A shared file in Excel is a spreadsheet that multiple people can open and edit at the same time

When you share a file in Excel, you're giving other people permission to view it, edit it, or both — and you're setting up the file so that changes from different people don't overwrite each other. Excel has two main ways to do this: OneDrive or SharePoint (which handles simultaneous editing), or shared workbook mode (an older method that works on local networks). Most people now use OneDrive because it's simpler and works whether people are in the same office or across the country.

The difference matters because shared workbook mode can lose data if two people edit the same cell at the same time, while OneDrive prevents that problem. OneDrive is also what you get automatically if you use Microsoft 365 at work or home.

Key Takeaways

  • OneDrive or SharePoint is the modern way to share — it lets multiple people edit the same file at once without losing anyone's changes.
  • You upload your file to OneDrive, then use the Share button to send a link and choose whether people can view only or edit.
  • Shared workbook mode is an older method that works on local networks but can lose data if two people edit the same cell simultaneously.
  • When you share a file, you control permissions — you can let people edit, view only, or revoke access later.

Sharing through OneDrive (the standard method)

Save your Excel file to OneDrive first. Open Excel, go to File, then Save As, and choose OneDrive — either your personal OneDrive or your organization's OneDrive if you have one through work. Give the file a name and click Save.

Once the file is on OneDrive, click the Share button in the top right corner of Excel. A panel opens where you can type the email addresses of the people you want to share with. Below the email field, you'll see two permission options: Can edit and Can view. Choose which one applies — Can edit lets them make changes, Can view means they can only read it. Type a message if you want, then click Share. Excel sends them a link and a notification.

People who receive the link can open the file in their browser or in Excel on their computer. If multiple people are editing at the same time, Excel shows you who else is in the file and what they're working on — you'll see their cursor and their name in the top right.

Sharing through SharePoint (for organizations)

If you work for an organization that uses Microsoft 365, your IT department may have set up a SharePoint site for your team. SharePoint works like OneDrive but is designed for group collaboration — it has folders, version history, and permission controls that work across many files at once.

To share through SharePoint, save your file to the SharePoint folder your organization has set up. Then use the Share button the same way you would in OneDrive. The difference is that SharePoint usually has default permissions already set for your team, so you may not need to type individual email addresses — you can just share with your whole team or department at once.

Shared workbook mode (older method for local networks)

Shared workbook mode is built into Excel but is rarely used now because it has limitations. It works only when the file is stored on a shared network drive that everyone can access — not on OneDrive or SharePoint. To turn it on, open your file, go to Review, then click Share Workbook. A dialog box appears; check the box that says "Allow changes by multiple users at the same time" and click OK.

The problem with shared workbook mode is that if two people edit the same cell at the same time, Excel asks one of them to choose whose change to keep — the other person's work is lost. It also doesn't show you real-time edits the way OneDrive does. For this reason, most organizations have moved away from it.

Controlling who can see and edit your file

When you share through OneDrive or SharePoint, you decide the permission level for each person. Can edit means they can change the file, add rows, delete columns, or do anything you can do. Can view means they can read it and read a copy, but they cannot change the original file.

You can also change permissions later. Open the file, click Share, and you'll see a list of everyone who has access. Click on a person's name to change their permission from Can edit to Can view, or click the X to remove their access entirely. If you want to stop sharing the file with everyone at once, click the Share button and look for an option like "Stop sharing" or "Remove all access" — the exact wording depends on which version of Excel you're using.

What happens when two people edit at the same time

In OneDrive and SharePoint, Excel handles simultaneous editing by showing you changes as they happen. If you and a coworker are both in the same file, you'll see their cursor moving and their edits appear on your screen within a few seconds. You can see who is editing what in the top right corner of the screen.

If you both try to change the same cell at the exact same moment, the last person to save wins — their version overwrites the other. This is rare in practice because you can see each other working, so you naturally avoid the same cell. If it does happen, the other person can undo their change and try again, or you can look at the version history to see what was there before.

Viewing version history and recovering old changes

OneDrive and SharePoint keep a record of every change made to your file. To see the history, open the file, click File, then look for Version History or see all versions. A panel shows you a list of dates and times when the file was changed, plus who made the change. Click on any version to see what the file looked like at that moment.

If someone made a change you want to undo, you can restore an older version. Click on the version you want, then click Restore. Excel replaces the current file with that older version. This is useful if someone deletes important data by mistake or if you want to go back to an earlier draft.

Frequently Asked Questions

Can I share an Excel file if I don't have OneDrive?

If you don't have OneDrive, you can use shared workbook mode on a network drive, but it has limitations and can lose data. The better option is to sign up for a free Microsoft account, which includes OneDrive storage. If you use Excel at work, your organization likely has OneDrive or SharePoint already set up.

What if someone I shared with shouldn't see the file anymore?

Open the file, click Share, and find their name in the list of people with access. Click the X next to their name to remove them. They can no longer open the file, though they may still have a copy if they downloaded it before you removed access.

Can I share a file with someone who doesn't have Excel?

Yes. They can open and edit the file in Excel Online, which is free and works in any web browser. They don't need to own Excel or have a Microsoft 365 subscription. If you give them Can edit permission, they can make changes just like someone using the desktop version.

Does sharing a file mean they can see all my other files?

No. When you share a specific file, only that file is accessible to the people you share it with. They cannot see your other files or folders unless you share those separately.

What's the difference between sharing and sending a copy?

Sharing creates a link to one file that everyone edits together. Sending a copy gives someone their own version — if they make changes, yours stays the same. Sharing is better for teamwork; sending a copy is better if you want to keep your version separate from theirs.