Merge copies of a shared workbook

When other users update a shared workbook, you can compare those changes with the original before you add those changes. To do that, you need to add the Compare and Merge Workbooks command to your Quick Access Toolbar.

Add the command to your Quick Access Toolbar.

  1. The Quick Access Toolbar sits in the upper-left corner of your Excel screen. Click the down arrow on the right side of the toolbar, and then click More Commands.

  2. In the Excel Options dialog box, open the list under Choose commands from and select All Commands.

    The All Commands list in the Excel Options dialog box

  3. Scroll down that list until you see Compare and Merge Workbooks.

    The Compare and merge workbooks command

  4. Select that item and click Add.

    That moves the command over to the list of commands on your Quick Access Toolbar.

  5. Click OK to close the Excel Options dialog box, and the new command appears on your Quick Access Toolbar.

Make the workbooks ready to merge

To use the Compare and Merge Workbooks command, all users of the shared workbook need to save a copy of the original file and add their changes to that copy. They need to save the copy with a unique file name that differs from the original's name as well as the names of any other copies. They also need to put their copies in the same folder as the original shared workbook.

You can only merge a shared workbook with copies made from the original. Also, you can't merge a workbook that hasn't been shared.

Merge shared workbooks

  1. Open the copy of the shared workbook into which you want to merge any changes.

  2. On the Quick Access Toolbar, click Compare and Merge Workbooks.

  3. If prompted, save the workbook.

  4. In the Select Files to Merge into Current Workbook dialog box, click the copy of the workbook that contains the changes you want to merge, and then click OK.


    • To merge the workbook with multiple copies of the shared workbook at the same time, hold down Ctrl or Shift and click their file names, then click OK.

    • If a message tells you there were no new changes to merge, click OK.

    • For more information about adding commands to the Quick Access Toolbar, see Add commands to Quick Access Toolbar.

More about sharing workbooks

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