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.
- Open the Excel workbook
- In the ribbon, we have many tabs, so go to the Review tab and click on Share Workbook.
- Now, in the next window under the Editing tab, check the box, as shown below.
In the same window, we can see who has opened the workbook at the same time.
This is the easiest way of sharing the workbook, but how about tracking the changes? We will see now in the below window.
Track Changes in an Excel Workbook
Under the Review tab, we can track changes in excel that are made by the users. There are situations where users many 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,” we can easily track those changes.
To track changes, I have prepared below sample data.
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.. Follow the below steps to enable Track Changes.
- Step 1: Click on the Track Changes drop-down list in excel and choose “Highlight Changes.”
- Step 2: Check the box Track Changes while editing.
- 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.”
In the above window, we can see three options “When Who, and Where.”
When includes options like from when we need to highlight changes. This option has items like “Since I last saved,” “All,” “Not Yet reviewed,” and “Since Date.”
Who: For whose changes we need to highlight. In this, we can see two things, “Everyone” or “Everyone But Me.”
Where: This is nothing but in which area of the worksheet you would like to highlight changes; if you don’t want to track changes in the entire worksheet, then you can select the particular area or range of cells.
Once all the fields are filled, click on OK to apply the changes. As soon as you click on Ok, we will see the below window.
Click on Ok to save the workbook.
Now what I will do is I will change one of the cells’ data.
As soon as I hit enter, I can see the flag, which indicates the changes.
Not only the cell flag 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. and column header also turned into different colors as well.
Now place a cursor on the cell that we have modified to see the changes that we made.
It says on 31st July 2019 at 2:31 PM; cell C6 value has been changed from 20 to 25.
Now I will enter the new value in cell E3.
For this cell, we cannot see any highlight changes, because while making the settings of “Track Changes,” we have selected the range of cells to be tracked only from A1 to D13.
So any changes we made outside this range will not be tracked.
Accept or Reject Changes in an Excel Workbook
The beauty of Track Changes is not only limited to viewing the changes; rather, we can accept or reject the changes as well.
Under Track Changes, click the option “Accept / Reject Changes.”
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.
Click on Ok, to go to the next window.
In the above, we can choose the changes; we can Accept or Reject changes. In case if we want to accept all or reject all, we can do this as well.
Things to Remember
- Track Change comments are different and regular comments are different.
- Always select the range of cells to be tracked, which affects the result area.
- Protect the workbook in excel before you share it with anybody.
This has been a guide 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 –