What are Shared Files?
How to Shared Files in Excel. Shared files are computer files that multiple users can access and use simultaneously. These files are typically stored on a network drive or a cloud-based storage service and are accessible from any device with the appropriate permissions. Sharing files allows multiple users to work on the same document or project simultaneously.
Steps to Share File in Excel
1. Save the File to a Shared Location
The first step in sharing an Excel file is to save it to a shared location, such as a network drive or a cloud-based storage service like OneDrive or Google Drive. It will allow all users who need to access the file to do so quickly without transferring files back and forth.
2. Enable Sharing
After saving the file to a shared location, press the Review tab in the ribbon and select Share Workbook to enable sharing in Excel. It opens a dialog window to select sharing options.
3. Choose Sharing Options
You can choose which sharing options to enable in the Share Workbook dialogue box. These options include:
1. Allow changes by more than one user simultaneously: This option allows multiple users to edit the file simultaneously, which is helpful for collaborative projects where numerous people work on the same document.
2. Keep track of changes: This option allows you to track changes made by different users, which can be helpful for auditing purposes or reviewing modifications later.
3. Password-protect changes: This option allows you to password-protect modifications made to the file, which can be helpful for sensitive documents or prevent accidental changes.
4. Advanced: This option allows you to choose additional options for sharing, such as whether to update changes automatically or manually and whether to save a backup copy of the file.
4. Share the File With Others
After enabling sharing and selecting your settings, you can send a link or invite people to access the content immediately. Using cloud storage services, you can configure permissions for individual users to govern who can access and modify the file.
See More: Microsoft Excel | Microsoft Office 365
Advantages of Using Shared Files
There are many advantages to using shared files, but here are two examples:
1. Collaborative Work
Shared files allow multiple users to collaborate on the same document or project simultaneously. It means that team members can work together more efficiently without waiting for each other to finish their work.
2. Accessibility
Shared files are accessible from any device with the appropriate permissions, meaning that users can access the files anywhere, at any time.
3. Decrease in Risk of Losing Data
Shared files help to reduce the risk of data loss. When files are stored on a network drive or cloud-based storage service, they are automatically backed up and protected against hardware failure or other issues that could result in data loss.
Conclusion
Thus, sharing files in Excel is a powerful tool for collaboration, allowing multiple users to work together on a single document. By following these best practices, you can work effectively with others and achieve your goals more efficiently.
