#56 Excel Shared Workbooks

The past two weeks we’ve seen tips about Word and PowerPoint, so this week we’ll continue our trip around the Microsoft Office world with a great tip for Excel. I certainly don’t want to short change any of the spreadsheet monkeys out there.

A shared workbook allows several people to edit simultaneously. For example, a project status list for your work group, a budget tracking sheet, time sheets, issue logs or anything else you can think of that multiple people may need to access.

Try it out! No more waiting until everyone else is done; no more asking around to find out who left the spreadsheet open while they went to lunch so you can’t edit it.

How it works:

First of all, our compress images trick from last week also works in Word.

To Save a Shared Workbook:

1. From 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.)

FYI: If two people are working in the same spreadsheet at the same time saving it will update your copy with their changes.

Heads Up:

The following features can’t be changed after a workbook is shared so make sure they you set them up before you share the spreadsheet: 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.

More details :

Interested in more details? See them here:

>>Administration of shared workbooks

>> Sharing workbooks with different versions of Excel

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