Mail boasts a wide range of functions. Here you can add mail not only from MyOffice, but also others - from Outlook and Exchange to Gmail and Yandex. Mail." If you know the incoming and outgoing mail server of your corporate account, add that too.
The mail interface is very nice. The service is built, again, on the principle of “nothing extra”: just your inbox with the appropriate sections and the ability to write a letter to anyone. All letters are conveniently sorted, which allows you to immediately see messages from the same sender.
The window for typing a new letter has everything you might need: text editing tools, the ability to attach a file, create a list, and much more.
With the “Documents” section everything is even more interesting. For now, you can only create test documents and spreadsheets in the cloud, but presentations will be added soon.
What I especially like about the MyOffice product is its clear interface. It’s the same with documents and spreadsheets - even if you’ve never worked in cloud editors, you’ll get the hang of it in five minutes. The control tools are conveniently located, there are no hundreds of buttons that do not understand what they do (newcomers to Word will understand).
Now up to three users can edit text at the same time. You will see in real time who is editing what. The developer plans to increase the number of co-editing co-authors to 50, and as many as a million will be able to view the document.
To summarize the web version, we can say that the guys, of course, still have a lot of work to do, and they shouldn’t demand all the functions at once - after all, the project is still being finalized. But the fact that Russian developers have created a truly cool and high-quality product with enormous potential cannot but rejoice. The most important thing is that “MyOffice” will be understandable not only to businessmen and young people, but also to the older generation. The universal interface plays an incredible role here.
As for the iOS version, only the Mail application is currently available for iPhone, where you can also add an account of any email. The program is equipped with convenient controls and an attractive design without sacrificing functionality. By the way, other MyOffice applications will appear on mobile devices in the fall.
It is very pleasant to work with such mail. There are no functions like viewing emails with attachments only yet, but this is a consequence of the fact that developers do not overload applications, leaving only basic functions. At the same time, they listen to users' opinions and add new features.
Main sections are available for each mailbox - such as “Inbox”, “Outbox”, “Drafts” and so on, which allows you to conveniently navigate a large mail flow. Select several senders (copy them if necessary), attach a file - and you're done! Everything is very simple and convenient.
And here’s what, for example, the Documents application looks like on an iPad. All files are stored only in the cloud and are synchronized between devices when connected to the Internet (however, this will surprise few people now). Editing is very convenient - started on a computer and finished on a tablet! Moreover, on a tablet with any platform: cross-platform is an important feature of MyOffice.
In the left menu, you can view documents that have been shared with you, view marked files, or view the Recycle Bin. All the necessary editing tools are available for both text documents and tables - setting the font, text, style, and so on. You can even forget about the desktop version and safely perform most operations on the tablet.
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The interface of Android applications is very similar to the interface of the program for iOS, and in terms of the set of functions they are almost identical. The applications are very high quality, and this cross-platform is very convenient when editing documents on different devices by several users at once.
The advantages of MyOffice include a user-friendly interface, attractive program design and cross-platform functionality - this applies to both the web version and mobile applications. The disadvantages could be the number of available functions at the moment, but the list of possibilities will expand significantly by the end of the year, so this can hardly be called a disadvantage.
Let's summarize. This is really cool: a Russian product, and also so convenient, with a nice interface. True, not all functionality is available yet, but the developers plan to quickly increase it by the time the service is launched for private users at the end of this year. This version is preliminary - we will definitely test MyOffice again after the autumn release and tell you about our impressions.
Sharing in Microsoft Excel allows multiple users to work with one file at once. Ten to twenty people on different computers simultaneously enter some data into one document. Where certain information is located, certain formulas work.
The “main user” has the ability to monitor the actions of the working group, add/remove members, and edit conflicting changes. How to set up collaboration in Excel.
Features of working with a shared file
Not all tasks can be performed in a shared Excel workbook.
- Create Excel tables.
- Create, edit or view scripts.
- Delete sheets.
- Merge or split cells.
- Work with XML data (import, add, update, delete, etc.).
Exit: disable sharing - perform a prohibited task - enable access again.
