Join Dennis Taylor for an in-depth discussion in this video Sharing workbooks, part of Excel Essential Training (Office 365).
- [Narrator] If you want to allow multiple users to access the same workbook, you'll need to know how to activate sharing, and ultimately the ability to track changes by each user. And when we say, open at the same time, we are also opening the door to the idea that people could be making changes to the same cells at approximately the same time frame. The feature called sharing, in prior versions of Excel, used to be found on the review tab. Now, when you go to the review tab in the ribbon, you don't see sharing, but you might see here, grayed out, unshare workbook.
So how do we share our workbook? We need to add an icon to the quick access toolbar. On the right side of the quick access toolbar, and most people do keep this above the ribbon, there's a drop arrow, slide down to more commands. In this dialog box, choose commands from either commands not in the ribbon or all commands. Slide down to the letter S, and you'll see an option. "Share workbook," it's a Legacy feature. We add it to the quick access toolbar, if we click OK, we'll see it at the top of the screen.
Share workbook so that others can work in it the same time. And, workbooks containing tables cannot be shared. Click this button. Use the old shared workbook features. Now there is a new feature that is available if you are using Excel for Office 365. Learn more about co-authoring. I will just click this, you might want to explore this on your own. A different way of collaboration, which ultimately might have some different features implemented than what we are about to see. It's called co-authoring. I'll close that dialogue box for now. We're gonna be using the old shared workbook feature. I have this open right now, at the time of this recording it's August 6th.
On the advanced tab, we make some choices. Ultimately, we are setting this up so that we can track changes, not only by ourselves, but by others as well. Keep changes, you probably wanna experiment with the time frame here. You don't have to keep the history. Update changes every few minutes or when a file is saved, make some choices there. And some of these features will pan out as we work with the tracking feature in the next movie. Let's click OK. This action will now save the workbook, Do you want to continue? I'm going to click OK.
Now the name of this workbook as we open it is called 11 Workbook before Sharing. There is only one worksheet on it, we're looking at it. As I click OK, watch the top of the screen. We now see Workbook before Sharing, but now it is Shared. By the way, a little side note on here, even though this says shared, this could be a file that only you use, so why would you share it? You share it if you want to keep track of changes. So although it sounds somewhat contradictory and somewhat strange, sometimes you'll set up a file for sharing simply to be able later to track your own changes and nobody else's, because nobody else is using them. So it's a feature that sets the stage for the tracking capability which you'll see in the next movie.
- Working with the Excel interface
- Entering data
- Creating formulas and functions
- Formatting your data
- Adjusting rows and columns
- Finding and replacing data
- Inserting and deleting sheets
- Sorting and filtering data
- Creating charts and PivotTables
- Printing and sharing worksheets
- Protecting worksheets and workbooks
Skill Level Beginner
Q: This course was updated on 1/7/2019. What changed?
A: A new video was added that covers working with Excel Ideas.