Excel Shared Workbook

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What Is Excel Shared Workbook?

Excel share workbook, as the name suggests, is a method to share our workbooks with other members of a team in an organization or with the clients working on the same data. By sharing workbook, we can let users view or edit the workbook.

We know that Excel is user friendly in managing and creating huge datasets. With this option of sharing our worksheets, we can save time and create desired results by involving more than one person in the same sheet.

In this article, let us learn how to share Excel workbooks with examples and methods.

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  • Excel shared workbook provides two different protection options - "Protect Sheet" and "Protect Shared Workbook." "Protect Sheet" protects a definite worksheet. Meanwhile, "Protect Shared Workbook" saves Excel users from changing the shared workbook track.
  • One must enable protection for the shared workbook and must also share the "Track Changes" Excel option.
  • In this, one can also, if desired, unshare and remove specific users from a shared workbook by unchecking the option "Use the old shared workbooks feature instead of the new co-authoring experience."

Procedure Involved In Sharing Excel Workbook

We have listed the steps or procedure to share Excel workbook. Follow the below steps to learn about this option.

  1. First, we need to decide which workbook we want to share, so open that Excel workbook first.

  2. Then, we must go to the "Review" tab and click on the "Share Workbook (Legacy)" option in Excel in that workbook.


    Excel Share Workbook 1

  3. As soon as we click on the "Share Workbook (Legacy)," it will show us the below dialog box. Below the window, we have two tabs, "Editing" and "Advanced," under the "Editing" option. Next, select the checkbox "Use the old shared workbooks feature instead of the new co-authoring experience."


    Excel Shared File 1

  4. Under the "Editing" tab, that was the only option we had. Now choose the "Advanced" tab. Under the "Advanced" tab, we can "Track Changes,” "Update Changes," "Conflicting changes between users," etc.


    Excel Shared File 1-1

  5. After all the settings we have done in the above window, we must upload the file to a network location like Dropbox from where they can access the workbook. Then, we must send the link or give the user ID password.

  6. After that, we can send the workbook's stored link to the concerned person.

Errors In Excel Share Workbook

When we choose the option "Share Workbook," it often shows the error message. The reason behind this is some settings in Excel.

Follow the below steps to change settings.

Go to "File" >>> "Options" >>> "Trust Center" >>> "Trust Centre Settings" >>> uncheck "Remove personal information from file properties on save."

Error in Share Workbook

Excel Share Workbook But Also Protect Changes Tracking

Sharing a workbook is not the only feature available. Rather, we also can foresee the changes of other users. To apply this change, we must unshare the workbook before making any changes.

To check users' changes and have control, we must follow the below steps.

  • Step 1:  We must first go to the "Review" tab.
  • Step 2: Next to "Share Workbook," we have the "Protect and Share Workbook (Legacy)" option. Click on that option.
Protect Changes Tracking 1
  • Step 3: Once we click on the "Protect and Share Workbook (Legacy)," we can see below the dialog box. Under "Password (optional)," we must insert the password as per wish and remember it!
Protect Changes Tracking 1-1
  • Step 4: Password is not the mandatory option. However, it is always good to enter the password and share the workbook to control the changes.

Protect Sheet Vs. Protect Shared Workbook

We can see two types of protection with excel, i.e., “Protect Sheet in Excel” and "Protect Shared Workbook." Do not get confused with these two options. These two are not the same. Below are the differences between these two:

  • "Protect Sheet" is protecting the worksheet, not the workbook.
  • "Protect Shared Workbook" means we are not allowing the user the option of change tracking of the shared workbook.

UnShare & Remove Users From Shared Workbooks

Similar to sharing, we can also unshare and remove particular users from the shared workbook.

To unshare the workbook, we need to uncheck the option of "Use the old shared workbooks feature instead of the new co-authoring experience."

Workbooks 1

If we wish to remove users, we must select the user and check the "Remove User" button, as shown below.

Workbooks 1-1

Consequently, it will remove the selected user from this workbook.

Important Things To Note

  • To make sure our data is safe, we need to protect the shared workbook and share to track changes option.
  • Remember, "Protect Worksheet" and "Protect Shared Workbooks" are not the same.

Frequently Asked Questions

1. How to lock cells in an Excel shared workbook?

When locking cells on an Excel worksheet, one must select desired cells and open the "Format Cells" popup window or hold down Ctrl+Shift+F. On the "Protection" tab, check the "Locked box" and click "OK."

2. How to delete a tab in a shared Excel workbook?

If a workbook is being shared, one may not be able to delete a worksheet from it. However, you can remove the active worksheet by selecting (Edit > Delete Sheet). If you want to add a new worksheet before the active sheet, you can use the shortcut key (Shift + F11) to insert one quickly.

3. What are the benefits of shared workbook in Excel?

Sharing an Excel file means others can access and edit it simultaneously, saving you the trouble of keeping track of multiple versions.