The co-authoring feature is available for Microsoft 365 subscribers. How to share an Excel file using co-authoring You may also find it challenging to share a workbook that contains tables or XML maps. If you created the file in a very early version of Excel, such as any version before Excel 97, you might not be able to share it. There are a few conditions in which Excel won't share a workbook. Not compatible with all versions of Excel or spreadsheet types ![]() If you create a shared workbook, you won't be able to work on it in the online version of Excel. It has its own limitations, such as what features you can use and the maximum file size. The online version of Excel allows you to view and work on a file from any internet browser and most mobile devices. If you want to collaborators to have access to any of these features, add them before setting the workbook to "shared." Not supported in online version of Excel Here are a few things you can't do after sharing a workbook: This feature limits what anyone with access to the workbook can create or adjust. Shared workbooks are a good option if you plan to use relatively basic features when working on your file. ![]() Here are some limitations of shared workbooks: Not as many features Related: How To Include Excel Skills on Your Resume Limitations of shared workbooks It's an easier and more affordable option for Excel collaboration. If yours doesn't, you can still use the shared workbooks feature. Some workplaces have Microsoft 365 subscriptions, which can provide another way for sharing files. With the shared workbooks feature, multiple people can work simultaneously and avoid these issues. This may also prevent someone from doing the work they want to do until someone sends them the latest version. Sending multiple file versions back and forth via email can cause confusion among collaborators. Here are some benefits of shared workbooks: Simultaneous editing Related: 50 Questions To Help You Ace an Interview on Excel Benefits of shared workbooks A shared workbook has "" next to the workbook's name, such as "Project.xlsx. Save the file to a folder connected to a shared or local network that all of your collaborators can access. Save the file by selecting "File" then "Save" or using the "ctrl + S" command on your keyboard. If you want to unprotect the workbook, click the "Unprotect Shared Workbook" button that replaced the "Protect and Share Workbook" button. In the dialog box, check the box next to "Sharing with track changes."Įnter a password, which is optional but recommended. If you want to turn off those abilities for other users, follow these steps:Ĭlick the "Protect and Share Workbook" button. For example, they could turn off tracked changes or unshare the workbook. When you use a normal shared workbook, other users may change the file's settings. Use the "Protect and Share Workbook" feature (optional) From this tab, you can make changes or keep the default selections. This shows options for settings such as how often file changes update, how long you want to keep the change history or how you want Excel to handle conflicting changes. ![]() If you want to customize settings on your shared workbook, click the "Advanced" tab in the Shared Workbook dialog box. Change settings under "Advanced" (optional) This also allows workbook merging." If the box has a check mark in it, then you've turned on the shared workbook feature. In the Shared Workbook dialog box, click the box next to "Allow changes by more than one user at the same time. Then, click on the "Shared Workbook" button. Once you've enabled the shared workbooks function, you should be able to find the button in the Quick Access Toolbar at the top of your screen. Using the same list, add "Track Changes (Legacy)", "Protect Sharing (Legacy)" and "Compare and Merge Workbooks." In the drop-down menu labeled "Choose Commands From," select "All Commands."įrom this list, select "Shared Workbooks (Legacy)" and click "Add." Select "Quick Access Toolbar" in the left column of the Options dialog box. Follow these six steps for enabling shared workbooks:Ĭlick "File" at the top left of your screen, then select "Options" at the bottom of the left column. Before you can use it, return it to the Quick Access Toolbar of your spreadsheet. If you have Excel, you may have the shared workbooks feature hidden. Here are six steps you can follow when using the shared workbooks feature: 1. Related: 25 Best Excel Tips To Optimize Your Use How to share an Excel file Shared workbooks can also be unshared once you've completed the collaborative work. With this method, multiple people can edit an Excel file simultaneously, and the owner can accept or reject those changes. Shared workbooks are a method of sharing Excel files with other people who have access to the same local or shared network.
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