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 using OneDrive.
- [Instructor] Excel Online permissions and workbook sharing can be managed directly within OneDrive. The best way to illustrate this to create a new blank Excel Online workbook. To do this, click on the dropdown box next to New and select Excel workbook. And in a matter of moments, a new workbook will be created. Now, before sharing the file, let's include some text. It really doesn't matter what, just something that we can refer back to later on. I'm just going to say Sharing using OneDrive. This file has been automatically saved. But what I'm going to do is change the default file name from Book by double clicking on it to something a little bit more meaningful, such as Sharing. And then I'm going to hit Enter on the keyboard. The file has automatically been saved. Now, to close the file, just simply click on the X in the browser tab that's open and you'll be returned to OneDrive. Now, you may still see the default file name. If that's the case, just right click somewhere on your screen and select Refresh or Reload. And this will refresh the OneDrive files and now you can see that we have the changed file name Sharing appear. Now, to share this file, click on the tick to the left-hand side of it and then at the top of the screen, select Share. And you'll see that the Sharing dialog box has appeared. Now, there are a couple of options that we can play around with here. The one that I like to change is this one here that says anyone with the link can edit. As a default, I actually like to make sure that people who I share the file with have read access only. So they can't edit the file. That may change down the track but as a default, when I'm setting up a new Excel Online workbook, I like to deselect Allow Editing and then click on Apply. Now, on this occasion, I'm going to share the file with Mark Trisner. Now, you can actually include multiple recipients in the email and you can even include a message if you like. But on this occasion, I'm just going to go ahead and send the file to Mark Trisner. And as you can see, a message has popped up letting us know that the link has been sent. Let's click on the cross to close that message. And with the check next to Sharing still selected, go ahead and click on this Details icon, which is this i with the circle around it at the top right-hand side of the screen. And what this does is it brings up a whole list of information about the file, who it's been shared with and that kind of thing. Okay. If there's anything that you wish to change in terms of sharing, you can go ahead and click on Manage access. And this gives us a number of different options that we can work with. The one that I like to do if I've accidentally shared the file with someone who I don't want to, then I just go ahead and click on Stop sharing. Now, a message will pop up asking you are you sure you want to stop sharing? Let's go ahead and click on that and have a look at the text here. Change from Shared to Private. You may just need to click on the cross here. And refresh the browser by right clicking and selecting refresh or reload. And what you'll notice is sharing has changed from shared to private. And this lets us know that no one else now has access to this file. And there you have it. That is how we set permissions and share an Excel Online workbook using OneDrive.
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