Add Multiple Administrators to a Shared Excel File in Microsoft 365
Question details
The user needs to assign more than one administrator to a shared Excel workbook stored in Microsoft 365.
- Product
- Microsoft 365 Excel and SharePoint
- Device & OS
- not provided
- Scenario
- The original workbook owner may leave the organization, so additional users need suitable management permissions for continued access.
- Observed behavior
- The shared workbook is managed through SharePoint permissions, and additional users have not yet been assigned Owner or Full Control access.
Confirm that you have permission to manage access for the SharePoint site, folder, or workbook. Identify the users who need administrative access and choose roles that match your organization’s permission policy.
Add administrators through SharePoint Manage access
Use this method when the shared Excel workbook is stored in Microsoft 365 and you need to assign additional users management permissions.
SharePoint controls access to Excel workbooks stored in shared Microsoft 365 locations. Adding users through the workbook or containing folder lets you assign a suitable role without changing the file itself.
Sign in to Microsoft 365, open SharePoint, and browse to the document library, shared folder, or Excel workbook that you want to manage.
Select the workbook or folder, choose More options, and click Share or Manage access.
Enter the names or email addresses of the users who should help administer the shared workbook, then select their access settings.
Choose Owner, Full Control, or another role available in your organization, based on the required level of management access.
Click Send, Share, or Apply to save the changes, then reopen Manage access to confirm that each administrator appears with the intended role.
Manage and edit shared Excel-compatible workbooks with WPS Office
WPS Office is a free, lightweight Microsoft Office alternative for editing and reviewing Excel-compatible workbooks. It offers a familiar interface, supports common Microsoft formats, and can help teams migrate their spreadsheet workflow while SharePoint remains responsible for Microsoft 365 sharing permissions.
Frequently Asked Questions
Can I add more than one owner to a shared Excel workbook in Microsoft 365?
Yes. Open the workbook or its containing folder in SharePoint, select More options, choose Share or Manage access, add the users, and assign Owner or another permitted management role.
Where are permissions for a shared Excel file stored?
Permissions are managed in the SharePoint site, document library, folder, or file location where the workbook is stored. Excel itself does not replace SharePoint access controls for these shared files.
What is the difference between Owner and Full Control access?
The exact permissions depend on your organization’s SharePoint configuration. Both roles can provide broad management capabilities, so review the permissions shown in Manage access before assigning either role.
What should I do if I cannot see Share or Manage access?
You may not have sufficient SharePoint permissions, or the file may be stored in a location with restricted sharing. Contact the site owner or Microsoft 365 administrator to request access management rights.
Does WPS Office change Microsoft 365 or SharePoint permissions?
No. WPS Office can open and edit compatible Excel files, but SharePoint or Microsoft 365 administrators must add users and change sharing roles.
