Sharing workbooks in Excel - Step-by-Step Guide

Introduction

Sharing workbooks lets you and others work on the same Excel file at the same time. It helps teams collaborate without sending multiple copies back and forth.

When your team needs to update a sales report together in real time

When you want to collect data from multiple people in one file without merging later

When you are working on a project plan and want everyone to see changes immediately

When you want to review and edit a budget with your manager simultaneously

When you want to avoid confusion from multiple versions of the same workbook

Steps

Step 1: Click

- File tab

The backstage view opens showing file options

Step 2: Click

- Share

Sharing options appear on the right side of the screen

Step 3: Click

- Save to Cloud (OneDrive or SharePoint)

Workbook is saved online to enable sharing

Step 4: Type

- Invite people box

You enter email addresses of people to share with

Step 5: Select

- Permission dropdown

You choose if people can edit or only view the workbook

💡 Choose 'Can edit' to allow collaboration

Step 6: Click

- Send button

An email invitation is sent with a link to the shared workbook

Step 7: Open

- Shared workbook

You and others can work on the workbook at the same time and see changes

Before vs After

Before

Workbook is saved only on your computer and only you can edit it

After

Workbook is saved on OneDrive and shared with others who can edit or view it simultaneously

Settings Reference

Permission level

📍 Share pane under Invite people box

Controls whether invited users can change the workbook or only see it

Default: Can edit

Save location

📍 File tab > Save As > OneDrive or SharePoint

Stores the workbook online so it can be shared and edited by multiple users

Default: OneDrive personal

Common Mistakes

Trying to share a workbook saved only on your local computer

Others cannot access or edit the file if it is not saved online

Save the workbook to OneDrive or SharePoint before sharing

Giving 'Can view' permission when you want others to edit

Users can only see the file but cannot make changes

Select 'Can edit' permission when inviting people

Summary

Sharing workbooks lets multiple people work on the same Excel file at once.

You must save the workbook to OneDrive or SharePoint to share it.

Set permissions to control if others can edit or only view the workbook.