How to share your report in Looker Studio ?

How to share your report in Looker Studio ?

Looker Studio is an excellent tool for creating reports and analyzing data. 

But it's even better when you have to share it. 

There are a few limitations on how many people can consult or edit a report, and you have multiple ways to give them access.

We will see in the tutorial how you can share your report with people who only have to consult it and how you can share it with people who need to edit it!

Share your report by email

The usual way to share your report is with a personal email. 

To do so : 

  • Clicks on the Share button at the top right.
Click on share button Looker Studio
Click on share button Looker Studio
  • Enter an email in the email fields. You can only use a Gmail address or a Google account (a professional Google account will work, obviously).
Select an email to share your report with.
Select an email to share your report with.
  • Choose Viewer or Editor depending on the access you want to give (Viewers will only have a page with the report, editors will have the same interfaces as you have).
Select viewer or editor role.
Select viewer or editor role.
  • Clicks on Sends to finalize and send an invitation to view (or edit) to the selected email.
Send your invitation to view or edit.
Send your invitation to view or edit.


Share your dashboard with a group of people

You can share your report with a large group of people at once and do it from the same interface. Instead of entering an email, you can let the dashboard be accessible through the URL.

In the Link settings section, you have 3 or 4 options :

  • Restricted: the default configuration, only invited people through email can access the report.
  • Your domain name: only available if you are an admin of your domain. You can let everyone sharing your domain be a viewer or editor of a report.
Share a report with your organization.
Share a report with your organization.
  • Unlisted: only people with the link can view or edit your report.
Share a report through its url.
Share a report through its url.
  • Public: everyone can see your report. It is helpful if you want to embed a report in a webpage and need everyone visiting the website to see your dashboard. People still need to link to access your report.
Make your report public
Make your report public

Once you have selected your configuration, you can easily use the Copy Link button to get the link. And clicks on Save to be sure to save your choice!

You can now share your report with the link you just copied.

More options when sharing your Looker Studio dashboard

There are two more options accessible through the settings button at the top right : 

More options to secure your dashboard data.
More options to secure your dashboard data.

Prevent editors from changing access and adding new people: check this to be the only one to invite people. It also prevents editors from changing the authorization access through the report link.

Disable downloading, printing and copying for viewers: check this to prevent viewers from using another way to share your report.

Limitation

There are a few limitations when sharing a report with people. 

The biggest one is the need for a Google or Gmail account to view and edit a dashboard.

You can get around the Viewer restriction by sharing the link or a PDF file of your report. But if you need to edit a dashboard, you need a Google or Gmail account.

A rare limitation if you are a Google Workspace user, your link-sharing option might be restricted to people in your organization.

More function to use with Looker Studio

CONCAT
:
Mastering the CONCAT Function in Looker Studio: Syntax, Examples, and Best Practices
CEIL
:
Working with number and the CEIL function in Looker Studio
ABS
:
Mastering the ABS Function in Looker Studio: Guide to Absolute Value Visualization
DATE_FROM_UNIX_DATE
:
Decoding Date Data: Understanding and Applying the DATE_FROM_UNIX_DATE Function in Looker Studio
MIN
:
Mastering the MIN Function in Looker Studio: A Comprehensive Guide on Data Analysis and Visualization Tools