Excel Tutorial: How To Make Excel Sheet Shared


Sharing Excel sheets is an essential aspect of collaboration and teamwork in a professional setting. Whether you are working on a project with colleagues, sharing data with clients, or collaborating with partners, being able to share Excel sheets is crucial for seamless communication and productivity. By sharing Excel sheets, you can ensure that everyone has access to the most up-to-date information and can work together in real-time, leading to improved efficiency and accuracy.

Key Takeaways

  • Sharing Excel sheets is crucial for seamless communication and productivity in a professional setting.
  • Access to the most up-to-date information and real-time collaboration leads to improved efficiency and accuracy.
  • Understanding different sharing options and setting up permissions are essential for effective collaboration.
  • Enabling real-time collaboration and tracking changes made by others are key aspects of sharing Excel sheets.
  • Resolving conflicts and issues that may arise when sharing Excel sheets is important for smooth collaboration.

Understanding Excel Sharing Options

When working on Excel spreadsheets with a team or collaborating with colleagues, it's important to understand the sharing options available in Excel. In this chapter, we will explore the different sharing options in Excel and how to access and navigate the sharing settings.

A. Explanation of different sharing options in Excel

Excel offers several sharing options to collaborate with others on a spreadsheet. These options include:

  • Share Workbook: This allows multiple users to work on the same workbook simultaneously. Changes made by one user are immediately visible to others.
  • OneDrive or SharePoint: These cloud-based platforms allow for real-time collaboration on Excel spreadsheets, with the added benefits of version history and automatic syncing.
  • Send a Copy: This option allows you to send a copy of the workbook via email, preserving the original file while enabling others to make changes to the copy.
  • Protect and Share: This feature enables you to set permissions and restrictions on who can view and edit the workbook.

B. How to access and navigate the sharing settings in Excel

To access the sharing settings in Excel, follow these steps:

  • Step 1: Open the Excel workbook you want to share.
  • Step 2: Click on the "Review" tab in the Excel ribbon.
  • Step 3: Locate the "Changes" group and click on the "Share Workbook" button.
  • Step 4: In the "Editing" tab of the "Share Workbook" dialog box, select the "Allow changes by more than one user at the same time" checkbox.
  • Step 5: In the "Advanced" tab, you can set specific tracking and update options for shared workbooks.

Additionally, if you are using OneDrive or SharePoint, you can easily share your Excel workbook by clicking on the "Share" button in the top-right corner of the window and entering the email addresses of the collaborators.

Setting Up Permissions for Sharing

When it comes to working collaboratively on an Excel spreadsheet, it's essential to set up the appropriate permissions to ensure data security and privacy. In this tutorial, we will explore how to determine who can access the shared Excel sheet and provide a step-by-step guide on setting permission levels for different users.

How to determine who can access the shared Excel sheet

Before sharing an Excel sheet, it's crucial to assess who needs access to the document. This involves identifying the individuals or groups within your organization who require viewing or editing privileges. By determining the access requirements upfront, you can streamline the permission-setting process and avoid unnecessary complications later on.

Step-by-step guide on how to set permission levels for different users

Once you have identified the users who will have access to the shared Excel sheet, you can begin setting permission levels based on their specific needs. Here's a step-by-step guide to help you navigate the permission-setting process:

  • Open the Excel sheet you want to share and click on the "Share" button located in the top-right corner of the window.
  • Enter the email addresses of the individuals or groups you want to share the spreadsheet with.
  • After entering the email addresses, you can set permission levels for each user by clicking on the "Advanced" option.
  • In the "Advanced" settings, you can specify whether each user should have editing or viewing privileges. You can also choose to allow or restrict the ability to share the spreadsheet with others.
  • Once you have adjusted the permission levels for each user, click "Save" to apply the changes.

By following these steps, you can ensure that the shared Excel sheet is accessible to the right individuals with the appropriate level of access. This not only enhances collaboration but also safeguards the integrity of your data.

Collaborating in Real-time

Collaborating on an Excel sheet in real-time can greatly enhance teamwork and efficiency. Here’s how to make your Excel sheet shared and some tips for effectively working with others on a shared Excel sheet.

A. How to enable real-time collaboration on an Excel sheet

Enabling real-time collaboration on an Excel sheet is a simple process that starts with saving your Excel sheet to a cloud storage platform such as OneDrive or Google Drive.

