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Microsoft Office versions

The information below refers to Microsoft Office 2010 and 2013. Click here for Office 2016. 

By default when the user updates an Excel file or worksheet then the user is opening the Excel file exclusively to make sure that while updating nobody can open it too to modify other information and then loose the information by the last save document action. But sometimes the user wants to work with multiple users on the Excel file. Even when the user displays the Excel information on a data driven message board or notice board by using our DataPoint add-on, then the user has already 2 users working on the Excel file. So when encounter a deadlock situation already here.  Best is to allow that multiple users work or read on the same Excel file. With this option the user is using Excel merely as a database where the user has a central storage and the user is reading out the information from various locations.

Preparation

First open the Excel file by double-clicking the file.

open your excel file first

Then go to the Review tab in the Excel ribbon and click the Share workbook button.

click review and share workbook button

When the user do this for the first time, the user can get this trust center message about privacy settings on the document.

message about privacy settings

Trust center settings

In the Excel menu, click File and then Options.

Excel file properties

Click the Trust Center option in the left menu and then click the Trust Center Settings button of the details pane.

properties trust center settings

Choose the Privacy Options at the left and then uncheck the Remove personal information from file properties on save and click OK twice to close all forms.

remove personal information from the file

Share workbook

Retry to share the workbook now again.  Click the Share Workbook button of the Review tab to get this form.

allow changes by more than one user makes it a multi-user excel document like a database

Check the option Allow changes by more than one user at the same time. This also allows workbook merging. And click OK. Excel will ask if it is ok to continue with this. Choose OK here.

save workbook after changes

As of now, the user will see the text [Shared] in the caption of the document as an indication that this document is shared.

excel header now shows that it is shared

The user can open this Excel document by multiple users to view and update the content. The user will not get messages anymore that the Excel document is opened exclusively by another user.

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