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How to Share an Excel Spreadsheet Using WPS Office

November 3, 2023
4.7K Views

As an Excel user, you likely need to collaborate with others by sharing spreadsheets. However, sharing an Excel file so multiple people can access and edit it simultaneously can be tricky. In this tutorial, we'll walk you through 3 easy methods to share an Excel spreadsheet using WPS Office – by generating a link, co-editing, and sharing a workbook. Follow along to learn how to make an Excel spreadsheet shared.

3 Methods to Share Your Excel Spreadsheet in WPS Office

WPS Office offers several options when sharing an Excel spreadsheet with multiple users. The 3 main methods are:

Method 1: By Generating a Link

The easiest way to share an Excel file in WPS Office is by generating a link to the file. Here's how:

Step 1: Open the Excel spreadsheet in WPS Office that you want to share.

Step 2: Click the Share button in the top toolbar.

“Click Share button”



Step 3: Choose the access level for the link – Edit, View Only. Then click Create Link to proceed.

“Choose access level”



Step 4: Copy or share the generated link with users you want to collaborate with.

“Copy generated link”



The shared files can be edited in WPS Office or directly in a web browser. This flexibility allows you to edit the files on any device, whether you have WPS Office installed or not.

“Edit spreadsheet online”



Tips:

  • To retrieve the sharing link, click Stop Sharing from the dropdown menu.


“Stop sharing link”


This method is the quickest and simplest way to share an Excel file for basic collaboration needs. The ability to set edit, read-only, or restricted access is also useful.

Method 2: By WPS Co-Editing

WPS Office includes a co-editing feature that allows multiple users to edit the same Excel spreadsheet simultaneously. Here's how to use co-editing:

Step 1: Make sure all collaborators use WPS Office with the same or compatible versions.

Step 2: Open the Excel file, click the 3-dot menu button on the top right corner, and choose Co-Editing.

“Invite people to edit”



Step 3: Next, WPS Office will ask you to save your file in your Cloud folder. Click Save.

“ Save file in cloud folder ”



Step 4: Now you can share the spreadsheet via link, apps, or QR Code like the previous method

Once the file is open, you'll see colored name tag(s) indicating where others are working.

When you need fluid and real-time collaboration on an Excel project, you enjoy using WPS co-editing. You will find it extremely helpful to track and control collaboration records.

Method 3: Using Share Workbook

The Share Workbook feature allows collaborators to edit a shared Excel file and merge changes together. Here's how it works:

Step 1: Open the spreadsheet file, click Review > Share Workbook > Share Workbook

“Click share workbook”



Step 2: In the Share Workbook dialog box, check the “Allow changes by more than one user…” box. Then, click OK to confirm.

“Check allow changes box”



Step 3: To share the spreadsheet, follow previous methods.

This method may be helpful when collaborating with others who don't need to actively work on the spreadsheet simultaneously. It provides more flexibility since only some need WPS Office. However, merging changes can get complex for large projects.


To sum up the differences:

  • Link sharing is quick and simple.

  • Co-editing enables real-time collaboration.

  • Share workbook allows asynchronous editing but takes more effort to merge changes.

When sharing an Excel spreadsheet in WPS Office, consider your needs to choose the best method. For basic sharing needs, link sharing is simple and efficient. For active collaboration with other WPS Office users, WPS co-editing is the most effective option. And for more flexibility with non-WPS users, sharing a workbook is a viable solution.

Why Choose WPS Office for Your Work?

“WPS Office logo”



WPS Office is a free, all-in-one software developed by Kingsoft Office Software since 1989. With over 500 million users worldwide and a Trustpilot score of 4.8, it offers a Microsoft-like interface and is compatible with Windows, Mac, Linux, iOS, and Android.  Here are some of the notable advantages of using WPS Office:


Main Functions:

  • Writer, spreadsheet, presentation, and PDF editor.

  • Alternatives to Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.


Highlighted Features:

  • Rich template store for Word, PowerPoint, and Excel.

  • Resume assistants, smart forms, screen recording, and more.

  • Lightweight (only 200M), suitable for Win7, 10, and 11.

  • AI Functions


Multi-Platform Support:

  • Available on Windows, MacOS, Linux, iOS, and Android.

  • Synchronization across platforms with a single account.


Compatibility and Performance:

  • Strong compatibility with various document formats.

  • Stable performance, low memory usage, rarely crashes.

  • Performs well on low-version systems and handles large files efficiently.

“WPS Office features”



Hence, WPS Office has become your go-to office suite. You can seamlessly work with Office documents without paying for an expensive Microsoft subscription. The cloud integration and collaborative features make WPS a great free alternative to facilitate teamwork and boost productivity.

How to Download WPS Office for Free

Downloading WPS Office is quick and easy:

Step 1: Go to the WPS Office download page at https://www.wps.com/download/

“Go to the download page of WPS Office”



Step 2: Click the Free Download button to begin the download for your Windows or Mac OS.

“Download page of WPS Office”


Step 3: After downloading, open the WPS installation file. Then, click Install Now to start the process.

“Install WPS Office”


Step 4: After the installation is completed, the WPS Office suite will open on your desktop.

“Open WPS Office from start Menu”


For many individual users, WPS Office provides the essential Office features needed for school, work, and personal projects. The free WPS Office is ideal for students, home users, and small businesses looking to save money. Meanwhile, Microsoft Office 365 offers more advanced features and is the standard for larger organizations.

“Open WPS Office from start Menu”


So while WPS Office covers the basics well, Microsoft Office is better suited for complex organizational needs. Evaluate how you use Office apps to decide which fits your needs and budget. For most individual users, the free WPS Office is very capable of Word, Excel, and PowerPoint work.

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WPS Office- Free All-in-One Office Suite
  • Use Word, Excel, and PPT for FREE, No Ads.

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  • Microsoft-like interface. Easy to learn. 100% Compatibility.

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FAQs:

Is WPS Office available for mobile devices?

Yes, WPS Office is a free downloadable app for Android, iOS, and even HarmonyOS mobile devices. This allows you to view, edit, and share Office docs like Word, Excel, and PowerPoint files on smartphones and tablets while on the go.

Can I share spreadsheets with password protection?

Yes, when sharing an Excel spreadsheet using WPS Office, you can set a password to restrict access. This allows you to share the file securely by only allowing access to those you give the password to.

Summary

Collaborating on Excel spreadsheets can be made easy with WPS Office. The software offers features like link sharing, co-editing, and workbook sharing, making it an excellent alternative to Microsoft Office for individual users. Its online collaboration capabilities and free yet powerful Office suite functionality are ideal for teamwork on Office documents. Following the instructions above, you can effortlessly share Excel spreadsheets in the WPS Office and ensure effective collaboration.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.