Excel save file as shared

Share a workbook with others, right within Excel. You can let them edit the workbook or just view it.

Select permissions and then Apply.

Type a message if you like.

It takes just three steps to share a workbook.

Using a web browser, upload or create a new workbook on OneDrive, OneDrive for Business, or a SharePoint Online library.

If you uploaded the file, click the filename to open it. The workbook will open in a new tab in your web browser.

Click the Edit in Excel button. If you don’t have this button, click Edit in Browser, and then click Edit in Excel after the page reloads.

Click Open Microsoft Excel.

When the file opens in the Excel program, you may see a yellow bar which says the file is in Protected View. Click the Enable Editing button if that’s the case.

Click Share in the upper-right.

Click Invite People. Then type email addresses, and separate each with a semicolon. Make sure to also select Can Edit. When you’re done, click the Share button.

Tip: If you want to send the link yourself, click Share in the upper-right, and then click Copy Link > View and Edit.

If you clicked the Share button in the previous step, email messages will be sent to each person. The message will come from your email address. You will also receive a copy of the message, just so you know what it looks like.

If you clicked the Share button, people will receive an email message inviting them to open the file. They can click the link to open the workbook. A web browser will open, and the workbook will open in Excel for the web. If they want to edit in the browser, they can click Edit Workbook > Edit in Browser. If they want to open it in the Excel app, they can click Edit Workbook > Edit in Excel.

Tip: If they’re using the latest version of Excel 2016 for Microsoft 365 subscribers, they can open the file directly in the Excel app. They can click File > Open. > Shared, and then select a file that has been shared by another person.

More than one person can edit a workbook at the same time. This is called co-authoring. However, everyone will need a version of the Excel app that supports co-authoring. At this time, Excel for Android, Excel for iOS, Excel Mobile, and Excel 2016 for Microsoft 365 subscribers are the versions that currently support co-authoring. If they don’t have a supported version, they can click Edit Workbook > Edit in Browser to edit the file in Excel for the web.

Need more help?

You can always ask an expert in the Excel Tech Community or get support in the Answers community.

Источник

Important: «Shared Workbooks» is an older feature that allows you to collaborate on a workbook with multiple people. This feature has many limitations, and has been replaced by co-authoring. Excel co-authoring is available in Microsoft 365 Apps Excel desktop client and Excel for the Web for Microsoft 365 subscribers.

Enabling the Shared Workbook feature

Be certain that you want to use this method before continuing. Shared Workbooks have limitations, and one in particular is the inability to edit using Excel for the web. Therefore we highly recommend co-authoring, which is the replacement for Shared Workbooks.

Create a new workbook or open an existing workbook. Then place it on a network location. For example, put it on a location like \server_namefolder_name. Don’t put the file on OneDrive or SharePoint. If you prefer those locations for the file, co-author the workbook instead.

Click Review > Share Workbook.

Note that in newer versions of Excel, the Share Workbook button has been hidden. Here’s how to unhide it.

On the Editing tab, select the Allow changes by more than one user . check box.

On the Advanced tab, select the options that you want to use for tracking and updating changes, and then click OK.

If this is a new workbook, type a name in the File name box. Or, if this is an existing workbook, click OK to save the workbook.

If the workbook contains links to other workbooks or documents, verify the links and update any links that are broken.

Click File > Save.

When you’re done, — Shared will appear at the top of the Excel window, next to the filename.

Additional information

Please be aware that Shared Workbooks is an older method of sharing. Therefore, many items and actions are not supported when this method is used. The table below is only a partial list of features not supported.

Creating or inserting tables

Inserting or deleting blocks of cells

Adding or changing conditional formats

Adding or changing data validation

Merging cells or splitting merged cells

Creating or changing charts or PivotChart reports

Sorting or filtering by format

Inserting or changing pictures or other objects

Using drawing tools

Inserting or changing hyperlinks

Assigning, changing, or removing passwords

Creating, changing, or viewing scenarios

Protecting or unprotecting worksheets or the workbook

Inserting automatic subtotals

Grouping or outlining data

Creating data tables

Writing, recording, changing, viewing, or assigning macros

Creating or changing PivotTable reports

Changing or deleting array formulas

Creating or applying slicers

Adding, renaming, or deleting XML maps

Creating or modifying sparklines

Mapping cells to XML elements

Adding or changing Microsoft Excel 4 dialog sheets

Using the XML Source task pane, XML toolbar, or XML commands on the Data menu

Using a data form to add new data

Adding threaded comments

Editing, or deleting threaded comments

Before you disconnect users, make sure that they have completed their work on the workbook. If you remove active users, any unsaved work of theirs will be lost.

Click Review > Share Workbook.

Note that in newer versions of Excel, the Share Workbook button has been hidden. Here’s how to unhide it.

On the Editing tab, in the Who has this workbook open now list, review the names of users.

