How to Share an Excel Workbook?

Updated on December 12, 2023
Article byJeevan A Y
Edited byAshish Kumar Srivastav
Reviewed byDheeraj Vaidya, CFA, FRM

How to Share an Excel Workbook?

Sharing the excel workbook involves many steps.

Follow the below steps to share the excel workbook with your friends, colleagues, and subordinates.

  1. Open the Excel workbook.

  2. In the ribbon, we have many tabs, so we must first go to the Review tab and click on Share Workbook (Legacy).

    Share workbook Example 1

  3. Check the box in the next window under the Editing tab, as shown below.

    Share workbook Example 1-1

We can see who has opened the workbook simultaneously in the same window.

Share workbook Example 1-2

This is the easiest way of sharing the workbook, but how about tracking the changes? We will see it now in the below window.

Track Changes in an Excel Workbook

Under the “Review” tab, we can track changes in excelTrack Changes In ExcelTracking changes in Excel is a technique of highlighting changes made in a shared worksheet by any user. It highlights the cell that has been modified. This option is present in the "changes" section of the review tab and can be enabled when we share a workbook.read more that the users make. There are situations where users may make unintentional mistakes. Finding the error in the huge file could be a time-consuming job for anybody; since we have Excel’s built-in function “Track Changes,” which can easily track those changes.

Share workbook Example 2

To track changes, we have prepared below sample data.

Share workbook Example 2-1

Before we share the workbook, we need to Track Changes in excelTrack Changes In ExcelTo track changes in Excel - click on review>track changes> select "highlight changes" option> a window will appear> find and click on the checkbox " track changes while editing"> select who and desired time> click on "highlight changes on screen" option> click ok to save. It's done.read more. Follow the below steps to enable track changes.

Share workbook Example 2-2
  • Step 2: Check the box “Track changes while editing. This also shares your workbook.”
Share workbook Example 2-3
  • Step 3: Now, in the same window, we can choose a variety of options like “from when we need to start highlighting the changes,” “whose changes we need to highlight,” and “which range or part of the cells we need to highlight.”
Share workbook Example 2-4

We can see three options “When,” “Who,” and “Where” in the above window.

When: This includes options like when we need to highlight changes. For example, this option has items like “Since I last saved,” “All,” “Not yet reviewed,” and “Since date.”

Share workbook Example 2-5

Who: For whose changes do we need to highlight. In this, we can see two things: “Everyone” or “Everyone but Me.”

Share workbook Example 2-6

Where: This is in which area of the worksheet we would like to highlight changes. If we do not want to track changes in the entire worksheet, we can select the particular area or range of cells.

Share workbook Example 2-7

Once all the fields are filled, click “OK” to apply the changes. As soon as we click on “OK,” we will see the below window.

Share workbook Example 2-8

Click on “OK” to save the workbook.

Now, what we will do is we will change one of the cells’ data.

Share workbook Example 2-9

As soon as we press the “Enter” key, we can see the flag, which indicates the changes.

Share workbook Example 2-10

The cell flag also turned into different colors rather row headerRow HeaderExcel Row Header is the grey column on the left side of column 1 in the worksheet that contains the numbers (1, 2, 3, etc.). To hide or reveal row and column headers, press ALT + W + V + H.read more and column header.

Share wb Example 2-11

We must place a cursor on the cell that we have modified to see our changes.

Share wb Example 2-12

It indicates that on 31st July 2019 at 2:31 PM, we changed the cell C6 value from 20 to 25.

Now, we must insert the new value in cell E3.

Share wb Example 2-13

We cannot see any highlight changes for this cell because while making the settings of “Track Changes,” we have selected the range of cells to be tracked only from A1 to D13.

Share wb Example 2-14

So, we cannot track any changes we made outside this range.

Accept or Reject Changes in an Excel Workbook

The beauty of “Track Changes (Legacy)” is not only limited to viewing the changes. Rather, we can also accept or reject the changes.

Under “Track Changes (Legacy),” click the option “Accept / Reject Changes.”

Share wb Example 3

In the below window, we can filter out whose changes we need to accept or reject and in which range we need to accept or reject changes.

Share wb Example 3-1.png

Click on “OK” to go to the next window.

Share wb Example 3-2

In the above, we can choose the changes. We can “Accept” or “Reject” changes. We can also do this if we want to accept all or reject all.

Things to Remember

Recommended Articles

This article is a guide to How To Share an Excel Workbook? Here, we discuss how to share an Excel workbook and track changes in it with complete accountability on the workbook. You may learn more about Excel from the following articles: –