How to Duplicate a Workbook in Google Sheets

Mastering the Art of Workbook Duplication in Google Sheets

Google Sheets has become an indispensable tool for individuals and businesses alike, offering a powerful platform for data analysis, collaboration, and organization. Whether you’re a seasoned data analyst or a small business owner keeping track of inventory, there may come a time when you need to duplicate a workbook. This could be for backup purposes, to create a template, or to share a clean version of your work with others. In this article, we’ll explore the various methods to duplicate a workbook in Google Sheets, ensuring that you can do so with ease and confidence.

Understanding the Basics of Google Sheets

Before diving into the duplication process, it’s essential to understand what a workbook is in the context of Google Sheets. A workbook refers to the entire spreadsheet file, which can contain one or more individual sheets (tabs). When you duplicate a workbook, you’re creating an exact copy of the file, including all the sheets, data, formulas, and formatting contained within it.

Method 1: Using the ‘Make a Copy’ Feature

One of the simplest ways to duplicate a workbook in Google Sheets is by using the built-in ‘Make a copy’ feature. This method is straightforward and can be done in just a few clicks:

Open the Google Sheets workbook you wish to duplicate.
Click on the ‘File’ menu in the upper left corner of the screen.
Select ‘Make a copy’ from the dropdown menu.
In the pop-up window, you can rename the copy and choose where to save it in your Google Drive.
Click ‘OK’ to create the duplicate workbook.

This method is perfect for quickly creating a copy of your workbook that you can then modify, share, or keep as a backup without affecting the original file.

Method 2: Duplicating a Workbook to a Different Google Account

There may be instances where you need to duplicate a workbook to another Google account. This could be useful when transferring files between work and personal accounts or sharing with a colleague who needs their own copy. Here’s how to do it:

Open the workbook you want to duplicate.
Click on ‘File’ and then ‘Share’.
Enter the email address of the Google account you want to share with.
Before clicking ‘Send’, click on the pencil icon and change the permission to ‘Editor’.
Once shared, the other user can open the workbook and use the ‘Make a copy’ feature as described in Method 1 to create their own duplicate.

This method ensures that the other user has their own copy of the workbook, which they can edit and manage independently of the original.

Method 3: Exporting and Importing as an Excel File

For those who work across different spreadsheet platforms, you might need to duplicate a Google Sheets workbook as an Excel file. This can be done by exporting the Google Sheets file to Excel format and then re-importing it back into Google Sheets. Here’s the step-by-step process:

Open the Google Sheets workbook you want to duplicate.
Go to ‘File’ > ‘Download’ and select ‘Microsoft Excel (.xlsx)’.
Once the file is downloaded, go to Google Drive and click ‘New’ > ‘File upload’.
Select the downloaded Excel file from your computer and upload it to Google Drive.
After the upload is complete, right-click on the file in Google Drive and select ‘Open with’ > ‘Google Sheets’ to convert it back to a Google Sheets format.

This method is particularly useful if you need to share the workbook with users who prefer Excel or if you require Excel’s advanced features for certain tasks before bringing the workbook back into Google Sheets.

Method 4: Using Google Drive’s ‘Copy’ Feature

Another way to duplicate a workbook is by using Google Drive’s ‘Copy’ feature. This method is useful when you want to create a copy of the workbook within your Google Drive without opening Google Sheets:

Navigate to Google Drive and locate the workbook you want to duplicate.
Right-click on the workbook file and select ‘Make a copy’.
The duplicate will appear in the same folder with ‘Copy of’ prefixed to the original file name.
You can then rename and organize the copied workbook as needed.

This method is quick and efficient, especially when dealing with multiple files or when you’re not currently working within Google Sheets.

Method 5: Using Google Sheets Script for Bulk Duplication

If you find yourself needing to duplicate multiple workbooks on a regular basis, using Google Sheets script can automate the process. This method requires a bit of coding knowledge, but it can save a significant amount of time and effort in the long run:


function duplicateWorkbook() {
  var sourceFile = DriveApp.getFileById('SOURCE_FILE_ID');
  var destinationFolder = DriveApp.getFolderById('DESTINATION_FOLDER_ID');
  sourceFile.makeCopy('DUPLICATE_NAME', destinationFolder);
}

To use this script:

Open the Google Sheets workbook you want to duplicate and go to ‘Extensions’ > ‘Apps Script’.
Replace ‘SOURCE_FILE_ID’ with the ID of the file you want to copy (found in the file’s URL).
Replace ‘DESTINATION_FOLDER_ID’ with the ID of the folder where you want the copy to be saved.
Replace ‘DUPLICATE_NAME’ with the desired name for the duplicated workbook.
Save and run the script to create the duplicate.

This script can be further customized to duplicate multiple workbooks or to add additional functionality as needed.

FAQ Section

No, when you duplicate a workbook, the sharing permissions are not copied over. You will need to set up sharing permissions for the new copy separately.

Is there a limit to how many times I can duplicate a Google Sheets workbook?

There is no limit to the number of times you can duplicate a workbook in Google Sheets. However, keep in mind that each copy will take up space in your Google Drive.

Can I automate the duplication of a workbook at regular intervals?

Yes, you can use Google Apps Script with time-driven triggers to automate the duplication process at set intervals. This requires custom scripting and setting up triggers in the Apps Script environment.

Will duplicating a workbook also duplicate any scripts or macros within it?

Yes, when you duplicate a workbook using the ‘Make a copy’ feature or Google Drive’s ‘Copy’ feature, any bound scripts or macros will also be duplicated.

Can I duplicate a workbook to another format besides Excel?

Yes, Google Sheets allows you to download and export your workbook in various formats such as CSV, ODS, PDF, and more. You can then re-import or use these files as needed.

Conclusion

Duplicating a workbook in Google Sheets is a valuable skill that can enhance your productivity and data management capabilities. Whether you’re making a quick copy for backup purposes, sharing with colleagues, or automating the process for regular duplication, Google Sheets offers a range of methods to suit your needs. By following the steps outlined in this article, you can ensure that your data is always accessible, organized, and ready for whatever task lies ahead.

Remember that while duplication is a powerful feature, it’s also important to manage your Google Drive space effectively and maintain proper version control to avoid confusion. With these tips and techniques, you’re well-equipped to handle any duplication task in Google Sheets with ease and efficiency.