Select the name of the user who you want to disconnect, and then click Remove User. Please note that although this action disconnects the user from the workbook, it does not prevent that user from editing the workbook again.

To delete any personal view settings of the removed user, click View > Custom Views and delete any other user views.

Before you turn off this feature, you might want to make a copy of the change history. First make sure that all other users have completed their work.

Click Review > Track Changes > Highlight Changes.

Note that in newer versions of Excel, the Track Changes button has been hidden. Here’s how to unhide it.

In the When list, select All.

Clear the Who and Where check boxes.

Select the List changes on a new sheet check box, and then click OK.

Now you can either print the History worksheet, or you can copy the history and paste it into another workbook.

Click Review > Share Workbook.

Note that in newer versions of Excel, the Share Workbook button has been hidden. Here’s how to unhide it.

On the Editing tab, make sure that you are the only person listed in the Who has this workbook open now list.

Clear the Allow changes by more than one user . check box. If this check box is not available, you must first unprotect the workbook. Do the following:

Click OK to close the Share Workbook dialog box.

On the Review tab, in the Changes group, click Unprotect Shared Workbook.

If you are prompted, enter the password, and then click OK.

On the Review tab, in the Changes group, click Share Workbook.

On the Editing tab, clear the Allow changes by more than one user . check box.

When you are prompted about the effects on other users, click Yes.

Enabling the Shared Workbook feature

Be certain that you want to use this method before continuing. Shared Workbooks have limitations, and therefore we highly recommend co-authoring, which is the replacement for Shared Workbooks.

Create a new workbook or open an existing workbook. Then place it on a network location. Don’t put the file on OneDrive or SharePoint. If you prefer those locations for the file, co-author the workbook instead.

Click Review > Share Workbook.

On the Editing tab, select the Allow changes by more than one user . check box.

On the Advanced tab, select the options that you want to use for tracking and updating changes, and then click OK.

If this is a new workbook, type a name in the Save As box. Or, if this is an existing workbook, click OK to save the workbook.

If the workbook contains links to other workbooks or documents, verify the links and update any links that are broken.

Click File > Save.

When you’re done, — Shared will appear at the top of the Excel window, next to the filename.

Additional information

Please be aware that Shared Workbooks is an older method of sharing. Therefore, many items and actions are not supported when this method is used. The table below is only a partial list of features not supported.

Creating or inserting tables

Inserting or deleting blocks of cells

Adding or changing conditional formats

Adding or changing data validation

Merging cells or splitting merged cells

Creating or changing charts or PivotChart reports

Sorting or filtering by format

Inserting or changing pictures or other objects

Using drawing tools

Inserting or changing hyperlinks

Assigning, changing, or removing passwords

Creating, changing, or viewing scenarios

Protecting or unprotecting worksheets or the workbook

Inserting automatic subtotals

Grouping or outlining data

Creating data tables

Writing, recording, changing, viewing, or assigning macros

Creating or changing PivotTable reports

Changing or deleting array formulas

Creating or applying slicers

Adding, renaming, or deleting XML maps

Creating or modifying sparklines

Mapping cells to XML elements

Adding or changing Microsoft Excel 4 dialog sheets

Using the XML Source task pane, XML toolbar, or XML commands on the Data menu

Importing, refreshing, and exporting XML data

Using a data form to add new data

Before you disconnect users, make sure that they have completed their work on the workbook. If you remove active users, any unsaved work of theirs will be lost.

Click Review > Share Workbook.

On the Editing tab, in the Who has this workbook open now list, review the names of users.

Select the name of the user who you want to disconnect, and then click Remove User. Please note that although this action disconnects the user from the workbook, it does not prevent that user from editing the workbook again.

To delete any personal view settings of the removed user, click View > Custom Views and delete any other user views.

Before you turn off this feature, you might want to make a copy of the change history. First make sure that all other users have completed their work.

Click Review > Track Changes > Highlight Changes.

In the When list, select All.

Clear the Who and Where check boxes.

Select the List changes on a new sheet check box, and then click OK.

Now you can either print the History worksheet, or you can copy the history and paste it into another workbook.

Click Review > Share Workbook.

On the Editing tab, make sure that you are the only person listed in the Who has this workbook open now list.

Clear the Allow changes by more than one user . check box. If this check box is not available, you must first unprotect the workbook. Do the following:

Click OK to close the Share Workbook dialog box.

On the Review tab, click Protect Workbook.

If you are prompted, enter the password, and then click OK.

On the Review tab, Share Workbook.

On the Editing tab, clear the Allow changes by more than one user . check box.

Before you turn off this feature, you might want to make a copy of the change history. First make sure that all other users have completed their work.

Click Review > Track Changes > Highlight Changes.

In the When list, select All.

Clear the Who and Where check boxes.

Select the List changes on a new sheet check box, and then click OK.

