To edit a shared file in Excel, you need to ensure the workbook is properly set up for shared access, and then you can make changes while others are also working on it. Here's how:
1. Enable Sharing (Legacy Shared Workbook Feature - Use with Caution):
Important Note: The legacy "Shared Workbook" feature is an older method and has limitations. Microsoft recommends using co-authoring which relies on storing the workbook in OneDrive, OneDrive for Business, or SharePoint. This provides a much more seamless and robust experience. The following steps pertain to the legacy Shared Workbook functionality.
-
Open the Excel workbook you want to share.
-
Go to the "Review" tab.
-
Click "Share Workbook".
-
On the Editing tab, select the "Allow changes by more than one user at the same time. This also allows workbook merging" checkbox.
-
Go to the "Advanced" tab to configure tracking and updating changes:
- Track changes: Choose how long you want to keep the change history.
- Update changes: Decide whether to update changes automatically (every so often) or manually.
- Conflicting changes between users: Choose how Excel should handle conflicting edits.
- Include in Personal View: Decide what you want to save for personal views.
-
Click "OK".
-
Save the workbook to a shared network location where all users have access.
2. Co-Authoring (Recommended Method):
This method requires storing the Excel file on OneDrive, OneDrive for Business, or SharePoint.
-
Upload your Excel file to OneDrive, OneDrive for Business, or a SharePoint library.
-
Share the file with the people you want to co-author with. You can do this directly from OneDrive/SharePoint by clicking "Share" and entering their email addresses or generating a shareable link. Ensure you grant them "Edit" permissions.
-
Users can then open the file in Excel (desktop or web version) and work on it simultaneously. Changes are automatically saved and synced. You'll see the initials of other users who are currently editing the file near the cells they are working on.
Important Considerations for Legacy Shared Workbooks (Using the "Share Workbook" option):
- Limitations: Shared Workbooks have limited support for features like tables, conditional formatting, data validation, charts, and more. Some features may become disabled.
- Conflicting Changes: Be mindful of potential conflicts when multiple users edit the same cells. Excel may prompt you to resolve these conflicts.
- Merging: You can merge copies of a Shared Workbook if multiple copies have been created, but it is generally not recommended.
- Security: Security is limited within the legacy shared workbook feature.
Important Considerations for Co-Authoring (Using OneDrive/SharePoint):
- Reliable Internet Connection: Co-authoring requires a stable internet connection for changes to sync properly.
- File Storage: You must store the file on OneDrive, OneDrive for Business, or SharePoint.
- Permissions: Ensure users have the correct "Edit" permissions when you share the file.
- Excel Versions: Best compatibility is achieved with the latest versions of Excel. Older versions might have limited co-authoring capabilities.
In summary, for modern Excel collaboration, co-authoring via OneDrive/SharePoint is highly recommended over the legacy "Shared Workbook" feature due to its enhanced functionality, stability, and feature support.
