How to Share an Excel Spreadsheet with Multiple Editors and Viewers
Question details
The user wants to share an Excel spreadsheet hosted on SharePoint, granting simultaneous editing access to authorized users and view-only access to others, while ensuring macro-enabled buttons function properly.
- Product
- Microsoft Excel, SharePoint
- Device & OS
- not provided
- Scenario
- Setting up granular file sharing permissions for simultaneous editing and restricted viewing in a collaborative environment.
- Observed behavior
- The goal is to achieve simultaneous co-authoring for editors, enforce view-only mode for unauthorized users, and maintain macro functionality.
Verify that your Excel document is saved in a cloud-supported format (such as .xlsm for macros) and ensure you have Site Owner or Full Control permissions in SharePoint to modify file access rights.
Configure SharePoint File Sharing Permissions
Use SharePoint or OneDrive's native sharing settings to assign specific Edit or View permissions to different users, ensuring secure co-authoring.
By managing access directly through SharePoint, you ensure that simultaneous editing is enabled for authorized users while protecting the data from unwanted changes by viewers.
Navigate to the target Excel file within your SharePoint document library or OneDrive folder.
Click the 'Share' icon next to the file name, or right-click the file and select 'Manage Access'.
Enter the email addresses of the users who need to co-author the spreadsheet. Click the pencil icon or permission dropdown and select 'Can Edit'.
Enter the email addresses of the users who should only read the document. Change their permission dropdown to 'Can View'.
Click 'Send' to notify the users or 'Apply' to save the new granular permission settings.
Open Macro-Enabled Workbooks in the Desktop App
Since Excel for the Web has limitations with VBA macros, editors who need to use macro-enabled buttons must open the file in the desktop application.
Collaborate Seamlessly with WPS Office
If you are looking for a lightweight, cost-effective solution for creating, editing, and sharing spreadsheets, try WPS Office. It provides robust cloud sharing features and excellent format compatibility without the high subscription costs.
- 1. Download the Software: Visit the official WPS website to download the free installer for your operating system.
- 2. Install WPS Office: Run the setup file and follow the quick prompts to install the suite on your computer.
- 3. Share with Permissions: Open your spreadsheet in WPS Spreadsheets, click 'Share' in the top right corner, and generate collaboration links with customized view or edit access.
Frequently Asked Questions
Can multiple people edit an Excel file with macros at the same time?
Yes, co-authoring is supported for macro-enabled (.xlsm) files stored in OneDrive or SharePoint, provided that all users have compatible Microsoft 365 subscriptions and use the desktop Excel application.
Why do some users only see a 'View Only' message when opening the shared file?
This occurs if the user was explicitly granted 'Can View' permissions in SharePoint, or if the file has been checked out by another user, which temporarily locks the document to prevent simultaneous edits.
How can I stop someone from editing a shared Excel file?
Go to your SharePoint document library, right-click the file, select 'Manage Access', and change the user's permission setting from 'Can Edit' to 'Can View', or select 'Stop Sharing' to remove their access entirely.
Do macros work in Excel for the Web?
No, Excel for the Web can open macro-enabled workbooks for viewing and basic editing, but it cannot run VBA macros. Users must select 'Open in Desktop App' to interact with macro-driven elements.