Sharing also limits a number of tasks for participants:
| Unacceptable | Really |
| Insert or delete a group of cells | Add a row or column |
| Add or change conditional formats | Work with existing formats |
| Enable or change the Data Validation tool | Work with existing scan settings |
| Create or edit charts, summary reports | Work with existing charts and pivot tables |
| Insert or edit pictures and graphics | View existing pictures and graphics |
| Insert or change hyperlinks | Follow the available hyperlinks |
| Assign, edit or delete passwords | Existing passwords work |
| Put or remove protection for sheets and books | Existing protection works |
| Group, structure data; insert sublevels | Work with existing groups, structures and sublevels |
| Record, edit, or view macros | Run existing macros that are not associated with unavailable tasks |
| Change or delete array formulas | Use existing formulas |
| Add new information to the data form | Search for information in data form |
How to share an Excel file?
First, we decide which book we will “open” for editing by several participants at once. We create a new file and fill it with information. Or open an existing one.
- Go to the “Review” tab. Book Access dialog box.
- File access control - editing. Check the box next to “Allow multiple users to edit the file at the same time.”
- Head over to the More Info tool to configure your multi-user editing options.
- Click OK. If we open public access to a new book, we choose its title. If sharing is intended for an existing file, click OK.
- Open the Microsoft Office menu. Select the “Save As” command. We select the save file format that will work on all user computers.
- As a saving location, select a network resource/network folder that will be opened by the intended participants. Click “Save”.
Attention! You cannot use a web server to save the shared file.
- Data tab. "Connections".
- Change links/change links. If this button is missing, there are no associated files in the sheet.
- Go to the “Status” tab to check the existing connections. The OK button indicates that the connections are working.
Open a shared workbook
- Open the Microsoft Office menu.
- Click “Open”.
- Select a shared book.
- When the book is open, click on the Microsoft Office button. Go to the “Excel Options” tab (at the bottom of the menu).
- “General” - “Personal settings” - “User name”. Enter identification information (name, nickname).
All. You can edit information or enter new information. After work - save.
It happens that when you open an Excel workbook with shared access to a file, the message “File locked” appears. Can't save. When you open it again, it turns out that sharing is disabled. Possible causes of the problem:
- Several users edit the same part of a document. For example, they enter different data into one cell. A blockage occurs.
- While using a shared file, a log of changes is kept (who entered, when, what they did). The book is growing. It starts to glitch.
- They removed one of the users, but so far they have not told him about it. Then the blocking can only appear on his computer.
What you can do if file sharing is blocked:
- Clear or delete the change log.
- Clear file contents.
- Cancel and then reactivate sharing.
- Open xls workbook in OpenOffice. And save it again in xls.
It has been noticed that the “File Locked” entry appears less frequently in the newest versions of Excel.
How to delete a user
- On the “Review” tab, open the “Book Access” menu.
- In the “Edit” section we see a list of users.
- Select a name and click “Delete”.
Verify that users are finished with the file before deleting.
How to turn off sharing mode in Excel
- “Review” tab - “Corrections” - “Select corrections”.
- Set the “Corrections” parameters. In terms of time – “everything”. The checkboxes opposite “User” and “In range” are unchecked. On the contrary, “make changes on a separate sheet” is worth it. Click OK.
- The Change Log will open. It can be saved either.
To disable sharing of an Excel file, on the Review tab, click Workbook Access and uncheck the box next to Allow multiple users to edit the file.
There should be one user left on the list - you.
I have long wanted to write about a useful and often little-known function - Excel sharing. This feature allows multiple users to work on a file simultaneously. At the same time, the history of operations with all cells from users is stored; if data is entered in parallel, changes are shown when saved. In general, I’m sure you will find this function useful, the only thing you need is a shared network folder.
I’m sure many have encountered the message “The file is locked by another user” if another user is already working on a working document (located in a network folder). If you need to enter data into the same file at the same time, it is better to set up file sharing. My experience shows that people can work on the same file in parallel for months. The amount of data entered can be quite large, so make a distinction between who enters what, where and what. If everything is done correctly, the shared file works stably.
How to create an Excel share?
Sharing existed back in the legendary Excel 2003. In modern versions, collaboration has become more reliable, and enabling sharing is still just as easy. First, place the file on a network folder that the desired users have access to. Then go to the Review tab on the toolbar - Changes section.
The File Access Control window opens. Check the box “Allow multiple users to edit the file...”. In the same window you can see who is currently working in the file (currently User). Click OK. That's it, general access is given and now several people can work on the file at once. Comfortable.
