Share an Excel Workbook

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.

You can download this Share Excel Workbook Template here – Share Excel Workbook Template

We have given below customer details in a workbook saved with the name of Customer Data”.

Excel Share File Example 1

Below are the steps of sharing an excel workbook in excel –

  1. Go to the REVIEW tab.

  2. Click on the Share Workbook option under Changes. Refer to below screenshot.


    Excel Share File Example 1-1

  3. Then, an Excel Share Workbook File dialog box will appear. See the below screenshot.


    Excel Share File Example 1-2

  4. Under the Editing tab, tick on the checkbox and click on, OK.


    Excel Share File Example 1-3

  5. By clicking on this checkbox, we are giving access to other users for editing.

  6. The screen above shows you who has the workbook open.

  7. After clicking on OK, one dialog box will appear with a message. Refer to the below screenshot.


    Excel Share File Example 1-4

  8. Click on, OK.

  9. 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:

Highlight the Changes step 1
  • Step 3: This will show you two options as per the below screenshot.
Highlight the Changes step 1-1
  • Step 4: Click on Highlight changes.
  • Step 5: This will open a dialog box here. See the below screenshot.
Highlight the Changes step 1-2
  • 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.
Highlight the Changes step 1-3
  • Step 8: It will open a dialog box. Tick on the checkbox, as shown in the below screenshot.
Highlight the Changes step 1-4
  • 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 file and save that changes.
  • Step 12: Now, the sheet automatically highlights the changes wherever done by me, as shown in the below screenshot.
Highlight the Changes step 1-5

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:

Accept-Reject the Changes step 1
  • Step 4: Then, a dialog box will appear, as shown in the below screenshot.
Accept-Reject the Changes step 1-1
  • 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.
Accept-Reject the Changes step 1-2
  • 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.read more. Some of the limitations are:

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.

Recommended Articles

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 –

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