How to Share a Workbook in Excel 2011 for Mac

5 of 11 in Series: The Essentials of Sharing Files in Office 2011 for Mac

Excel was the first Office application to allow more than one person at a time to make changes in a shared file live, in real time. The Excel Share Workbook feature in Office 2011 for Mac is useful if more than one person needs to update data in a real-time environment. Excel has built-in rules you can select that decide which changes to accept in case of conflicts.

To start sharing a workbook, follow these steps:

  1. Choose Tools→Share Workbook→Editing. Or, if you feel Ribbony, click the Review tab. In the Share group, click the Share Workbook button and then choose Share Workbook from the menu.

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  2. Select the Allow Changes by More Than One User at the Same Time check box.

    Selecting this box activates Share Workbook.

  3. Click the Advanced tab.

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  4. Select a Track Changes option:

    • Keep History for [Number] Days

      Enter a number in the text box or use the spinner control to adjust the number.

    • Don’t Keep Change History

  5. Select an Update Changes option:

    • When File Is Saved

    • Automatically Every [Number] Minutes

      Fill in the number of minutes or use the spinner control to adjust the number. If you save automatically at regular intervals, you can select either Save My Changes and See Others’ Changes or just See Other Users’ Changes.

  6. For the Conflicting Changes Between Users section, select one of the two options:

    • Ask Me Which Changes Win

    • The Changes Being Saved Win

  7. In the Include in Personal View section, select the Print Settings and Filter Setting check boxes to include print and filter settings.

  8. Click OK.

  9. Navigate to a shared network directory that's read/write accessible to all who need to share and then click Save.

    Up to 256 users who have permission to read and write to the directory can now open the workbook at the same time.

Everyone who needs to share a workbook simultaneously must have read/write permissions to a shared directory in Mac OS X Finder and/or Windows Explorer on a high-speed network.

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The Essentials of Sharing Files in Office 2011 for Mac

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