Excel - Can Multiple People Edit Excel At The Same Time

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Excel - Can Multiple People Edit Excel At The Same Time - Episode 2157

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Күн бұрын

Microsoft Excel Tutorial: Collaborating on the Same Excel workbook.
In this video, we dive into the world of collaborative Excel editing and how to work together on the same workbook simultaneously without the chaos of traditional file sharing. Have you ever experienced the frustration of trying to edit a workbook with multiple collaborators? It often leads to locking conflicts and confusion.
In this tutorial, we'll explore the power of co-authoring in Excel, a game-changer for those using Office 365, Excel for iPad, or Excel Online. The key to co-authoring is saving your workbook on OneDrive or SharePoint, and the possibilities are endless.
No more worries about who has write access and who's stuck with read-only access. Co-authoring allows you to collaborate seamlessly, with everyone having the freedom to edit the file in real-time. We'll show you how to set up sharing links and manage access effortlessly.
We'll also demonstrate the real magic of co-authoring - multiple people editing the same workbook at the same time. Watch as changes happen almost instantaneously, with cell values updating in real-time. It's a fantastic way to work together on spreadsheets, especially for teams using Office 365 on Windows.
But, we also explore some of the quirks, like what happens when two people edit the same cell simultaneously, and who wins the race to press "Enter." And remember, co-authoring comes with an occasional companion called "Autosave," which has its pros and cons. We'll share more about it in the video.
So, if you're ready to embrace the future of collaborative Excel work, join us as we navigate the ins and outs of co-authoring. Whether you're a seasoned spreadsheet pro or just getting started, this feature can transform the way you work. Don't miss out on the power of co-authoring and discover how it can streamline your collaborative efforts in Excel.
Table of Contents
(00:00) Co-Authoring in Excel
(00:13) Old Way: Read-Only After 1 Person Opened
(00:32) Shared Workbook Limitations
(00:47) Auto Save icon Means Co-Authoring Available
(01:06) OneDrive or SharePoint
(01:26) See Which Cells Are Being Edited by Others
(02:16) Changes Sync Across Computers
(03:10) Share Workbook with Co-Worker
(03:55) Old Excel? Edit in Browser
(04:36) Two People Edit Same Cell at Same Time?
(05:57) Stay Away If Someone Else Edits
(06:39) iPad Excel to Highlight Cells or Camera
(07:59) Hate for AutoSave
(08:38) What is working well
(09:12) Unsupported Feature.
(09:46) Save a Copy Creates a Fork
(10:49) Easier to Just Lose Changes
(11:54) Episode Recap
(12:20) Clicking Like really helps the algorithm
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How can two people edit the same Excel workbook at the same time?
This feature has been introduced in 2017 and is available to anyone using Office 365, Excel online, or Excel on the iPad.
In order to co-author, the workbook has to be stored on the OneDrive or SharePoint.
For regular features, like entering data and formulas, the co-authoring experience should be great.
A colored box shows which cells are being updated. These boxes update quickly.
There are ways to break it - using Pens on the Draw tab of the Ribbon is one way.
Excel might ask you to refresh the workbook on each endpoint if you hit one of these errors.
The message telling you that the workbook could not be uploaded and offering Save a Copy is useless - you
would be creating a forked version of the workbook.
Join the MrExcel Message Board discussion about this video at www.mrexcel.co...

Пікірлер: 60

@Freemarkets1236 5 жыл бұрын

I'm a little confused. This looks like you're are running excel on your desktop and being able to coauthor. When I try this the file becomes locked if someone else is in it. I'm only able to coauthor if both users are using Excel Online. Is it possible to coauthor with one or more users on the desktop excel that's opened from onedrive?

@deepeshbansal8596 4 жыл бұрын

Any leads sir? Been trying to figure out the same thing you’re asking.

@Freemarkets1236 4 жыл бұрын

@@deepeshbansal8596 Something changed where i was able to suddenly make edits on the desktop copy while others are accessing it from the web however i don't dare do it without making a backup copy. Its worth testing further. I don't do it often either. If i can help it i don't make edits unless everyone is out of the file.

@deepeshbansal8596 4 жыл бұрын

Thank you! So even then only one person can meaningfully work on that file because the people accessing it on the web are basically working with their hands tied behind their back.. or that’s what I feel.

@michaeltette7869 4 жыл бұрын

Just used for my work. We have a very basic need to fill, but the other videos sucked. This one was easy to understand!

@earlsanders1468 4 жыл бұрын

One problem we had was multiple people editing, and the screen would switch when someone edited the document. I want to keep my screen locked to my edits only and not see when someone’s screen when they edits, how do I fix that? And is this a Microsoft issue?