Now you can either print the History worksheet, or you can copy the history and paste it into another workbook.

Click Review > Share Workbook.

On the Editing tab, make sure that you are the only person listed in the Who has this workbook open now list.

Clear the Allow changes by more than one user . check box. If this check box is not available, you must first unprotect the workbook. Do the following:

Click OK to close the Share Workbook dialog box.

On the Review tab, click Protect Workbook.

If you are prompted, enter the password, and then click OK.

On the Review tab, Share Workbook.

On the Editing tab, clear the Allow changes by more than one user . check box.

Источник

Sharing in Microsoft Excel enables several users to work with one file. Ten to twenty people on different computers simultaneously enter some kind of data in one document.

Particular formulas work in those places where certain information is located.

The “main user” can track workgroup activities, add / remove members, and edit contradictory changes. How to set up collaboration in Excel?

Not all tasks can be performed in an Excel workbook with shared access.

The following actions are prohibited:

1. Creating Excel spreadsheets.
2. Creating, changing, and viewing scenarios.
3. Deleting worksheets.
4. Combining or splitting cells.
5. Working with XML data (importing, adding, updating, deleting, etc.)

The way out is to: disable shared access – to perform the prohibited function – to enable shared access again.

Sharing data restricts a number of tasks for users:

It’s impossible to:	It’s possible to:
Insert or delete a group of cells	Add a row or a column
Add or change conditional formats	Work with existing formats
Enable or modify the «Data Validation» tool	Work with existing verification settings
Create or edit charts, summary reports	Work with existing charts and pivot tables
Insert or edit drawings and graphics	View existing drawings and graphics
Insert or change hyperlinks	Click through existing hyperlinks
Assign, edit or delete passwords	Use existing passwords
Put or remove the protection of worksheets and workbooks	Use existing protection
Group, structure data; insert sublevels	Work with existing groups, structures and sublevels
Record, modify, or view macros	Run existing macros that are not associated with unavailable tasks
Change or delete array formulas	Use existing formulas
Add new information to the form	Search for information in the data form

First, determine which workbook you will “open” for editing by several members at the same time. Create a new file and fill it with information. Alternatively, open the existing one.

1. Go to «REVIEW» tab, then to «Share Workbook» dialog box.
2. In window «Share Workbook». Select check box «Allow changes by more than one user at the same time».
3. Go to «Advanced» tool to configure the settings for multi-user editing.
4. Click OK. If you share a new workbook, you should choose the title for it. If sharing is implies using an existing file — click OK.
5. Open the Microsoft Office menu. Choose «Save as» command. Choose the save file format that will be suitable for all users ‘computers.
6. Choose a network resource / network folder as a storage location that will be opened by the prospective participants. Click «Save».

It’s important! You cannot use a web server to save a file.

Now check and update the links:

1. «DATA» tab, «Connections».
2. «Manage Sets». If there is no such button, there are no linked files in the worksheet.
3. The OK button indicates the operability of the links.

Opening a shared book

1. «FILE» Click on «Open» (CTRL+O).
2. Choose a shared workbook.
3. When the book is open, click on the Microsoft Office button. Go to «Options» tab (at the bottom of the menu).
4. «General» — «Personalize your copy of Microsoft Office» — «User name:». Enter the identification information (name, nickname).

That’s all. You can edit this information, enter new one, as well as save it afterwards.

Occasionally, when you open a shared Excel workbook, «File is locked» notification appears, making saving impossible. When you later open it, it turns out that sharing is disabled. Possible causes of the problem:

1. Several users edit the same part of the document. For example, they enter different data in one cell. As a result, blocking occurs.
2. When a shared file is used, a change log is kept (who entered, when, what he did). As the book size increases, bugs appear.
3. A user has been removed from shared access, but he/she don’t know about this. Then the blocking will be observed only on his/her computer.
4. Overloading of the network resource.

If sharing is blocked, you can do the following:

1. Clean or delete the change log.
2. Clean the file content.
3. Disable, and then re-enable shared access.
4. Open the xls book in OpenOffice and save it in xls again.

It has been noticed that the notification «File is locked» appears less frequently in the latest versions of Excel.

How to delete a user

1. Open «Share Workbook» menu in «REVIEW» tab.
2. You can see a list of users in «Edit» section.
3. Select the name — click «Remove User».

Before deleting, check whether users have finished working with the file.

All users need to save the information and close the shared file. If you need to save the log, follow the instructions:

1. «REVIEW» tab — «Track Changes» — «Highlight Changes».
2. Set the parameters of «Changes». When – «All». Clear checkboxes opposite «Who» and «Where». «List changes on a new sheet» check box should be selected. Click OK.
3. The change log will open. It can be saved or printed.

To disable Excel file sharing, click «Share Workbook» and uncheck «Allow changes by more than one user at the same time» in «REVIEW» tab.

The single user should remain in the list. It is you.

Источник