Excel shared workbook как сделать
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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 This feature has many limitations, and has been replaced by co-authoring.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_name\folder_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.
Unsupported items:
Unsupported actions:
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.
Unsupported items:
Unsupported actions:
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.
Last week we explored a few techniques to convert Excel spreadsheets to HTML. But nowadays when everyone seems to be moving to the cloud, why not we? The new technologies of sharing Excel data online are a way simpler and provide a handful of new opportunities that you can benefit from.
With the emergence of Excel Online, you no longer need cumbrous HTML code to export your tables to the web. Just save your workbook online and access it literally from anywhere, share with other users and work on the same sheet all together. With Excel Online you can also easily embed your worksheet on a web site or blog and let your visitors interact with it to find just the information they are looking for.
Further on in this article, we are going to investigate all these and many other capabilities provided by Excel Online.
How to move Excel 2016 and 2013 spreadsheets online
If you are new to the cloud in general, and Excel Online in particular, the easiest way to start is sharing your existing workbook using the familiar interface of Excel desktop.
All Excel Online spreadsheets are stored on OneDrive web service (formerly, SkyDrive). As you probably know, this online storage has been around for a while, but now it is integrated in Microsoft Excel as an interface option accessible in a click. In addition, your invitees, i.e. other user users that you are sharing your spreadsheets with, no longer need a Microsoft account to view and edit the Excel files you've shared.
If you don't have a OneDrive account yet, you can sign up now. This service is easy, free and definitely worth your attention because most Office 2013 and 2016 applications, not just Excel, support OneDrive. Once you are signed in, proceed with the following steps.
1. Sign into your Microsoft account
Make sure your are also signed into your Microsoft account from within Excel. On your Excel workbook, look at the top right-hand corner. If you see your name and a photo there, you can skip this step, otherwise click the Sign in link.
Excel will display a message asking to confirm that you really want to allow Office to connect to the Internet. Click Yes, and then enter your Windows Live credentials.
2. Save your Excel spreadsheet to cloud
Verify that you have the right workbook open, i.e. the one you want to share online, just to be on the safe side. In this example, I will be sharing a Holiday Gift List so that my family members and friends can view it and contribute : )
With the correct workbook open, navigate to the File tab, click Share in the left pane. The Invite People option will be selected by default and you click Save To Cloud in the right pane.
After that choose a cloud location to save your Excel file. OneDrive is the first option you will see on the right selected by default, and you simply choose the destination folder in the left pane.
Note: If you don't see the OneDrive option, then either you don't have a OneDrive account or you are not sighed in.
I've already created a special Gift Planner folder and it shows up in the Recent Folders list. You can choose any other folder by clicking the Browse button underneath the Recent Folders list or create a new one in the usual manner by right clicking anywhere within the right part of the Save As dialog window and selecting New > Folder from the context menu. With the proper folder selected, click the Save button.
3. Share the spreadsheet you saved online
Your Excel workbook is already online and you can view it on your OneDrive>. If you wish to share the online spreadsheet with other people, one more step is left for you to do - choose one of the following sharing options:
-
Invite People (default). Just enter the email addresses of the contact(s) you want to share your Excel worksheet with. As you type, Excel's AutoComplete will compare your input with the names and addresses in your Address Book and display all matches. To add several contacts, separate the names with a semi-colon. Or, click the Search Address Book icon to search for contacts in your Global Address list.
You can set viewing or editing permissions for the contacts by choosing the corresponding option from the drop down list on the right. If you are adding several invitees, the permissions will apply to all, but you will be able to change the permissions for each particular person later.
You can also include a personal message to the invitation. If you do not enter anything, Excel will add a generic invitation for you.
Lastly, you choose whether a user is required to sign-in into their Windows Live account before they can access your online spreadsheet. I don't see any particular reason why they should, but it's up to you.
When done, click the Share button. Each of the invited contacts will receive an email message containing a link to the file you shared. They simply click the link to open your Excel spreadsheet online, on OneDrive.
Tip: If you want to limit the areas of your Excel workbook that other users can view, switch to the File > Info and click Browser View Options. You will be able to choose the sheets and named items you want to display on the Web.
That's all! Your Excel workbook is online and shared with other users of your choosing. And even if you are not collaborating with anybody, this is an easy way to access your Excel files virtually from anywhere, no matter whether you are at the office, work from home or travel.
Working with workbooks in Excel Online
If you are a confident inhabitant of the Cloud universe, you won't have any problems with mastering Excel Online during your lunch break.
How to create a workbook in Excel Online
To create a new workbook, click a little arrow next to Create and choose Excel workbook from the drop-down list.
To rename your online workbook, click the default file name and type a new one.
To upload your existing workbook to Excel Online, click on the Upload button on the OneDrive toolbar and browse for the file on your computer.