Steps to enable real-time collaboration:

  • Save your Excel sheet to a cloud storage platform.
  • Share the Excel sheet with your collaborators by entering their email addresses.
  • Set permissions for your collaborators (view only, edit, etc.).
  • Collaborators can now access and work on the Excel sheet in real-time.

B. Tips for effectively working with others on a shared Excel sheet

Working with others on a shared Excel sheet requires clear communication and organization. Here are some tips for making the most of real-time collaboration on an Excel sheet.

Tips for effective collaboration:

  • Communicate clearly with your collaborators about who is working on which parts of the Excel sheet.
  • Use the “Track Changes” feature in Excel to keep track of edits and comments made by collaborators.
  • Set clear guidelines for formatting and data entry to ensure consistency across the Excel sheet.
  • Regularly save and update the Excel sheet to ensure all collaborators have the latest version.
  • Utilize the chat or comments feature in the cloud storage platform to discuss changes and updates with your collaborators in real-time.

Tracking Changes Made by Others

When working on a shared Excel sheet with multiple collaborators, it is essential to track and review the changes made by others to maintain the integrity and accuracy of the data. In this section, we will discuss how to effectively track and review changes made by collaborators.

A. How to track and review changes made by collaborators
  • Open the shared Excel sheet that you want to track changes for.
  • Click on the "Review" tab in the Excel ribbon at the top of the window.
  • Look for the "Track Changes" option in the "Changes" group and click on it.
  • Choose "Highlight Changes" from the dropdown menu.
  • Under the "Highlight Changes" window, select the options for when you want to highlight changes (e.g., "Since I last saved" or "All"), and choose the options for what changes to keep track of (e.g., "Changes by" and "When").
  • Click "OK" to apply the settings and start tracking changes made by collaborators.
  • Review the tracked changes by clicking on the "Track Changes" button again and selecting "Accept/Reject Changes."

B. Utilizing the "Track Changes" feature to keep track of edits
  • Once changes are tracked, collaborators' edits will be highlighted in different colors, making it easy to review and analyze the changes made.
  • You can navigate through the changes using the "Previous" and "Next" buttons in the "Track Changes" window to review each edit.
  • Decide whether to accept or reject each change by right-clicking on the edited cell and choosing the appropriate option.
  • After reviewing all changes, you can choose to accept or reject all changes at once to update the Excel sheet accordingly.

Resolving Conflicts and Issues

A. Common issues that may arise when sharing Excel sheets

When sharing Excel sheets, there are several common issues that may arise, including:

  • Conflicting changes made by multiple users
  • Data inconsistency and errors
  • Difficulty in tracking changes and identifying contributors
  • Technical issues related to Excel's sharing and collaboration features

B. Strategies for resolving conflicts and troubleshooting problems

Resolving conflicts and troubleshooting issues when sharing Excel sheets requires a strategic approach. Here are some effective strategies to address these challenges:

1. Establish clear communication and guidelines

Ensure that all users are aware of the procedures and guidelines for sharing and collaborating on the Excel sheet. This includes defining roles and responsibilities, setting expectations for communication, and establishing a protocol for resolving conflicts.

2. Use Excel's built-in collaboration features

Take advantage of Excel's sharing and collaboration features, such as the "Track Changes" and "Comments" tools. These tools can help track and manage changes made by multiple users, as well as facilitate communication and feedback within the spreadsheet.

3. Implement version control

Utilize version control tools or add-ins to manage and track different versions of the shared Excel sheet. This can help prevent data inconsistencies and conflicts, as well as enable users to revert to previous versions if necessary.

4. Address technical issues promptly

If users encounter technical issues with sharing or accessing the Excel sheet, prompt troubleshooting and support should be provided. This may involve checking permissions, resolving connectivity issues, or seeking assistance from IT or support staff.

By proactively addressing common issues and implementing effective strategies for conflict resolution, users can optimize their experience when sharing Excel sheets and ensure smooth collaboration and data management.


Sharing Excel sheets has numerous benefits, including improved collaboration, real-time updates, and enhanced productivity. By sharing Excel sheets, teams can work together seamlessly, making changes, and updates in real-time. This can greatly streamline the workflow and ensure that everyone is on the same page. We encourage you to utilize the sharing features in Excel to improve collaboration and productivity within your team or organization.

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