Sharing history or “I didn’t add anything to this cell”
Anyone who has worked with a database at least once has caught themselves thinking, “I think I’ve already made these changes, but they’re not here.” After such doubts, work begins with the IT service, why the information disappeared from the database. To avoid bloody disputes, large accounting programs have the so-called. “Change history” or “Registration log”, where actions performed by users are visible. Excel sharing is no exception - you can either show the history of changes made both inside the file and display them in a separate table.
To get the changes, click on the Corrections button - Select corrections
In the window that appears, configure what and how to output
If you leave all the checkboxes as shown in the picture above, then the changes created since the last save will be highlighted directly in the table something like this:
If you check these boxes:
The program will display the changes on a separate sheet. Quite convenient if you need to forward this information.
Also select the desired user or range in which you want to search for changes
My advice. Do not select both checkboxes at once. Select corrections on the screen and make changes on a separate sheet. Anyway, the changes will be shown on a separate sheet. And if there is a lot of data, it can cause the program to freeze.
It is possible to configure and even disable this function - see below.
To delete your change history, turn sharing off and on again.
What else do you need to know about file sharing? File access control
In the File Access Control window, there is a Details tab, where you can find a lot of interesting things.
The first point, Registration of Changes, regulates the storage of changes, which we discussed in the previous section. You can disable storing changes in the journal or configure the number of days to save changes.
Next Update changes. As you noticed, if you save the file, it will show what changes the co-editors of the file made. It is possible to increase the frequency. Even make updates almost online, every 5 minutes (minimum).
A frequently asked question is “What changes will be made, mine or a neighbor’s in the file?” In the settings there is an item for conflicting changes - you are asked whose changes to keep. If you select “Request...”, then before saving there will be a question “Whose changes to keep”; for the second item, those changes that were made earlier will remain.
Well, the last but not least important point is Include in a personal presentation. Personal view - settings that the user creates for himself in a common file. If you are the owner of the process and do not want anyone to change the printing parameters (you have configured them in advance) or add additional filters, uncheck these boxes.
What should you not do if the file is shared?
Yes, there are still restrictions when working with shared access. First of all, the lack of conditional formatting and the fact that you cannot insert a chart or pivot table are inconvenient.
Excel sharing is designed primarily for recording data, so we must be sensitive to the limitations of the feature.
You can't do the same:
- Managing and changing macros
- Add pictures and other objects
- Group or hide columns or rows
- Merging cells (you won’t have to unmerge them later :))
- Use the Data Validation tool, for example, create a drop-down list.
- Protect the sheet
- Cannot work with array formulas
There are many more buttons located in one shared section; they are described in more detail in the article: How to protect Excel from editing?
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In one of the articles, we studied techniques for converting Excel sheets to HTML. Today everyone seems to be moving to the cloud, so why are we any worse? New technologies for sharing Excel data over the Internet are an easy way to take advantage of many features and benefits that you can take advantage of.
With Excel Online, you no longer need cumbersome HTML code to put your spreadsheets online. Simply save your workbook online and access it from literally anywhere, share it with others, and work together on the same spreadsheet. Using Excel Online, you can embed an Excel sheet into a website or blog and let visitors interact with it to get exactly the information they want to find.
- Sending Excel 2013 (local) workbooks to the Internet
- Create online sheets in Excel Online
- Sharing Excel Online sheets
- How to lock editing of selected cells in shared Excel sheets
- Embed Excel Web App into a website or blog
- Excel Web App Mashups
How to send Excel 2013 sheets to the Internet
All Excel Online sheets are stored in the OneDrive web service (formerly SkyDrive). As you probably know, this online storage has been around for a while now and is now integrated into Microsoft Excel as a one-click interface command. In addition, guests, i.e. Other users with whom you share your spreadsheets no longer need their own Microsoft account to view and edit the Excel files you share with them.
If you don't yet have a OneDrive account, you can create one right now. This service is simple, free and definitely worth your attention, since most applications in the Microsoft Office 2013 suite (not just Excel) support OneDrive. After registration, follow these steps:
1. Log in to your Microsoft account
Make sure you are signed in to a Microsoft account from Excel 2013. Open an Excel workbook and look in the top right corner. If you see your name and photo there, then proceed to the next step, otherwise click Sign in(Entrance).
Excel will display a window asking you to confirm that you really want to allow Office to connect to the Internet. Click Yes(Yes) and then enter your Windows Live account information.