@antomar2754 3 жыл бұрын

Hi! I have a question for all the valuable experts here about a practical case. User A and User B are working in the same moment, in the same file. User A: filters one column User B: filters another column and does copy + insert copied rows Is it possible that the action of user B is applied also to the data filtered by User A? Thanks!

@excelisfun 6 жыл бұрын

Shared workbooks. I have never done it and hope I never have too!!! Thanks for the video with all the "try to break it" examples.

@saumyaverma7429 4 жыл бұрын

Can we restrict cells userwise ? like cell no. 1 -10 Jay can only edit and cell no. 11- 20 heena can only edit as i m facing issues like one person messing up details for others.

@moesadr3342 Жыл бұрын

My workbook has VBA codes. Could you please tell me how this file can be shared to be updated and synced with other users in Office 365/

@claudiat.8508 6 жыл бұрын

Hey Bill. One problem we have had with sharing a file in Excel is if one of the people editing, filters to show only his/her projects, then the sheet in which the other people are working filters as well and their own projects are not visible. Do you know if that has been solved now? When you have a very long spreadsheet filtering to work only on your projects/items is essential. Thanks for the great videos!

@claudiat.8508 6 жыл бұрын

Thanks a lot for your reply Bill. I just voted and will circulate the link in my company so that more people affected by this issue can vote. Thanks again!!

@ranimaharaj-sharma4332 4 жыл бұрын

Please use the new feature Worksheet view...

@dema-3000 3 жыл бұрын

I just wondering how reliable is when we have more then 10 users at same time and when all they actively entering data. Any experience?

@MrXL 3 жыл бұрын

I've seen 24 simultaneously. But it was for a few minutes.

@fluffyhoneytina 3 жыл бұрын

I NEED HELP PLEASE. how can i print a report of all the people who made changes????on sharepoint excel? I used to use track legacy on the desktop excel and it would make a report of all the changes...can anyone tell me. please.

@MrXL 3 жыл бұрын

A brand new feature is rolling out. I just checked and it is in my Excel Online for the first time. Go to the Review tab. For me, the first four buttons are: Spelling, Workbook Statistics, Check Accessibility, and then Show Changes. When you click Show Changes, a new task pane opens on the right showing all changes since the feature rolled out. This is great for future changes. I doubt that it will allow you to go back and see changes from weeks or months ago. (Edit: while reading the help about this new feature, they say that you might be able to go back to an old version using File, Info, Version History.)

@IdgaradLyracant 5 жыл бұрын

For a real example of how this can be useful: We have timelines that tasks are logged and completed. There are 3 people tracking the timeline with hundreds of participants. Without Co-Authoring one one person can check out the file, log a task as complete, then check it back in. With Co-Authoring\Multiple users 3 people can be tracking the timeline without having to check-in\out. Saves a ton of time. Mixed with protection you could open up the timeline to all the participants but restrict them to just the start\end time columns and maybe a comments column.

@jasonm8098 6 жыл бұрын

Maybe works if simply adding a number or text. How it usually goes with me: Open up and make a bunch of changes, unlocking and locking sheets, Power Query Updates, etc. See someone else is accessing it in the top right icon, attempt to save and given the notice that it will not let me save. Curse and repeat several times before exiting WITHOUT saving changes. Email the co-author and ask them to email me when they are done. I wait for the email, then go in to make my changes for the second time and hopefully save without someone else accessing it. Productivity.

@mosaic757 2 жыл бұрын

Would this feature work if the file is shared through Dropbox rather than OneDrive or SharePoint?

@MrXL 2 жыл бұрын

No. There is some code running on the OneDrive server to log the changes. With Dropbox or Box, that code to sync the changes would be missing.

@mosaic757 2 жыл бұрын

@@MrXL Thank you.

@user-gl2ts1by7i 4 жыл бұрын

Great video! anyway to do this for xlsm workbook?

@tiktik9036 3 жыл бұрын

Looking for the same....If u got the solution then please share.... Thanks in advance

@anthonyn2730 3 жыл бұрын

Can you do this with Google drive as well

@MrXL 3 жыл бұрын

Not yet. They are limiting it to SharePoint and OneDrive for now.

@jnvc9121 3 жыл бұрын

Is there a way to co author a macro enabled workbook? Thru office 365 working via a sync folder to a local drive of the users?

@MrXL 3 жыл бұрын

Co-authoring has to happen in a file shared to one of these: SharePoint Online, OneDrive, OneDrive for Business. A local drive will not work. If you can save to OneDrive and then everyone opens in Excel, the macros will work and co-authoring works. (My test was limited to two computers using the workbook at the same time, but it should scale to more.)

