Excel shared workbook: How to share Excel file for multiple users

This tutorial provides a comprehensive guide to sharing Excel workbooks, covering various methods, access control, and conflict resolution. Modern Excel versions (2010, 2013, 2016, and later) simplify collaborative editing, eliminating the need to manage multiple versions.

Sharing an Excel workbook allows simultaneous editing, streamlining teamwork. However, certain limitations exist, impacting features like sorting, formatting, and data validation. These features should be applied before sharing the workbook.

Sharing via Network Location:

This method involves saving the workbook to a shared network drive.

1. In the Review tab, click the Share Workbook button.
2. Check "Allow changes by more than one user at the same time..." in the Editing tab.
3. (Optional) Configure advanced settings on the Advanced tab for change tracking.
4. Save the workbook to the shared network location. The "[Shared]" indicator will appear in the file name.

Protecting Change Tracking:

To prevent accidental disabling of change tracking, use the Protect and Share Workbook feature (Review tab). Set a password for enhanced security. Note that this doesn't prevent content edits, only the disabling of tracking. Cell/worksheet protection should be implemented before sharing for content security.

Conflict Resolution:

Simultaneous editing can lead to conflicts. Excel prioritizes the user who saves first. The Resolve Conflicts dialog allows you to choose which changes to keep. To avoid the dialog, set "The changes being saved win" in the advanced sharing settings.

Merging Workbooks:

Multiple copies can be merged using the "Compare and Merge Workbooks" feature (add this to your Quick Access Toolbar).

Removing Users:

Disconnect users from the shared workbook via the Share Workbook dialog's Editing tab. Note that this only disconnects for the current session. You can also delete their custom views.

Unsharing a Workbook:

To stop sharing, uncheck "Allow changes by more than one user..." in the Share Workbook dialog.

Sharing via OneDrive (Co-authoring):

OneDrive offers real-time co-authoring. Save the workbook to OneDrive, invite collaborators, and see changes instantly. Collaborators can edit in Excel Online or the desktop application (Excel 2016 and later). Real-time indicators show who is editing which cells.

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