Share a workbook

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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.
Read a blog post or try Office 2010!

  1. Create a workbook you want to make available for multiuser editing, and enter any data you want to provide.

If you want to include any of the following features, add them now: merged cells, conditional formats, data validation, charts, pictures, objects including drawing objects, hyperlinks, scenarios, outlines, subtotals, data tables, PivotTable reports, workbook and worksheet protection, and macros. You can't make changes to these features after you share the workbook.

  1. On the Tools menu, click Share Workbook, and then click the Editing tab.
  2. Select the Allow changes by more than one user at the same time check box, and then click OK.
  3. When prompted, save the workbook.
  4. On the File menu, click Save As, and then save the workbook on a network location accessible to the intended users. Use a shared network folder, not a Web server.
  5. Check any links to other workbooks or documents, and fix any that are broken.


  1. On the Edit menu, click Links.

The Links command is unavailable if your file does not contain linked information.

  1. Click Check Status to update the status for all links in the list. This may take a while if there are a lot of links, or if the source workbook for the links is on a network location, and the network is slow.
  2. Check the status in the Status column, select the link, and then take the action needed.

OK     No action required, the link is working and up to date.

Unknown Click Check Status to update the status for all links in the list.

N/A     The link uses Object Linking and Embedding (OLE) (OLE: A program-integration technology that you can use to share information between programs. All Office programs support OLE, so you can share information through linked and embedded objects.) or Dynamic Data Exchange (DDE) (Dynamic Data Exchange (DDE): An established protocol for exchanging data between Microsoft Windows-based programs.). Microsoft Excel cannot check the status of these types of links.

Error: Source not found     Click Change Source, and select another workbook.

Error: Worksheet not found     Click Change Source, and then select another worksheet. The source may have been moved or renamed.

Warning: Values not updated     Click Update Values. The link was not updated when the workbook was opened.

 Warning   Click Open Source, and calculate the workbook by pressing F9. The workbook may be set to manual calculation. To set to automatic calculation, on the Tools menu, click Options, select the Calculation tab, and then click Automatic.

 Warning   Some names (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) cannot be resolved until the source workbook (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.) is opened. Click Open Source, switch back to the destination workbook (destination file: The file that a linked or embedded object is inserted into. The source file contains the information that is used to create the object. When you change information in a destination file, the information is not updated in the source file.), and click Check Status. If this does not resolve the problem, make sure the name is not misspelled or missing. Switch to the source workbook, and then on the Insert menu, point to Name, and then click Define, and look for the name.

 Warning   Click Open Source. The link cannot be updated until the source is open.

Source is open     The status of a link cannot be checked.

Values updated from filename No action required, the values have been updated.

 Warning   Excel cannot determine the status of the link. The source may contain no worksheets, or be saved in an unsupported file format. Click Update Values.


Applies to:
Excel 2003