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Password Protecting Data In a Google Sheet Part 2 The Basics

About this Tutorial

Covering some of the basics I skipped over in the part 1 video.

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Video Transcript

0:00 Hey, this is part two of password, protecting a Google sheet. Uh, I might have gotten a little too excited about getting you to the encoding part and didn't really cover the basics.
0:09 So I wanted to review that in this short video. So the very first thing that I used was the, if formula now, if has a logical expression in which it must equate to either true or false, if it does go to true, uh, we'll use import range.
0:29 Why I did this is because I wanted to save the data in a sheet somewhere, right? I didn't wanna save the data in this sheet and then expose that when I needed to, uh, there's probably some other ways to change conditional formatting based on having the correct word, right.
0:47 You might think of doing that, sort of hiding it in plain sight. Um, but I wanted to have that data definitely in a different sheet somewhere completely else.
0:54 I also considered having a hidden tab or something, but I didn't want it inside. So import range. The one thing you didn't see me do before I set up this page was this import range.
1:05 Let's see if it does it here, cuz um, you might see it now that I changed something on the sheet.
1:11 Here we go. When you first put import range in here, you'll get this ref. So you must allow access. So you'll create one sheet that, uh, you don't have to share like to anyone, uh, it can stay restricted and it's only gonna share its data with this sheet that has the import range, an import range.
1:29 Anytime you use it, you have to allow access. So you probably didn't see that. The other thing you probably didn't see me do, but I referenced it is naming this named range so we can name anything so we can even add a username here.
1:43 So let's like, copy this. If for some reason you wanna add like different passwords for different people. So we can say Andrew here now, right here, it's super easy.
1:54 I can just start typing username. And now if I go anywhere I can type in username here. There's the it references that cell, that cell or any range whatsoever can be named right here in this box.
2:11 It's really, really simple, very powerful too. One of the downsides that I've found is that it's so hard to manage and keep track of named ranges.
2:23 If you use it a lot, if you use it for like one or two things in a sheet like password or username or anything that has like one word name, very easy.
2:32 So that's why this password at the front is in this, uh, orange. I could have also used, uh, login exclamation point, uh, C4.
2:45 And if we go back here, C4 is the password reference. So, so that could have been login, exclamation point C4.
2:57 But instead I wrote Password and I used a name range here. Then I did equals password, right? And if you wanna change this password, you can literally go right here and change this to password something else, PA uh, another gibberish, right.
3:14 And that'll go away and we go into login and we type in gibberish and we'll see this data is back.
3:21 But if we change the password password, uh, there it goes, it goes away. Um, another way you could do this is saving the password on a tab and hiding that tab.
3:32 Totally. Okay. Um, it gives you the same amount of protection as doing it right here in this sheet. Um, but it, what it might do as well is at least keep the view away from the password right here.
3:46 I got a little lazy cause I was like, oh, I, I know I'm gonna do something else. Um, but this password could E easily be, um, a hidden sheet, exclamation point a one, right?
3:59 Um, and we can even create this. I'll just duplicate this one and we can call this hidden sheet like to data.
4:09 So we have hidden sheet, a one password is here and we can write in password. Now these two things are the same.
4:23 So we have a few ways right. To edit this and change it. But, uh, these were the basics and I definitely wanted to go back through them.
4:31 I know this is part two video, uh, but I just wanted to make sure that you got the basics from that last video.
4:38 I got so excited about doing it in app script and doing an encoded data thing that I probably went very fast over the basics.
4:46 So yes, this is part two and yes, this is the fundamental, basic stuff that I should have gone over in the past video.
4:53 Thanks for so much for watching. I really hope this was helpful to you. Um, even if it was a little weird, right?
4:59 You might not have many use cases for having a password protected sheet where the password itself can be found within the sheet somewhere.
5:06 That's a very strange situation that find yourself in. But if you do find yourself in that situation now, you know, and also consider the other possibilities, right?
5:16 This could be a checkbox. Um, this could be a series of check boxes. It could be the, the culmination of another, uh, series of data or sheets or calculations.
5:25 Right? Lots of cool stuff. You can do lots of cool things you can probably do with like a generator as well and hiding and UN hiding information as you go through a sheet.
5:35 Lot of cool, little other use cases other than just password protecting, but hopefully this was helpful to you. Have a good day.


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