See all How-To Articles

Make Shared Spreadsheet for Multiple Users – Excel & Google Sheets

This tutorial demonstrates how to make a shared spreadsheet for multiple users in Excel and Google Sheets.

 

SharedWorkbooks TitleBar

 

Depending on the version of Excel, users can either share a workbook, or allow co-authoring. In Office 365, Microsoft encourages users to use OneDrive and allow co-authoring of workbooks on the web. For this reason in Office 365, the traditional share feature has been hidden by default. Instead there is a share option in the top right-hand corner of the screen which allows the user to save the workbook to OneDrive and send a co-authoring link to another user.

Share Workbooks

In Office 365, you must enable the sharing of workbooks before you can share the workbook.

  1. In the Ribbon, select File > Options > Quick Access Toolbar.
  2. In the Choose commands from drop-down list select All Commands.

 

ShareWorkbooks QA AllCommands

 

  1. Scroll down and select Share Workbook (Legacy). Then click Add >> to add it to the Quick Access Toolbar.

 

ShareWorkbooks QA AddShare

 

  1. Scroll through the list and add Track Changes (Legacy), Protect Sharing (Legacy), and Compare and Merge Workbooks.
    The icons are added to the Quick Access Toolbar in the title bar.

 

ShareWorkbooks AddSharedIcons

 

  1. To share the current workbook, click on the Share Workbook icon.

 

ShareWorkbooks QuickAccess ShareWorkbook

 

  1. Check Use the old shared workbooks feature instead of the new co-authoring experience.

 

ShareWorkbooks Share

 

  1. Click OK to save the workbook.

Track Changes in Excel

Tracking changes in Excel also shares the workbook, if it is not already shared.

  1. In the Quick Access Toolbar, select Track Changes > Highlight Changes.

 

ShareWorkbook TrackChanges

 

  1. Check Track changes which editing. This also shares you workbook. and click OK.

 

ShareChanges Highlight Changes

 

Any changes made to the workbook are then shown by small triangles in the top left-hand corner of the amended cell. If you rest your mouse over a cell that has been changed, the change and author of that change is shown in a comment (note). The color of the triangle is different for each author.

 

ShareWorkbooks-ShowChanges

 

Co-Author in Excel 365

In Excel 365 you can use the new co-authoring feature instead.

  1. In the top right corner of the Excel screen, just below the title bar, click on Share.

 

ShareWorkbooks Co Author Share

 

  1. To co-author this file with other users, first save the file to OneDrive.
    Alternatively, you can send the file in an email as an Excel or PDF attachment.

 

Shareworkbooks OneDrive

 

  1. Once the file is saved to OneDrive, it can be shared with other users.

 

ShareWorkbooks Send File

 

Type the email addresses of the users to send the file to and click the Send button.

 

ShareWorkbooks Send Link

 

  1. To amend the link settings, click the Anyone with the link can edit box prior to sending the link.

 

ShareWorkbooks CoAuthor Link Settings

 

This allows us to set the “Allow Editing” option. If you have a OneDrive paid subscription, you will also be able to set a password and expiry date for the link that you are sending.

 

ShareWorkbooks LinkSettings

 

  1. Set a password and an expiry date for the link.

Copy Link and Outlook Buttons

Instead of Send, you could have clicked the Copy link or Outlook button.

 

ShareWorkbooks CopyLink Outlook

 

The Copy link button creates a link you can copy and send to a different user.

 

ShareWorkbooks CopyLink

 

The Outlook button opens a blank email in Outlook with the link already inserted.

 

ShareWorkbooks Outlook

 

Share Spreadsheets in Google Sheets

  1. In the File menu, select Share.

 

ShareWorkbooks GoogleSheet File

 

  1. Type the email of the person you wish to share the file with then select their editing role: Viewer to view only, Commenter to add comments, or Editor to be able to edit the file.

 

ShareWorkbooks GoogleSheet Email

 

  1. If the email address is not associated with a Google Account, you get the following message.

 

ShareWorkbooks GoogleSheet non Google

 

  1. Click Share anyway.
  2. Click Send to send the added person an email notification. A “Person added” message appears on the screen.

 

ShareWorkbooks GoogleSheet PersonAdded

 

You can see how many people are sharing the file by resting the mouse on the Share button in the top right hand corner of the screen.

 

ShareWorkbooks GoogleSheet SeePersonAdded

 

  1. To remove a person’s access to the file, click on the Share button again then click Remove under the person’s editor role.

 

Shareworkbooks GS Remove