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Share and collaborate

Share and collaborate with Excel Online

When you share your workbook with other people, you can all work on the file at the same time in Excel Online. For more information, see Collaborate on Excel workbooks at the same time with co-authoring.

Share your workbook

  1. Select Share.

  2. Select who you want to share with from the drop-down.

    Allow editing is automatically checked. Uncheck this if you only want to give permission to view the file, not edit it.

    Select Apply.

  3. Enter the names or email addresses of who to share with.

  4. Add a message (optional).

  5. Select Send.

Or, select Copy link to get a link to the file.

Share button

Share diallog box

Co-author a workbook

After you share your file, you can work on it at the same time with others.

  • For the best experience, work together in Excel Online and see real-time changes.

  • Under Share, you will see the names of who else is also editing the file.

  • Colored cells will show you exactly where in the document each person is working. Click a color to see who's editing that cell.

Different colored cells for different people, cursor resting people icon, name appears

Add, edit, delete, and show comments

  • Add a comment – on the Insert or Review tab, select Comment, type your comment, and select Post.

    A little red triangle appears in the corner when a cell has a comment.

  • Edit - select Review > Edit Comment.

  • Delete – select Delete Comment, or select the  in the comment.

  • Show - select Review > Show Comments.

Add, edit, delete, and show comments

Chat while editing

If another person is editing the file at the same time, you can chat with them.

  1. Select Chat.

  2. Type a message and press Enter.

The conversation will not be saved when you close the file. To keep a record of your chats, use Microsoft Teams.

Chat in a document

Chat in a document - 3

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