2. Save the Excel sheet to the cloud
For your own peace of mind, make sure that the correct workbook is open, that is, the one that you want to share on the Internet. I want to share the book Holiday Gift List so that my family and friends can watch it and contribute
With the desired workbook open, go to the tab File(File) and click Share(Sharing) on the left side of the window. By default the option will be selected Invite People(Invite other people), then you need to click Save To Cloud(Save to Cloud) on the right side of the window.
After that, select a location to save the Excel file. First on the list on the left is OneDrive, and it is selected by default. All you have to do is specify the folder to save the file on the right side of the window.
Comment: If you don't see the OneDrive menu item, it means you don't have a OneDrive account or you're not signed in to your account.
I have already created a special folder Gift Planner, and it is shown in the list of recent folders. You can select any other folder by clicking the button Browse(Browse) below area Recent Folders(Recent folders), or create a new folder by right-clicking and selecting from the context menu New(Create) > Folder(Folder). When the desired folder is selected, click Save(Save).
3. Share an Excel sheet saved on the Internet
Your Excel workbook is already online and you can view it in your OneDrive. If you need to share Excel sheets saved on the Internet, then you only have one step left to do - choose one of the sharing methods offered by Excel 2013:
- Invite People(Invite other people). This option is selected by default. Simply provide the email address of the contact(s) you want to share the Excel sheet with. When you start typing it, Excel AutoFill will compare what you typed to the names and addresses in your address book and show you a list of matching options to choose from. If you want to add multiple contacts, enter them separated by semicolons. In addition, you can use the search for contacts in the address book, to do this, click the icon Search Address Book(Search Address Book).You can configure viewing or editing permissions by selecting the appropriate option from the drop-down list on the right. If you specify multiple contacts, the permissions will be set the same for everyone, but later you can change the permissions for each person individually. You can also add a personal message to the invitation. If you don't enter anything, Excel will add a general prompt for you.
Finally, you need to choose whether the user must sign in to their Windows Live account to access your online Excel sheet. I don't see any particular reason to force them to do this, but it's up to you.
When everything is ready, press the button Share(General access). Each invitee will receive an email containing a link to the file you have shared. To open your Excel sheet online, the user just needs to click on the link
After pressing the button Share(Sharing), Excel will show a list of contacts to whom you have shared the file. If you want to remove a contact from the list or change permissions, right-click on the name of this contact and select the appropriate option in the context menu.
- Get a Sharing Link(Get the link). If you want to provide access to an online Excel sheet to a large number of people, then a faster way is to send them a link to the file, for example, through an Outlook mailing list. Select an option Get a Sharing Link(Get link) on the left side of the window, two links will appear on the right side of the window: View Link(Link to View) and Edit Link(Link to Edit). You can send one or both of them.
- Post to Social Networks(Publish on Social Networks). The name of this option speaks for itself and hardly requires additional explanation, except perhaps one remark. If you choose this method, you will not find a list of available social networks on the right side of the window. Click the link Click here to connect social networks(Add Social Networks) to add your accounts on Facebook, Twitter, Google, LinkedIn, etc.
- Email(Send by email). If you want to send the Excel workbook as an attachment (as a regular Excel, PDF or XPS file) or via Internet fax, select this method on the left side of the window and the appropriate option on the right side.
Advice: If you want to limit the area of an Excel workbook that can be viewed by other users, open the tab File(File) section Info(Details) and press Browser View Options(Browser viewing options). Here you can configure which sheets and which named elements can be displayed online.
That's all! Your Excel 2013 workbook is now online and accessible to selected users. And even if you don't like to collaborate with someone, this method will allow you to access Excel files from anywhere, no matter whether you are in the office, working at home or traveling somewhere.
Working with workbooks in Excel Online
If you are a confident inhabitant of the Cloud Universe, then you can easily master Excel Online during your lunch break.
How to create a workbook in Excel Online
To create a new book, click the small arrow next to the button Create(Create) and select from the drop-down list Excel workbook(Excel workbook).
To rename your online book, click the default name and enter a new one.
To load an existing workbook into Excel Online, click Upload(Upload) on the OneDrive toolbar and select the desired file saved on your computer.
How to Edit Workbooks in Excel Online
Once you have opened a workbook in Excel Online, you can work with it using Excel Web App (the same way as with Excel installed on a personal computer), i.e. enter data, sort and filter, calculate using formulas, and visualize data using charts.
