Shared Excel Workbooks

How To Use Shared Workbooks With Multiple Users?

This blog contain complete detail on how to Shared Excel Workbooks with multiple users.

If you are willing to share Excel workbook with multiple users simultaneously then saving your workbook as shared one is the best option to go with.

Users can easily add data, insert columns or rows and change formatting, formulas.


It’s not that possible to open shared workbooks which are created in Excel versions and still maintain their shared status.

Use Shared Workbooks With Different Versions Of Excel?

Set Up A Shared Workbook

To do changes to shared workbook which is created in MS Excel Version, you must use later version Excel. 

Specifically, when the shared workbook which is created in Excel 97, 95 version workbook can’t be shared. If the Excel 95 version file is shared, then in the Excel 97 or later version it is opened as read-only workbook.

Here are the steps to share workbook with different versions of Excel.

MS Excel 2007:

  • Hit the Review tab.
  • Tap to the Share Workbook button from the Changes group.
  • Go to the Editing tab and make a click over the Allow changes by more than one user at the same time. Selecting this option will allows you to merge workbook and after that make a click over the OK button.
  • In the Save As dialog box, save the shared workbook on the network location so that user can gain access to it.

MS Excel 2003 and earlier versions of Excel:

  • Go to the Tools menu, tap to the Share Workbook button and then hit the Editing tab.
  • Choose the check box Allow changes by more than one user at the same time, and then tap to the OK button.
  • Save your Excel workbook when you get prompted.
  • Go to the File menu and tap to the Save As option.  Save the shared workbook on the network location so that other users can easily access it.

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How To Edit An Excel Shared Workbook?

After opening up the shared workbook, you can easily enter new or change existing data in the regular way.

You need to identify the work in the shared workbook:

  1. Hit the File > Options tab.
  2. From the General category, scroll down to the section of Personalize your copy of Office section.
  3. Go to the User Name box and then assign the user name which you want to display. Hit the OK button.

Now input and edit the data usually like you do.

How To Resolve Conflicting Changes In A Shared Excel File?

When multiple users try to edit the same workbook at a time, some edits also affect the same cell. Well In this situation, Excel keeps altering the user who saves up the workbook. When any other users attempts to save their excel workbook. Then this will open up the dialog box of Resolve Conflicts in which you will get the detail about the conflicting change:

For fixing up these conflicting changes, here are the things that you need to perform:

  • To save your done change, hit the Accept Mine option.
  • In order to save the changes done by other user’s hit the Accept Other option.
  • For keeping up the entire changes, hit the Accept All Mine option.
  • To save all the changes done by other users hit the Accept All Others options.

Note: for saving up the copy of shared workbook with entire done changes hit the Cancel option from the dialog box of Resolve Conflicts.

Here is how to apply the recent done changes to get overridden with the former changes automatically

To get the most recent updates automatically overridden with former data without using the resolve conflicting dialog box.

  1. Go to the Review tab, from the Changes group, tap to the Share Workbook.
  2. Go to the Advanced tab, choose The changes being saved win within the Conflicting changes between users and tap the OK button.

To see an entire change which has made to shared workbook you need to use the track changes feature. Follow this path to get this option: review tab> changes group> track changes.

This will tell you what, when and how the particular changes has done.

For further detail regrading How To Share Excel Workbook With Multiple User you can check this post.