How to edit workbooks in Excel Online
Once you have the workbook open on Excel Online, you can work with it using Excel Web App almost in the same way you use Excel desktop: enter data, sort and filter, calculate with formulas and present your data visually with charts.
There is only one significant difference between web-based Excel spreadsheets and desktop. Excel Online does not have the Save button because it saves your workbooks automatically. If you've changed your mind about something, press Ctrl+Z and Ctrl+Y to undo or redo, respectively. You can use the Undo / Redo buttons on the Home Tab > Undo group for the same purpose.
If you are trying to edit some data but nothing happens, most likely you are in read-only view. To switch to editing mode, click Edit Workbook > Edit in Excel Web App and make quick changes directly in your web browser. For more advanced data analysis features such as pivot tables, sparklines or connecting to an external data source, click Edit in Excel to switch to the desktop version.
When you save the spreadsheet in your Excel, it will be saved where you originally created it, i.e. in your OneDrive.
Tip: If you want to make quick changes in several workbooks, the fastest way is to open the list of files on your OneDrive, find the workbook you want, right click it and select the needed action from the context menu.
How to share Excel Online spreadsheets with other users
To share your web based Excel spreadsheet, click Share > Share with People and then choose either:
- Invite People and type the email addresses of people you want to share the workbook with, or
- Get a link to paste it to an email message, web-page or social media sites.
You can also choose whether you want to give viewing or editing permissions to your contacts.
When several people are editing the worksheet at the same time, Excel Online shows their presence and the updates straight away, provided that everyone is editing in Excel Online, not in Excel desktop. When you click a little arrow next to the person's name in the top right-hand corner of your spreadsheet, you can even see which exactly cell is being edited at the moment.
How to lock certain cells for editing in a shared worksheet
If you are sharing your online sheets with a number of people, you may want to limit the editing rights for your team members only to certain cells, rows or columns in your Excel document on OneDrive. To do this, you need to choose the range(s) that you allow to edit in your desktop Excel and then protect the worksheet.
-
Select the range of cells that your users can edit, go to the Review tab and click "Allow Users to Edit Ranges" in the Changes group.
Use Excel Web App to embed the online spreadsheet onto a website or blog
If you want to publish your Excel workbook on a web-site or blog, perform these 3 quick steps in the Excel Web App :
- With the workbook open in Excel Online, click Share > Embed, and then click the Generate button.
- In the next step, you decide how exactly you want your spreadsheet to appear on the web. The following customization options are available to you:
- What to show section. It lets you embed the entire workbook or its part such as a range of cells, pivot table etc.
- Appearance. In this section, you can customize the appearance of your workbook (show and hide grid lines and column headers, include a download link).
- Interaction. Allow or disallow users to interact with your spreadsheet - sort, filter and type into cells. If you allow typing, the changes that other people make in the cells on the web will not be saved in the original workbook. If you want to a certain cell to be selected when the web page opens, select the "Always start with this cell selected" check box, and then click the cell you want in the preview that is displayed the right part of the window.
- Dimensions. Type a width and height for the spreadsheet viewer, in pixels. To see how the viewer will look with the sizes you've defined, click the "View actual size" link at the top of the preview. Just keep in mind that you can specify a minimum of 200 x 100 pixels and a maximum of 640 x 655 pixels. If you want to use other dimensions outside these limits, you will be able to modify the code later using any HTML editor or directly on your web-site or blog.
Note: The embed code is an iframe, so make sure your web-site supports iframes and blog editor allows iframes in posts.
Embedded Excel Web App
What you see below is an interactive Excel spreadsheet that illustrates the technique in action. This "Days Until Next Birthday" app calculates how many days are left until your next birthday, anniversary or other event and shades the gaps in different tints of green, yellow and red. In the Excel Web App, just enter your events in the first column and try changing the corresponding dates to experiment with the results.
If you are curious to know the formula, please check out this article - How to conditionally format dates in Excel.
Excel Web App mashups
If you want to get more interactions between your web-based Excel spreadsheets and other web apps or services, you can use the JavaScript API available on OneDrive to create interactive data mashups.
Below you can see the Destination Explorer mashup created by the Excel Web App team as an example of what web developers can create for your website or blog. This mashup uses the APIs of Excel Services JavaScript and Bing Maps and its purpose is to help the web-site visitors choose a destination where they want to travel. You can choose a location and the mashup will show you the local weather or the number of tourists that visit the area. The screenshot below shows our location :)
Those of you that have some knowledge of JavaScript may find the following resources helpful: API Explorer and Destination Explorer mashup how-to sample.
As you see, working in Excel Online is simple. Now that you know the basics, you can explore the other features and manage your online spreadsheets with ease and confidence!
Normally, when you write a macro in Excel, it can only be accessed from that specific workbook. But what if you want to use it in other files too? Recreating the same macro for each and every workbook does not sound like a good idea. Instead, store your popular VBA codes in the Personal Macro Workbook. This will make the macros accessible every time you open Excel, in any workbook!
