Edit a shared workbook

Try Office 2010 In Excel 2010, take advantage of saving your workbooks to a SharePoint site. The Excel Web App, available on a server that uses Microsoft SharePoint 2010 technology, allows multiple users to edit data in a worksheet in the browser at the same time.
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Collaborate with others on your workbook by sharing it on a network drive so that it’s available for editing by users that have read/write permissions to the file.

  1. Go to the network location where the shared workbook (shared workbook: A workbook set up to allow multiple users on a network to view and make changes at the same time. Each user who saves the workbook sees the changes made by other users.) is stored, and open the workbook.
  2. Set the user name to identify your work in the shared workbook: on the Tools menu, click Options, click the General tab, and then type your user name in the User name box.
  3. Enter and edit data as usual. You won't be able to add or change the following: merged cells, conditional formats, data validation, charts, pictures, objects including drawing objects, hyperlinks, scenarios, outlines, subtotals, data tables (data table: A range of cells that shows the results of substituting different values in one or more formulas. There are two types of data tables: one-input tables and two-input tables.), PivotTable reports, workbook and worksheet protection, and macros.
  4. Make any filter (filter: To display only the rows in a list that satisfy the conditions you specify. You use the AutoFilter command to display rows that match one or more specific values, calculated values, or conditions.) and print settings you want for your personal use. Each user's settings are saved individually by default.

If you want the filter or print settings made by the original author to be in effect whenever you open the workbook, click Share Workbook on the Tools menu, click the Advanced tab, and under Include in personal view, clear the Print settings or Filter settings check box.

  1. To save your changes to the workbook and see the changes other users have saved since your last save, click Save Button image.

If the Resolve Conflicts dialog box appears, resolve the conflicts.

How?

When two users try to save changes that affect the same cell, Microsoft Excel displays the Resolve Conflicts dialog box for one of the users.

  1. In the Resolve Conflicts dialog box, read the information about each change and the conflicting changes made by others.
  2. To keep your change or the other person's change and go on to the next conflicting change, click Accept Mine or Accept Other.

To keep all of your remaining changes or all of the other users' changes, click Accept All Mine or Accept All Others.

  1. To have your changes to override all other changes, and never see the Resolve Conflicts dialog box again, turn this feature off.

How?

  1. On the Tools menu, click Share Workbook, and then click the Advanced tab.
  2. Click The changes being saved win.
  3. Click Save Button image.
  1. To see how you or others resolved past conflicts, view this information on the History worksheet (History worksheet: A separate worksheet that lists changes being tracked in a shared workbook, including the name of the person who made the change, when and where it was made, what data was deleted or replaced, and how conflicts were resolved.).

How?

  1. On the Tools menu, point to Track Changes, and then click Highlight Changes.
  2. In the When box, click All.
  3. Clear the Who and Where check boxes.
  4. Select the List changes on a new sheet check box, and then click OK.
  5. On the History worksheet, scroll to the right to view the Action Type and Losing Action columns.

Conflicting changes that were kept have "Won" for Action Type. The row numbers in the Losing Action column identify the rows with information about the conflicting changes that weren't kept, including any deleted data.

Tip

To save a copy of the workbook with all your changes, click Cancel in the Resolve Conflicts dialog box, click Save As on the File menu, and then type a new name for the file.

Notes

  • To see who else has the workbook open, click Share Workbook on the Tools menu, and then click the Editing tab.
  • If you want to get automatic updates of the other users' changes periodically, with or without saving, click Share Workbook on the Tools menu, click the Advanced tab, and under Update changes, click the options you want.

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Applies to:
Excel 2003