’ notification feature is a powerful tool that can significantly enhance your productivity and collaboration efforts. By enabling Google Sheets notifications, you can stay informed about changes made to your spreadsheets, ensuring that you never miss crucial updates or modifications.

Whether you’re working on a team project or managing personal data, the ability to receive instant or daily digest notifications can save you countless hours that would otherwise be spent manually checking for changes. 

This feature is especially valuable in collaborative environments where multiple users have access to shared spreadsheets, as it allows for real-time tracking of edits and version control.

Furthermore, the customizable notification rules in Google Sheets provide flexibility, allowing you to tailor the settings to your specific needs. 

You can choose to receive notifications for any change made to the spreadsheet, form submissions, or specific events, ensuring that you only receive alerts that are relevant to your workflow.

While instant notifications can be overwhelming in environments with frequent updates, the daily digest option offers a convenient solution by consolidating all changes into a single email, making it easier to review and process the information.

Overall, Google Sheets’ notification system is a testament to the app’s versatility and user-friendly design. 

By leveraging this feature, you can streamline your processes, enhance collaboration, and maintain a high level of data integrity, ultimately boosting your overall productivity and efficiency.