How GPT for Sheets works on shared spreadsheets

Shared spreadsheets have different rules for using bulk AI tools, GPT functions, and the formula assistant. This guide explains who can enable and use each feature, and whose account gets charged for usage.

Bulk AI tools

Anyone with edit access to the spreadsheet can use bulk AI tools and change their own model settings. These settings are user-specific, so changes made by one user do not affect others.

GPT functions

The behavior of GPT functions depends on user roles and spreadsheet location: My Drive or Shared Drive.

My Drive

• Owner

  • Owns the spreadsheet. To check who the Owner is, click the Share button in the top-right corner of the spreadsheet.

  • Can enable GPT functions.

  • Can change model settings.

  • Can manage cache.

• Editors

  • Have edit access to the spreadsheet.

  • Can use GPT functions once enabled by the spreadsheet Owner.

  • Can override model and creativity level via GPT function parameters.

Shared Drive

• Creator

  • Created the spreadsheet in the Shared Drive. To check who the Creator is, you can view the file activity.

  • Can enable GPT functions.

  • Can change model settings.

  • Can manage cache.

• Editors (Contributor or higher)

  • Have edit access to the spreadsheet.

  • Can use GPT functions once enabled by the spreadsheet Creator.

  • Can override model and creativity level via GPT function parameters.

Location	Who can enable GPT functions?	Who can use GPT functions?	Who can change model settings?
My Drive	Owner	Owner, Editor	Owner
Shared Drive	Creator	Creator, Editor	Creator

Formula assistant

Anyone with edit access to the spreadsheet can use the formula assistant.

Who pays?

The following table shows whose balance is used in both My Drive and Shared Drive scenarios:

	Run by Owner/Creator	Run by Editor
Bulk AI tools	Owner/Creator's balance	Editor's balance
GPT functions		Owner/Creator's balance
Formula assistant (generate formula)		Editor's balance
Formula assistant (insert GPT formula)		Owner/Creator's balance

note

If the Owner/Creator or Editor is a member of another user's space, GPT for Work uses that space's balance. Learn more.

Example scenarios

Here are common scenarios for managing GPT for Sheets in a team context:

1. Centralize GPT for Sheets billing for your team

Goal: Enable your team to use all GPT for Sheets features (GPT functions, bulk AI tools, formula assistant) with centralized billing.

Steps:

1. Sign in to the GPT for Work dashboard.

2. Invite the team members to your space.

3. Buy a pack for the space.

Team members can now use all features in their spreadsheets, billing to the space.

2. Let others use GPT functions with your balance

Goal: Enable your team to use GPT functions without installing or paying for GPT for Sheets usage.

Steps:

1. Create a spreadsheet.

2. In the menu bar, select Extensions > GPT for Sheets and Docs > Enable GPT functions.

3. Share the spreadsheet with your team.

Team members can create GPT formulas without installing GPT for Sheets. All GPT function executions in the spreadsheet will use your balance.

3. Share GPT formulas without impacting your balance

Goal: Provide a spreadsheet template containing GPT formulas that others can use with their own balance.

Steps for you:

1. Create the spreadsheet with your GPT formulas.

2. Share your spreadsheet as a template.

Steps for other users:

1. Open the spreadsheet and click Use template.

2. Install the GPT for Sheets add-on.

3. In the menu bar, select Extensions > GPT for Sheets and Docs > Open.

Users can execute your GPT formulas using their own balance.