How to Share SQL Server Excel Data Without Sharing Credentials
Question details
The user needs to share an Excel workbook connected to a SQL Server database allowing other users to refresh the data without sharing the creator's personal database credentials.
- Product
- Excel
- Device & OS
- not provided
- Scenario
- Distributing a database-connected report to colleagues who need to update the data using their own permissions.
- Observed behavior
- Clicking 'Refresh All' works for the workbook creator but prompts other users for credentials, even if they already possess database permissions, because the connection does not automatically use the creator's access rights for other users.
Verify with your database administrator that the users you are sharing the workbook with have the necessary SQL Server permissions assigned to their own accounts.
Instruct Users to Authenticate with Their Own Credentials
The most secure method is to have each user manually enter their own assigned SQL Server credentials when prompted by the spreadsheet during a data refresh.
Excel is designed not to distribute the creator's personal database credentials to other users automatically. This is a critical security feature.
When another user opens the workbook and attempts to update the data, they must authenticate their own session.
Have the user open the shared Excel workbook on their local machine.
Navigate to the 'Data' tab on the top ribbon and click the 'Refresh All' button.
When the SQL Server authentication dialog appears, the user should enter their own database username and password provided by the IT department, then click 'Connect'.
Configure Windows Authentication (Single Sign-On)
If your organization utilizes Active Directory, configuring the connection to use Windows Authentication removes the need for manual password entry.
Consult IT for a Service Account or Scheduled Refresh
For reports distributed to users without database access, coordinate with your DBA to set up a shared authentication method or automated refresh.
Manage and Share External Data Seamlessly with WPS Spreadsheet
WPS Spreadsheet provides robust, secure tools for connecting to external databases like SQL Server. It ensures data remains accurate and secure by properly prompting for credentials during a refresh, keeping your organization's data safe while making reporting easy.
- 1. Open the File in WPS: Launch WPS Spreadsheet and open your SQL Server connected workbook.
- 2. Navigate to Data: Click on the 'Data' tab located in the main ribbon menu.
- 3. Refresh Data Safely: Click 'Refresh All'. WPS Spreadsheet will securely prompt the current user for their SQL Server credentials.
Frequently Asked Questions
Why does the spreadsheet prompt for credentials when I already have SQL Server permissions?
Even if you have permissions on the server, the spreadsheet application requires you to authenticate your specific session. It does not automatically pass the workbook creator's credentials to other users in order to prevent unauthorized access.
Can I save my password in the connection string to avoid prompts?
While it is technically possible to embed a password in a connection string, it is highly insecure and strongly discouraged. Anyone who receives a copy of the workbook will be able to access the database using your identity.
How do I fix the credential prompt if my company uses Single Sign-On (SSO)?
Ensure the workbook's data connection is configured to use Windows Authentication. You can change this by going to Data > Get Data > Data Source Settings, editing the connection, and selecting 'Use Windows Authentication'.
Will WPS Spreadsheet also prompt me for credentials when opening a shared SQL-connected file?
Yes. To maintain strict security protocols, WPS Spreadsheet will prompt the current user to authenticate with the database before refreshing external data, just like Microsoft Excel.
