How To Create A Shared Excel File 2016

We can share a workbook in many easy ways. In this tutorial, we will learn how multiple users update an excel spreadsheet at the same time. We will explore the many ways to share and unshare excel files automatically. We will also explore the many ways to control user access and resolve changes among multiple users.

Figure 1 – How to Share Excel Workbook for Multiple Users and Unshare Files

How to share a file

We will go to the Reviews tab and click on Share Workbook in the Changes group. If we are using Excel 2016, we will just select Share from the menu.

Figure 2 – How to share a workbook

Next, in the share workbook dialog box , we will navigate to the Editing tab and click on Allow changes for more than one user at a time. This also allows workbook merging.

Figure 3 – Share workbook dialog box

We can also go to the Advanced tab to select settings for tracking changes. Lastly, we will click OK.

Figure 4 – Share workbook dialog box

Now we will save the file. If we handled it correctly, we will find the word "Shared" at the top of our Sheet

Figure 5 – Shared document

How to Share Workbook and protect changes tracking

If we do not wish for anyone to turn off change history or remove workbook from the shared mode, we can take these additional steps:

In the review tab , we will click on Protect and Share Workbook in the Changes group

Figure 6 – Click on Review tab

In the Protect Share Workbook dialog , we will tick sharing with track changes

Figure 7 – Protect Shared Workbook dialog box

We can enter a password in the Password (Optional) box, retype the password and click OK.

Warning: We may turn this feature on without a password, but the passwords ensure that no one without a password can remove the workbook sharing mode

The Protect and Share Workbook option only prevents anyone from changing the share mode. However, it does not prevent editing, modifying or deleting of contents. To do that, we must use worksheet protection .

How to resolve conflicting changes in a shared file

When two or more users are editing the same workbook at the same time, some entries may conflict. By default, Excel keeps the changes in the person who saves the workbook first. When another user wants to save differently, Excel will display the figure below

Figure 8 – Resolve conflicts dialog box

To resolve conflicts, we may take one of the following steps:

If we want to keep all of our changes, we will click Accept All Mine
If we want to keep a change, we will click Accept Mine
If we want to keep the other user's changes, we will click Accept Other
When we wish to keep all of the other user's changes, we will click Accept All others

Note: We may save a different version under a different name, so we can merge changes later.

Overriding previous changes automatically

When we wish to override the changes made by other users without seeing the Resolve changes dialog box, we may:

Click Share Workbook found in the Changes group within the Review tab
Next, we will switch to the Advanced tab and select The changes being saved win under conflicting changes between users and select OK.

Figure 9 – Share workbook dialog box

How to unshare an Excel file

We will click on the Reviews Tab , Changes group and select Share Workbook
Under the Editing tap , we will unmark Allow changes by more than one user at the same time. Next, we will select OK .

Shared Workbook Limitations

When we share files, users may not have all the features in their versions of the Excel file including:

Sorting and filtering by format
Subtotals
Slicers and Sparklines
Array formula
Macros
Charts and Pictures
Data Validation
Merging Cell
Conditional formatting
Grouping or outlining data etc.

After unsharing, we will be able to carry out these entire Excel functions.

Note

Excel may not share some workbook if it has any of these reasons alongside:

We cannot share workbooks containing XML maps or tables. Before sharing, we must convert our table to ranges and remove XML maps
If we have enabled privacy settings, we will have to disable it before sharing. To do this:

1. We will go to File

Figure 10 – Click on File

2. Next, we will click Options , and then Trust Center

Figure 11 – Options dialog box

3. In the Trust Center dialog box , we will select the Trust Center Settings

4. Under the Privacy Option, we will unmark Remove personal information from files properties on save . We will click OK

Figure 12 – Trust center Dialog box

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How To Create A Shared Excel File 2016

Source: https://www.got-it.ai/solutions/excel-chat/excel-tutorial/share-workbook/how-to-share-excel-workbook-for-multiple-users-and-unshare-excel-files

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