Sometimes you'll want to limit who can view and edit shared files. In this video, learn how to set security and access controls to a file directly in Excel Online.
- [Narrator] Preparing permissions is really important as we may want to control who can and can't access the information in our Excel online workbook, and really it's something that we should do upfront before we invest too much time and effort in developing a workbook. So to illustrate this, let's go ahead and create a new Excel online workbook. Now, there's actually quite a few ways that we can do this, but I like to do it from within OneDrive by selecting the drop-down box next to new, and then selecting Excel workbook. And in just a couple of moments, what this does is opens up a new blank Excel online workbook. Once the workbook is open, just include some dummy text it doesn't really matter what or which cell you talk to texting to. I'm just going to say how to share a file in Excel online. Now, we don't actually need to save the file OneDrive has done that automatically, and you can see that it's given a default name for the workbook of book. We can change this if we want to, to say shared, then click away from the change file name and you'll see that it has been saved. Now, to share the files over on the right-hand side, simply click on share, and a dialogue box will appear giving us a number of different options for sharing. Now, take the time to play around with the different options that you can see here. But the one that I like to change immediately is allow editing, as a default I like to de-select allow editing, and this gives users who are sent the file or who have a link to the file. It gives them read access only meaning that they can't make any changes if they try to. So, now let's go ahead and click on apply and send the file to a user. It doesn't really matter who I'm going to type in Mark Trisner's name, and if you'd like you can include a message such as please review this file and then click on Send. And just like that a link has been sent to the email address of Mark Trisner it's that easy. Now, there are a whole host of other permissions that you can experiment with, but this should give you a taste for just how easy it is to share an Excel online workbook.
Note: This course is for users who know the basics of the Excel desktop app, but are new to the web version, Excel Online. It emphasizes features that work differently in Excel Online. For basic Excel guidance, please see Excel Essential Training (Office 365) or Learning Excel 2019.
- Using Excel Online shortcuts
- Customizing your view
- Integrating the desktop version of Excel
- Sharing workbooks in Excel Online and OneDrive
- Inserting and reviewing comments
- Creating and editing charts
- Working with PivotTables and PivotCharts