As an alternative to adding individual people as collaborators, you can create a read-only share link that allows anyone with the link to view (but not edit) an Airtable base or a specific table view within that base. If you share just a specific table view, you can choose to hide certain columns, or filter out certain rows—and the cell content in the link will stay up to date with any changes you make. The share link uses a private URL, but you should still use this feature with caution—as anyone with whom you share the link (or who then shares the link with others) can view your content.
You can also embed a full base or table view within the base directly into a website—check out this support article on embeds.
Creating a share link for the entire base will let anyone with the share link see the entire base, including all of the different tables. (If there's any sensitive information in the database, you may want to create a table view share link instead.)
To share a whole base, click the "Share" button in the upper right-hand corner of the screen. Once there, click on the option "Create a shared link to the whole base" under the "Link sharing" header.
Clicking the “private read-only link” option will generate a share link for the base. You can now send this share link to others, preview it yourself, or embed it into a website.
When someone opens your share link, they’ll see something like this:
The page for this share link is not publicly accessible through search engines. This link will also be "live," in the sense that anyone opening the link will see all your recent changes to the base.
If you checked the "Allow viewers to copy the data in this base" box, there will be a "Copy base" button visible that will allow anyone viewing your link to create copies of your base for themselves; if you left the box unchecked, there will not be a "Copy base" button and certain other sharing functions will be limited. For more on sharing permissions, please see the Data copying permissions section of this article.
You can create a share link to just a specific view of a table within a base—as opposed to the entire base. The viewer of the share link will not see any columns or rows that are hidden in this view, and they’ll always see the most up-to-date version of the view. (In case you change cell values, add rows or columns, or toggle which rows and columns are visible).
(Note that if the shared view exposes a column containing linked records, only the names of those linked records will be exposed and any viewers of your shared table view link will not be able to open up a linked record to see all of the fields of that link record as you would in the regular app.)
When you share a view, you will be given a share link to a read-only page showing only the records in the given view. You can then send this share link to anyone, or even embed this view on your own site.
The first step is to create a view for sharing. Then, click the view bar’s share link button (note that this is different from the base share button).
This will bring up an option to "Create a shareable grid view link." Checking the box will generate a private read-only link to this view which you can copy and paste. Only people with the share link will be able to access this table view.
From the publish dialog, you can click the preview button () to preview how your shared grid view link will look, click the refresh button () to generate a new link URL, or click the "Embed this view on your site" option to get a code for an embed (more on that in this support article).
If you disable and enable the link, or click the refresh button, it will generate a new share link and invalidate the old ones. For more on disabling a share link, please see the Disabling a base or view share link section of this article.
The shared view link will look something like this:
When creating a view share link, there will be a checkbox option available to "Show all fields in expanded records." This means that even if you have certain fields hidden in the view, all fields will be made visible in the expanded record view.
Checking this box will give you a final warning—if you add any fields to this table in the future, then any information in those new fields will potentially be exposed to a person viewing expanded records in this published view. Be careful!
Clicking the base-level share button will bring up the share dialog, which contains a summary of all the ways content within the base is shared, including collaborators, the base-level share link, and all share links for views within the base.
Under the link sharing section, you can manage the shared base link settings, but you can also manage all of your table view links. Clicking the option at the bottom of the share dialog with the blue publish button will bring you to a shared table views manager.
The shared table views manager will give you a more detailed summary of all of the shared table views that you've created. From here, you have the option of editing or disabling a view, previewing a view, or previewing an embed version of the view.
To disable a shared base link, go to the share dialog, then click the dropdown to the right of "Anyone can view (but not edit) this base with this read-only link," then reselect "Disable link sharing."
To disable a shared table view, uncheck the checkbox in the Publish dialog.
You can also disable a shared table view link from the share dialog by going to the shared table views manager and clicking the "disable" option next to the shared table view link you wish to disable. This will bring you to the publish dialog, where you can uncheck the checkbox and disable the shared table view.
Note that if you disable and re-enable a share link (or click the refresh button) it will generate a new share link and invalidate the old one. Anyone attempting to use an old share link will get an error message.
When creating a share link, you have the option to check a box which says either "Allow viewers to copy the data in this base" or "Allow viewers to copy data out of this view," as appropriate.
If this box is checked, then:
- Any attachments in the base can be downloaded
- All cells in the table can be copied at once through the copy and paste keyboard shortcuts (C and V)
- For a base share link or an embedded base, there will be a "Copy base" button that, when clicked, will allow any people viewing the base to make copies of the base for themselves
- There will be an option to download a CSV version of the data in the current view
If this box is unchecked, then:
- Downloading attachments is not allowed (however, attachments can still be viewed, so be careful, especially with image files!)
- You cannot copy and paste batches of cells using keyboard shortcuts
- Neither the "Copy base" button nor the option to download a CSV will be made available