@jnvc9121 3 жыл бұрын

@@MrXL We are using one drive for business and I would like the other users to follow specific rules when using the shared excel file thru a macro/vba enabled work book. The problem i have is that a macro enabled work book doesnt work in excel online (co authoring) is there a work around i which we can still co author but use a macro enabled file?

@MrXL 3 жыл бұрын

@@jnvc9121 There is a widely held misconception that coauthoring only works in Excel online. The experience has improved where everyone can open the workbook in Excel for Windows. (It might have always been an option but not obvious to find.). The key is that everyone has to be using the same Tenant. If everyone has a account that ends with YourCo.OnMicrosoft.com then use the Sharing panel and invite this specific people using their email address. When the other person opens Excel and goes to File, Home, they can click “Shared with Me” (look about 40% down from top, 30% in from left). If everyone is on a different tenant, it is still possible, but it is a complicated set of steps.

@rnpk9572 5 жыл бұрын

how to restrict user to one sheet only so that he could not see other sheets

@karlpeterwilliams9276 4 жыл бұрын

Hide the sheet by right clicking on it then go to review on the ribbon. Click on protect workbook and choose a password. Without the password they can't see that sheet or unhide it

@pankajbabbar2133 6 жыл бұрын

sir i am trying ro make a userform in which we can make invoice of multiple items even we have set invoice to just 10 items and after 10 items there is total column where we have added a sum formula.suppose we 40 items to bill now userform should count items and add blank rows and fill rest of items after 10 items invoice template. you have given instruction how to make a userform and invoice with userform but i need your instruction how to make a dyanmic userform where we can make multiple of multiple items invoice via userform and after we can reset our invoice to default stage too. please guide me? it can help lot of other people too. Show less

@pankajbabbar2133 6 жыл бұрын

Bill Jelen thanks for reply sir. It's pleasure to see your reply. It's ok sir. Thanks again

@bobumlas6562 6 жыл бұрын

Anything in VBA to let you know a cell is being edited by someone else?

@sanjaybarge5487 4 жыл бұрын

Please guide me how to protect cell row column sheet on online excel

@krn14242 6 жыл бұрын

Thanks Mr. Excel.

@yurd563 5 жыл бұрын

Thanks for view

@naresh90sharma 4 жыл бұрын

Sir , can we use vba code in shared file one drive

@saleembendigeri7637 5 жыл бұрын

When we press Alt option so many alphabet show. How to hide alphabet setting in 365 office

@prithvibumia2941 3 жыл бұрын

Alt lets you use all the features without having to use the mouse. It is the key for keyboard shortcuts

@MrBillleeds 6 жыл бұрын

Hi Bill, I don't get it why people dont' like the share capabilities in older excel. We use 2007 and 3 or 4 people are working regularly on the same file; although often in different worksheets and strictly for adding data. I have tons of conditional formatting and lookups going on and multiple macros. Occasionally two people will step on the same field at the same time, but MS give the user the ability to either keep their own change or allow the others to stick. The only thing is we needed to get into the habit of saving after we every time we changed a field, but no big deal... it's now a habit for all of us Maybe if we had more people using it it might be a problem, but so far we've had very little to complain about. If the file starts to creep up (its less than 3mb) I un share it, run repair and then reshare it . BTW, I love what you do... the consummate professional and teacher... Thanks

@clintg3435 5 жыл бұрын

Shared workbooks have numerous issues, can't conditional format, frozen pane issues, can't run certain macros and can't add or edit any. Haven't tried 365 yet but look forward to it soon.

@rnpk9572 5 жыл бұрын

how do you share the file with other users over local network or ?

@clintg3435 5 жыл бұрын

@@rnpk9572 I used workbook sharing in the past via network shared folder, but with all the issues it causes i have given up on it. I am looking at implementing a shared workbook setup via VBA. If you search for it on youtube there are a few options without having to use the built in feature. Limitation I have noted is only one cell can be edited at a time.

@rnpk9572 5 жыл бұрын

@@clintg3435 thanks you are right. I have a workbook now which give access via user name and pass to different users ...the problem I am facing now is when share on Dropbox while two users use at the same time it creates conflicted copies...

@clintg3435 5 жыл бұрын

@@rnpk9572 Yes, that will never work. But as I mentioned there is a couple workbooks you can get for free here on youtube that do what you require, and are shareable via local network share or google drive/dropbox/onedrive. It is really interesting. Let me know if you can't find it and I'll get you the link.