How to Share an Excel File with Everyone in Your Organization Using WPS Office
Question details
The user needs to share an Excel workbook with all members of an organization and control whether recipients can view or edit the shared file.
- Product
- WPS Office Spreadsheets
- Device & OS
- not provided
- Scenario
- A user needs to distribute an Excel workbook to colleagues across the organization while managing access permissions.
- Observed behavior
- The workbook should be available through an organization-wide shared link, with the selected view or edit permission applied for recipients.
Check that the workbook is saved in WPS Office Spreadsheets and that you have owner or edit permission. If the organization-wide sharing option is unavailable, contact your IT administrator because sharing policies may be controlled centrally.
Share an Excel Workbook with Everyone in Your Organization
Use this method when you have an .xlsx workbook open in WPS Office Spreadsheets and want to share it once with all organization members instead of inviting people individually.
WPS Office Spreadsheets uses WPS Cloud sharing to create a shared link. You can set the link permission to organization-wide access so that signed-in organization members can open the workbook without individual invitations.
Launch WPS Office, click Menu, select Open, and choose the Excel file you want to share from your computer or WPS Cloud.
Click the Share button in the top-right corner of the WPS Office Spreadsheets window, or go to File > Share to open the sharing options.
In the Share pane, choose the permission level such as Can view or Can edit, then select the Everyone in your organization option or enter your organization name.
Click Copy link or Send, then share the generated WPS Cloud link through your organization's email, chat, or portal so members can open the workbook.
Share Excel Workbooks Organization-Wide with WPS Office
Open the Excel file in WPS Office Spreadsheets, select the Share command, and give everyone in your organization view or edit access through a WPS Cloud link. Recipients can open the workbook in WPS Office or Microsoft Excel because the file remains in .xlsx format.
- 1. Open the workbook in WPS Office Spreadsheets: Launch WPS Office, open the Excel file from WPS Cloud or local storage, and confirm it is ready to share.
- 2. Click Share and choose permission: Select the Share button in the top-right corner, then set the access level to Can view or Can edit.
- 3. Apply organization-wide access: Choose Everyone in your organization or enter your organization name in the sharing dialog, then confirm the link sharing setting.
- 4. Distribute the shared link: Copy the WPS Cloud share link and send it to your organization's Teams, email, or portal.
- 5. Confirm recipient access: Ask a colleague to open the link while signed in to the organization account to verify that the correct view or edit permission is applied.
Frequently Asked Questions
Can I share an Excel file with my whole organization from WPS Office?
Yes. Open the workbook in WPS Office Spreadsheets, click Share, select your organization-wide access option, and copy the WPS Cloud link. Recipients must sign in with organization accounts if access is restricted.
Why can't I see the Everyone in your organization option when sharing?
This option can be disabled by your IT administrator or may not be included in your current WPS Cloud plan. Contact your IT department or WPS administrator to enable organization-level sharing.
Will my shared Excel file remain compatible with Microsoft Excel?
Yes. WPS Office Spreadsheets saves the workbook in the standard .xlsx format, so formulas, formatting, and data remain compatible when opened in Microsoft Excel.
Can I change permissions after sharing the workbook?
Yes. Reopen the Share pane in WPS Office Spreadsheets, select the shared link or recipient, and change the permission to Can view or Can edit, or remove access.
Is WPS Office free for sharing Excel files with my organization?
WPS Office provides a free Office suite, and link-based sharing is available through WPS Cloud. Some advanced organization-level sharing and management features may require a WPS business or cloud subscription.
