How To Create A Shared Excel File In Sharepoint?

Creating an Excel file in SharePoint can be a useful way to make sure that everyone in your team has access to the same document, no matter where they are located. This guide will show you how to create a shared Excel file in SharePoint, as well as the benefits of using this system. With this guide, you’ll be able to take advantage of the benefits of sharing an Excel file in SharePoint, and learn the simple steps to make it happen.

How to Create a Shared Excel File in SharePoint?

SharePoint is a powerful cloud-based collaboration tool that enables organizations to store, access, and collaborate on documents, spreadsheets, and other digital assets. Many companies use SharePoint to host their data and documents in the cloud, and it’s an excellent tool for sharing Excel spreadsheets with colleagues and external partners.

Creating a shared Excel file in SharePoint is easy and straightforward, and it requires just a few simple steps. In this article, we’ll explain exactly how to do it.

Step 1: Upload the Excel File to SharePoint

The first step to creating a shared Excel file in SharePoint is to upload the file to the SharePoint site. To do this, you’ll need to log into your SharePoint account and navigate to the document library where you want to store the file. Once you’re in the document library, click the “Upload” button and select the Excel file from your computer.

Once the file is uploaded, you can give it a name and add any additional information you want to store about the file. When you’re finished, click “Save” and the file will be uploaded to the SharePoint site.

Step 2: Set Security and Permissions

Once the file is uploaded to SharePoint, the next step is to set the security and permissions for the file. This will determine who can access the file and what they can do with it. To set the security and permissions, click the “Settings” button in the document library and select “Permissions.”

From here, you can set the permissions for the file. For example, you can make the file “public” so that anyone with the link can access it, or you can make it private and restrict access to specific people. You can also set specific permission levels, such as “Read” or “Edit,” for different users or groups.

Step 3: Share the Excel File

Once the security and permissions are set, the next step is to share the Excel file. To do this, click the “Share” button in the document library and enter the email addresses of the people you want to share the file with. You can also add a message to explain why you’re sharing the file.

When you’re finished, click “Send” and the file will be shared with the people you specified. They will receive an email with a link to the file, and they will be able to access it using their SharePoint account.

Step 4: Set File Notifications

Once the Excel file is shared, the next step is to set file notifications. This will allow you to be notified whenever someone makes changes to the file. To set file notifications, click the “Settings” button in the document library and select “Alerts.”

From here, you can choose which types of notifications you want to receive. For example, you can be notified whenever the file is modified, when someone comments on the file, or when someone creates a new version. Once the notifications are set, you will be alerted whenever someone makes changes to the file.

Step 5: Collaborate on the Excel File

The last step is to collaborate on the Excel file. SharePoint makes it easy to collaborate on files in real-time, and you can do this with the Excel file you just created. To start collaborating, click the “Collaborate” button in the document library and select “Edit in browser.”

This will open the Excel file in the browser, and you and your collaborators will be able to make changes to the file in real-time. You can also chat with each other in the chat window, and all changes will be saved automatically.

Step 6: Download the Excel File

When you’re finished collaborating on the Excel file, you can download it to your computer. To do this, click the “Download” button in the document library and select “Download as Excel.” This will download the file to your computer, and you can then use it as you wish.

Step 7: Manage Version Control

SharePoint also makes it easy to manage version control for the Excel file. To do this, click the “Settings” button in the document library and select “Version history.” This will open a list of all the versions of the file, and you can view the changes that have been made to the file over time.

You can also restore a previous version of the file if you need to. To do this, select the version you want to restore, click “Restore,” and the version will be restored to its previous state.

Step 8: Delete the Excel File

When you’re finished working with the Excel file, you can delete it from SharePoint. To do this, click the “Settings” button in the document library and select “Delete.” This will permanently delete the file from the SharePoint site, and it will no longer be available to view or download.

Step 9: Manage Storage Space

When you’re finished managing the Excel file, you can manage your storage space to make sure you have enough space for all your files. To do this, click the “Storage” button in the document library and select “Manage Storage.”

From here, you can view the amount of storage space you have used and the amount of storage space you have left. You can also delete files that you no longer need to free up storage space.

Step 10: Monitor File Activity

Finally, you can monitor file activity to make sure your files are being accessed and used appropriately. To do this, click the “Activity” button in the document library and select “Monitor.” This will show you who has accessed the file and when, as well as any changes that have been made to the file.

You can also set alerts to be notified whenever someone accesses the file or makes changes to it. This will help you keep track of who is accessing the file and what they are doing with it.

Related Faq

How to Create a Share Excel File in SharePoint?

Answer:
Creating a shared Excel file in SharePoint is a great way to collaborate with others on a project or store important data. The first step is to create a SharePoint site. You can do this by signing in to the Office 365 portal and creating a new SharePoint site. Once the site has been created, you can add the Excel file to your site by uploading it to the documents library. You can then share this file with the other users by giving them edit permissions. This will allow them to view, edit, and comment on the shared file. Once the file has been shared, any changes that anyone makes will be reflected in the file.

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In conclusion, creating a shared Excel file in SharePoint is a simple and straightforward process. With the help of this guide, you can easily create a shared Excel file to share and collaborate with your colleagues. This allows you to keep track of all important information in one place, making collaboration more efficient and productive. With a few clicks and a few minutes of your time, you can quickly create a shared Excel file in SharePoint.