How to Share Excel File for Multiple Users

For working together in a team or organization, you might often need to share an Excel file. So that all of you can edit the workbook at the same time. In this instructive session, I’ll discuss how you can share the Excel file for multiple users to do real-time collaboration.

How to Share Excel File for Multiple Users: 2 Methods

Let’s say you have an Excel file namely Sales Report of Frutis.xlsx and you need to share the file for multiple users.

There are mainly two methods for sharing Excel file for multiple users varying in the Excel version.

1. Share Excel File for Multiple Users in Microsoft 365

If you’re a Microsoft 365 and Excel 2021 user, you can use the dynamic Co-authoring feature to share the file with multiple users. You can do it either using OneDrive or sending the file directly.

1.1. Share Excel File in Microsoft 365 Using OneDrive

If you upload your Excel file to OneDrive and then share it with users, you’ll get a lot of outstanding features that I’ll discuss later portion. Please do the following steps.

Step 01: Pick Share Button

Firstly, go to File > Share.

Alternatively, you can pick the Share button located in the upper-right corner of your spreadsheet.

Step 02: Upload Excel File to One Drive

Next, choose the OneDrive account.

Then, you’ll see the following message.

Step 03: Share File to User

Finally, you’ll get the following sharing option within a few moments.

So, input the user name, group, or email of users. And, click on the Send button.

After sending you’ll get the confirmation message and users will get the message about your file.

1.2. Share Excel File in Microsoft 365 without OneDrive

What if you want to share your Excel file to users simply instead of uploading it on OneDrive?

After picking the Share button, just select the Excel Workbook to share the .xlsx format or PDF icon to convert the file into PDF format (especially in the case of printing).

So, type the email address of the user and click on the Send button.

2. Share Excel File for Multiple Users in Earlier Versions

Tracking changes is a unique feature in the earlier version. In the case of using those versions or exploring the feature only, you may follow the below steps.

Step 01: Adding Command

You’ll get the commands related to sharing the workbook by default (just go to Review tab > Changes ribbon).

Also, you can add those commands if you’re using the updated version.

Initially, right-click on any blank space within the ribbon and pick the Customize the Ribbon option.

In the Excel Options, navigate to Customize Ribbon option.

Now, you need to add the following commands.

Share Workbook (Legacy)
Track Change (Legacy)
Protect Sharing (Legacy)
Compare and Merge Workbooks

So, keeping the Choose command from as All Commands pick the Share Workbook (Legacy) first and click on the Add button.

Note: Here, I created a dedicated tab and group. It’s a quite simple task. Just, utilize the New Tab and New Group options.

After adding those commands, the output will be as follows. And, press OK.

Step 02: Go to Trust Center

Sometimes, sharing a workbook might not work properly. As a precautionary step, do the below task.

Just, go to Trust Center in the Excel Options and click over the Trust Center Settings.

Later, uncheck the box before the Remove personal information from file properties on save option and press OK.

Step 03: Share Workbook

Lastly, choose the Share Workbook (Legacy) command from the Share tab and check the box in the Editing tab as shown below.

After pressing OK, you’ll get the following message. So, press OK.

Now, your Excel file is ready to share as you see the Shared word after the file name. So, share the file online or offline.

Furthermore, you can protect your Excel file and then share for multiple users if necessary.

How to Utilize Co-authoring Feature

In this section, I’ll highlight some fruitful things about the most updated file-sharing system i.e. Co-authoring feature provided by Microsoft 365.

⧪ Share File Link Only

If you want to inform users about your shared file link using other platforms, just press the Copy button.

Now copy the link and paste it where you want.

⧪ Share Excel File with Specific User Only

By default, anyone can open the link. But when you need to share with specific users, you can do that.

Select the Anyone with the link can edit.

In the Link settings, navigate to the Specific people option and press the Apply button.

⧪ Share an Excel File for Multiple Users with Password

Moreover, you can assign a password to open the shared file.

Click on the Set Password option.

Next, input your password and press the Apply button.

⧪ Restrict File Sharing

Sometimes, you may have to share the Excel file without providing the Editing permission. That means users only can view the file.

For doing this, just uncheck the box before Allow editing option.

How to Track Changes in a Shared Excel File

In the case of old versions, you can track the changes that users make.

Click over the Track Changes (Legacy) command and choose the Highlight Changes option.

Check the box before When and Who. And, press OK.

Now, if any user makes any change, you’ll see the cell as highlighted and the changed thing will pop up with the date-time.

How to Compare and Merge Workbook

After collecting the shared file, you have to update the workbook.

Navigate to the Compare and Merge Workbooks command.

Now, select the multiple files by pressing the SHIFT key and pressing OK.

Note: You have to keep your file and other shared file in the same folder. No matter what is the file name.

How to Stop Sharing or Remove User

This is a bonus section for you, if you want to stop sharing or remove users you can follow these steps.

⧪ Stop Sharing in Microsoft 365

If you want to stop sharing the Excel file, do the following tasks.

Press over the icon after the Shared with option.

Then, click over Stop sharing.

⧪ Remove User in Earlier Versions

In the case of the earlier version, go to the Share Workbook (Legacy) command first in the Editing tab.
Then, select a user and press the Remove User button.

Things to Remember

⧬ You’re not able to use Co-authoring and tracking changes methods simultaneously as the Track Changes is a legacy command

⧬ Though you cannot track the changes while using Co-authoring method, it is a simple, easier, and also time-saving method.

Download Practice Workbook

Sharing Excel File for Multiple Users.xlsx

Conclusion

That’s the end of today’s session. I hope this article would be highly beneficial for you to share Excel file for multiple users. Anyway, don’t forget to share your thoughts.

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