What is Excel Personal Macro Workbook?
Personal Macro Workbook is a special file named Personal.xlsb in Excel 2007 – 2019 or Personal.xls in earlier versions. Any macros stored in this file are available to you whenever you start Excel. A great thing about the personal workbook is that it's hidden by default, so you won't ever notice it opening in the backend. No actions on your side are required. Microsoft Excel just knows the location where this file lives in your system and looks for it automatically on every launch.
Aside from macros, the Personal Macro Workbook can store your custom functions (user-defined functions) written in VBA.
A fly in the ointment is that the Excel Personal Macro Workbook does not exist by default. To create it, you will need to record at least one macro. Once the Personal.xlsb file is created, you can add any other macros to it by using the VB Editor.
Where is Personal Macro Workbook?
The Personal.xlsb file is stored in the XLSTART folder in the following locations.
On Windows 10, Windows 7, and Windows Vista:
C:\Documents and Settings\User Name\Application Data\Microsoft\Excel\XLSTART\
Please note that the AppData folder is hidden by default. So, to get to the XLSTART folder in Windows Explorer, check the Hidden items box on the View tab.
Note. If the XLSTART folder does not exist on your computer, that means your personal macro workbook is not created yet. Please follow the below steps to make one.
How to create Personal Macro Workbook in Excel
To make your personal macro workbook, you need to record any macro, which is done via the Developer tab. So, before we get started, please make sure the Developer tab is activated in your Excel.
To create the Excel Personal Macro Workbook, carry out these steps:
Done! The Personal.xlsb file is created and will be automatically opened in the background every time you start Excel.
Now that you have a personal macro workbook, how do you place macros into it? There are four different ways to do this:
- Record a macro and save it to Personal Macro Workbook as shown above.
- Write a macro in the VB Editor.
- Copy VBA code from another workbook. from a .bas file.
How to view, create, copy and edit macros in Personal Macro Workbook
Once the Personal.xlsb file is saved on your computer, you can view, create and edit the macros the Visual Basic Editor. Also, you can copy the code you wish to reuse from another workbook.
To create or edit a macro in your personal workbook, this is what you need to do:
- Open the VB Editor. For this, press ALT + F11 or click the Visual Basic button on the Developer tab, in the Code group.
- In the Project Explorer window, find the PERSONAL.XLSB object, expand it, and double-click on Module1 to open its Code window.
- In the Code window, write, copy/paste or edit the VBA code.
- Close the VB Editor.
- Close Excel and save the changes you've made to the Personal Macro Workbook when prompted.
How to use macros stored in Personal Workbook
Macros stored in your personal workbook can be used in any Excel file. For this, just open the worksheet in which you want to run the macro, and do the following:
- On the Developer tab, in the Code group, click the Macros button or press the Alt + F8 shortcut.
- In the Macro dialog box, you will see the list of macros available for use in all open workbooks, including the ones stored in the Personal.xlsb file. Select the target macro and click Run.
You can also assign a custom shortcut to a macro or run it by clicking a special macro button.
How to export Personal Macro Workbook
Like any other VBA code, the macros stored in Personal.xlsb can be exported to a .bas file.
To export your personal macro workbook, here's what you need to do:
- Open the Visual Basic Editor.
- In the Project Explorer, right-click Module1 under PERSONAL.XLSB and select Export File.
- Navigate to the folder where you want to save your personal macro workbook, give the file any name you want, and click Save.
To import a .bas file that someone shared with you, right-click the module under PERSONAL.XLSB into which you want to place the macros, and select Import File.
How to share Personal Macro Workbook in Excel
In case you'd like to share your personal workbook with other people, proceed in one of the following ways.
Share the Personal.xlsb file
The easiest way to share a personal macro workbook with someone is to send them a copy of your Personal.xlsb file as attachment, or save it to a cloud storage or your local network. And then, other persons can put your Personal.xlsb file in their XLSTART folder. See where Personal.xlsb is located.
This simple approach, however, can be dangerous in case the other person already has his/her own macros in the Personal.xlsb file. So, I'd recommend replacing this file only on your own devices when you are absolutely sure you won't mess up anything.
Copy macros to another workbook
If you want to share just a few macros from your Personal.xlsb file, you can copy those macros to another workbook, and email that workbook to other users. For the detailed steps, please see How to copy macros to another workbook.
Export macros to a .bas file
A professional-like way is to move all the macros you wish to share into one module and export that module as a .bas file. Send the .bas file to other users by email, and they will be able import it as a new module into their Personal.xls file.
Note. Please be aware that some macros from your personal workbook may not work for other users, e.g. VBA code that refers to a specific sheet.
