Excel Tutorial: How To Make An Excel File Shared In Office 365

Introduction


Sharing Excel files in Office 365 is a vital aspect of collaborative work in modern workplaces. It allows multiple users to access, edit, and collaborate on the same document in real-time, streamlining workflow and increasing productivity. In this tutorial, we will walk you through the steps to make an Excel file shared in Office 365 so you can take advantage of its collaborative features.


Key Takeaways


  • Sharing Excel files in Office 365 is essential for collaborative work in modern workplaces.
  • Multiple users can access, edit, and collaborate on the same document in real-time.
  • Steps to share an Excel file in Office 365 include accessing Excel, opening the file, sharing the file, setting permissions, and collaborating in real-time.
  • Users can choose between "View" or "Edit" permissions for each recipient when sharing the file.
  • Collaborating in real-time allows multiple users to edit the file simultaneously and chat with each other within the Excel file.


Accessing Excel in Office 365


When it comes to collaborating on Excel files in Office 365, making the file shared is a crucial step. Here's how you can do it:

A. Logging in to Office 365 account

Before you can start sharing your Excel file, you need to log in to your Office 365 account. This can be done by visiting the official Office 365 website and entering your credentials.

B. Navigating to the Excel application

Once you have successfully logged in to your Office 365 account, navigate to the Excel application. You can do this by clicking on the App launcher icon (waffle icon) in the top left corner and then selecting Excel from the list of available apps. Alternatively, you can search for Excel in the search bar and open it from there.


Opening an Existing Excel File


When working in an Office 365 environment, it's important to know how to open an existing Excel file that has been shared with you. Follow these steps to locate and open the file:

A. Locating the file in OneDrive or SharePoint

If the Excel file has been shared with you through Office 365, it will most likely be located in either your OneDrive or SharePoint account. To find the file, navigate to the relevant location in your Office 365 account.

B. Clicking on the file to open it

Once you have located the Excel file in OneDrive or SharePoint, simply click on the file to open it. This will launch the Excel application in your web browser, allowing you to view and edit the shared file.


Sharing the Excel File


Sharing an Excel file in Office 365 is a simple process that allows multiple users to collaborate on the same document. Here are the steps to make an Excel file shared in Office 365:

A. Clicking on the "Share" button in the top right corner

To start sharing the Excel file, open the file in Excel Online or Excel for the web. Once the file is open, look for the "Share" button in the top right corner of the window. Click on the "Share" button to begin the sharing process.

B. Entering the email addresses of the individuals to share the file with

After clicking on the "Share" button, a window will pop up asking for the email addresses of the individuals you want to share the file with. Enter the email addresses in the provided field and choose whether you want to give them editing or viewing permissions. Once you have entered the email addresses and set the permissions, click "Send" to share the file with the selected individuals.


Setting Permissions


When you share an Excel file in Office 365, it's important to set the appropriate permissions for each recipient to ensure the security and integrity of the document. This involves deciding whether the recipient should have "View" or "Edit" permissions, as well as adding a message to convey any necessary information.

Choosing between "View" or "Edit" permissions for each recipient


  • View: If you want the recipient to only be able to view the document without making any changes, you should select "View" permissions. This is ideal for sharing the file with colleagues who need to review the data but do not need to edit it.
  • Edit: If you want the recipient to be able to make changes to the document, you should select "Edit" permissions. This is suitable for collaborating on the file with colleagues who need to input or modify data.

Adding a message to the recipients if necessary


  • Before sharing the Excel file, you have the option to add a message to the recipients. This can be used to provide important context or instructions regarding the document. For example, you might want to inform the recipients about specific data that they should review or warn them about not making certain changes.
  • Adding a message can help ensure that the recipients understand the purpose and guidelines for working with the file, contributing to a more efficient and organized collaboration process.


Collaborating in Real-time


When working with Excel files in Office 365, you have the ability to collaborate in real-time with multiple users. This means that several people can edit the same file simultaneously, making it easier to work together on a project or share important data.

Explaining how multiple users can edit the file simultaneously


One of the key features of Office 365 is the ability for multiple users to edit the same Excel file at the same time. This means that changes made by one user are instantly visible to others, allowing for seamless collaboration without the need to constantly save and share new versions of the file.

  • Step 1: Open the Excel file in Office 365 and click on the "Share" button in the top right corner of the screen.
  • Step 2: Enter the email addresses of the people you want to collaborate with, and choose whether they can edit or just view the file.
  • Step 3: Once shared, all users can make edits to the file in real-time, with their changes being immediately visible to others.

Noting the option to chat with other users within the Excel file


In addition to being able to edit the file simultaneously, Office 365 also allows users to chat with each other directly within the Excel file. This feature makes it easy to communicate with your collaborators, ask questions, and discuss changes without needing to switch to a separate messaging platform.

  • Step 1: While working in the shared Excel file, click on the "Comments" button in the top right corner of the screen.
  • Step 2: Type your message in the comment box, and @mention specific users to direct your message to them.
  • Step 3: Other users will receive a notification and can respond to your message, creating a seamless communication channel within the Excel file.


Conclusion


In conclusion, sharing an Excel file in Office 365 is a simple and effective way to collaborate with colleagues. To recap, the steps include opening the file in Excel Online, clicking on the "Share" button, entering the email addresses of the people you want to share with, and choosing their editing permissions. The benefits of collaboration in this cloud-based platform cannot be overstated. It allows for real-time editing, tracking changes, and seamless communication among team members, making it an invaluable tool for businesses of all sizes.

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