How to Share an Excel Workbook? (Step by Step)
For sharing an Excel workbook with other users, we need to save this to a local network location where others can access it and make changes. We also can keep track of those changes and can accept or reject those changes as per the requirement.
Let’s take the below example to understand how to share an excel sheet.
We have given below customer details in a workbook saved with the name of Customer Data”.
Below are the steps of sharing an excel workbook in excel –
- Go to the REVIEW tab.
- Click on the Share Workbook option under Changes. Refer to below screenshot.
- Then, an Excel Share Workbook File dialog box will appear. See the below screenshot.
- Under the Editing tab, tick on the checkbox and click on, OK.
- By clicking on this checkbox, we are giving access to other users for editing.
- The screen above shows you who has the workbook open.
- After clicking on OK, one dialog box will appear with a message. Refer to the below screenshot.
- Click on, OK.
- Save this workbook.
Highlight the Changes Done on Excel By Other Users
We can also highlight the changes which have been done by other users. Follow the below steps:
- Step 1: Go to the REVIEW tab.
- Step 2: Click on the Track Changes option in Excel under the Changes section. Refer to the below screenshot.
- Step 3: This will show you two options as per the below screenshot.
- Step 4: Click on Highlight changes.
- Step 5: This will open a dialog box here. See the below screenshot.
- Step 6: Click on, OK.
- Step 7: Now click on the Protect Shared Workbook option under the Changes section, as shown in the below screenshot.
- Step 8: It will open a dialog box. Tick on the checkbox, as shown in the below screenshot.
- Step 9: Click on, OK.
- Step 10: Now, Excel will show the changes done by the users.
- Step 11: How does it look after changes? For your reference, I am going to make some changes in the share excel workbook file and save that changes.
- Step 12: Now, the sheet automatically highlights the changes wherever done by me, as shown in the below screenshot.
How to Accept/Reject the Changes Done by Other Users
We can accept or reject the changes done by other users if those changes are not according to us. For this, follow the below steps:
- Step 1: Go to the REVIEW tab.
- Step 2: Click on the 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. under the Changes section as done before.
- Step 3: Choose the Accept/Reject Changes option from the list, as shown in the below screenshot.
- Step 4: Then, a dialog box will appear, as shown in the below screenshot.
- Step 5: Click on, OK.
- Step 6: Then, a dialog box will appear, and it will show you all the changes one by one, as shown in the below screenshot. It will also highlight the cell in the spreadsheet where that changes are made.
- Step 7: Click on the Accept button to accept the changes or the Reject button to reject the changes.
Important Points to Remember
Excel shared workbook file feature has some limitations. The reason is that not all features are fully supported in excel shared workbooksExcel Shared WorkbooksTo share the workbook, open the desired workbook>click on review tab>choose share workbook option>a dialogue box with "editing" and "advanced" tab will open>mark the required checkbox, save changes> upload the file to network location>send the link to the concerned person.. Some of the limitations are:
- Sorting and filtering the data in excel
- Conditional formatting
- Merging Excel cells
- Hyperlinks in ExcelHyperlinks In ExcelA hyperlink is an inbuilt function in excel used to create hyperlinks for a particular cell. When the hyperlink is created, it redirects to a specific webpage. The hyperlink formula has two arguments, one is the URL while the other is the name we provide to the URL..
You can use those features but won’t be able to add or change them.
- After sharing the workbook, when one or more users are editing on the same workbook simultaneously, some edits can affect the same cells too.
- In these situations, the Excel sheet keeps the changes of the user who saved the workbook first.
- When another user saves the workbook, it will display the Resolve Conflicts dialog box.
- It will display all the information about the conflict changes.
- To resolve conflicts, you can take action accordingly by clicking on Accept Mine, Accept Other, etc.
This has been a step by step guide to Share Excel Workbook File. Here we discuss how to Share an Excel Sheet, highlight the changes done in excel, and how to accept/reject the changes done by other users along with practical examples and downloadable templates. You may learn more about excel from the following articles –