How to enable Personal Macro Workbook in Excel
If one day you open Excel and find out that your favorite macros are no longer there, don't panic! Most likely, the Personal.xlsb file was disabled by Excel after a crash, update, or for whatever reason.
Here are the steps to get your personal workbook up and running again:
- In your Excel, click File >Options.
- In the Excel Options dialog box, select Add-ins on the left-hand side.
- In the Manage drop-down list, pick Disabled Items and click Go.
- In the Disabled Items dialog box, select Personal Macro Workbook and click Enable.
- Restart your Excel.
How to prevent Personal.xlsb from opening but keep macros running
By default, the Personal Macro Workbook should not be visible in Excel. If the Personal.xlsb file keeps opening whenever you use macros and this really bugs you, you can hide it in this way:
That's it! From now on, the personal workbook will be hidden from view but still launch in the background, so you could access the macros stored there.
How to unhide a personal workbook in Excel
To make your personal macro workbook visible, this is what you need to do:
How to remove Personal.xlsb file
If you'd like to completely remove the Personal Macro Workbook from your computer, delete the Personal.xlsb file from the XLSTART folder. Here's how:
Note. To remove Personal.xlsb, you must close the Excel application first. If the file does not delete, that means it's still running in the background. To fix this, open the Task Manager and kill all running Excel processes.
That's how to make your favorite Excel macros available in all workbooks. I thank you for reading and hope to see you on our blog next week!
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11 comments to "Personal Macro Workbook in Excel - make macros available in all workbooks"
there's a typo:
"On the Developer tab, in the Code group, click the Macros button or press the Alt + 8 shortcut"
should be:
"On the Developer tab, in the Code group, click the Macros button or press the Alt + F8 shortcut"
Share a workbook with others, right within Excel. You can let them edit the workbook or just view it.
Select Share.
Select permissions and then Apply.
Type a message if you like.
Select Send.
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.
Collaboration is important in many work spaces. Since most projects require files to be accessed by a lot of users, collaborative setups have become necessary.
Microsoft Excel is one is just one of the many programs used by companies worldwide. As such, the need for shared workbooks is crucial.
In this post, you’ll learn how you and your team can collaborate using Excel 2016 and other versions of Excel online.
Share Excel Files Offline
If you have a local area connection, all users in the network can have access to any file. Not only that, any changes made to the file can be tracked. You can also set which users would have access to the file.
Start by saving the file in a location that can be accessed by everyone in your group. You can then set your file for collaboration.
Adding Back Shared Workbook Feature
Office 365 users will find the Shared Workbook feature hidden by default. This is because Microsoft encourages users to share workbooks online.
Here’s how you enable the feature. If you’re using an older version of Excel, you can skip to the succeeding section – Sharing a Document.
- Go to File > Options > Quick Access Toolbar.
- Under the Choose Commands From drop-down menu, select All Commands. Scroll through the list until you see Share Workbook (Legacy) and select that item.
- Click the Add button.
- Do the same for the following commands:
- Track Changes (Legacy)
- Protect Sharing (Legacy)
- Compare and Merge Workbooks
- Click OK when you’re done.
Sharing a Document
- On the Review tab, click the Share Workbook button.
Those who followed the steps in the Adding Back Shared Workbook Feature section will find the Share Workbook button (along with the other commands you added) in the Quick Access Toolbar instead.
- This will prompt a dialog box to appear. Tick the option that enables the shared workbooks feature.
- Head over to the Advanced tab and enable Track Changes and other settings you might want to turn on.
Protect Your File
The steps above give everyone access to your file. But it also gives everyone administrative access by default. Protecting your file means access to the file will be limited and tracked.
- Go to the Review tab and click the Protect and Share Workbook button.
- Tick the Sharing With Track Changes check box.
- You should also create a password otherwise anyone can revert the workbook to its original settings.
- Save your changes and exit.
Share Excel Files Online
While working offline is a great solution, you’re hampered by the necessity for a shared local drive. Working online is clearly the better choice. Here’s how you do it.
Using OneDrive
- Open the file and go to File > Share > Save to Cloud.
- Invite people you’d want to collaborate with by entering their email address. You can also set the permission settings.
- Click Share when you’re finished.
Using Google Drive
Google Drive is probably the easiest way to work on a project simultaneously. Anyone with a Google account can access files and edit as needed.
- Log into your account and go to Google Drive.
- Once you’re in, you can create a new file or upload an existing one.
- Once your document has been created or uploaded, click the Share button on the upper-right corner of the worksheet.
This will give you the option to share the spreadsheet by entering an email address or by sharing a link to your colleagues.
All changes are automatically tracked and saved. You can work on the document together in real-time which is very convenient.
Christopher Jan Benitez is a freelance writer for hire who provides actionable and useful web content to small businesses and startups. In his spare time, he religiously watches professional wrestling and finds solace in listening to '80s speed metal. Read Christopher's Full Bio
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