There is only one major difference between the web version and the local version of Excel. Excel Online doesn't have a button Save(Save) because it saves the book automatically. If you change your mind, click Ctrl+Z to cancel the action, and Ctrl+Y to redo the undone action. For the same purpose you can use buttons Undo(Cancel) / Redo(Return) tab Home(Home) in the section Undo(Cancel).
If you try to edit some data, but nothing happens, then most likely the workbook is open in read-only mode. To enable editing mode, click Edit Workbook(Edit book) > Edit in Excel Web App(Edit in Excel Online) and make quick changes right in your web browser. To access more advanced data analysis capabilities, such as pivot tables, sparklines, or to link to an external data source, click Edit in Excel(Open in Excel) to switch to Microsoft Excel on your computer.
When you save a sheet in Excel, it will be saved where you originally created it, that is, in the OneDrive cloud storage.
Advice: If you want to make quick changes in several books, then the best way is to open the list of files in your OneDrive, find the desired book, right-click on it and select the required action from the context menu.
How to share a sheet with other users in Excel Online
... and then choose one of the options:
- Invite People(Send access link) – and enter the email address of the people you want to share the book with.
- Get a link(Get link) – and attach this link to an email, post it on your website or on social networks.
You can also set access rights for contacts: the right to only view or give permission to edit the document.
When multiple people are editing a worksheet at the same time, Excel Online immediately shows their presence and the updates they've made, as long as everyone is editing the document in Excel Online and not in local Excel on their computer. If you click the small arrow next to a person's name in the upper right corner of the Excel sheet, you can see which cell that person is currently editing.
How to block editing of certain cells in a shared worksheet
If you share online sheets with your team, you may want to give them permission to edit only certain cells, rows, or columns of the Excel document. To do this, in Excel on your local computer, you need to select the range(s) that you allow to be edited, and then protect the worksheet.
- Select the range of cells that your users can edit, open the tab Review(Review) and in the section Changes(Changes) click Allow Users to Edit Ranges(Allow changing ranges).
- In the dialog box Allow Users to Edit Ranges(Allow changing ranges) click the button New(New), make sure the range is correct and click Protect Sheet(Protect sheet). If you want to allow your users to edit multiple ranges, then click the button again New(Create).
- Enter your password twice and upload the secure sheet to OneDrive.
For more information about this, please read the article Locking and unlocking specific areas of a protected sheet.
How to Embed an Excel Sheet into a Website or Blog
- Open the workbook in Excel Online, click Share(Shared) > Embed(Embed), then click the button Generate(Create).
- In the next step, you determine exactly how the sheet should look on the Internet. The following options are available to you:
- What to show(What needs to be shown). In this section, you can specify whether you need to embed the entire workbook or just part of it, for example, a range of cells, a pivot table, and so on.
- Appearance(Appearance). Here you can customize the appearance of the book (show or hide grid lines, column and row headings, include a download link).
- Interaction(Interaction). Allow or not allow users to interact with your table - sort, filter and enter data into cells. If you allow data entry, changes made by others to cells online will not be saved in the original workbook. If you want a specific cell to be open when opening a web page, check the box Always start with this cell selected(Always start from this cell) and click the desired cell in the area Preview(Preview), which is located on the right side of the dialog box.
- Dimensions(Dimensions). Enter the width and height of the table window in pixels here. To see the actual window dimensions, click View actual size(Actual view size) above the window Preview(Preview). Remember that you can set the size to be no less than 200 x 100 pixels and no more than 640 x 655 pixels. If you need to get a different size that goes beyond these restrictions, then later you can change the code in any HTML editor, directly on your website or blog.
- All you have to do is click Copy(Copy) below section Embed code(Embed Code) and paste the HTML (or JavaScript) code into your blog or website.
Comment: The embed code is an iframe, so make sure your site supports this tag and your blog allows it to be used in posts.
Implemented Excel Web App
What you see below is an interactive Excel sheet that demonstrates the described technique in action. This table calculates how many days are left until your next birthday, anniversary or other event and colors the intervals in various shades of green, yellow and red. In Excel Web App, you simply enter your events in the first column, then try changing the corresponding dates and look at the results.
If you are curious about the formula used here, please see the article How to set up conditional date formatting in Excel.
Translator's note: In some browsers, this iframe may not display correctly or may not be displayed at all.
Mashups in Excel Web App
If you want to create greater interaction between your Excel web sheets and other web apps or services, you can use the JavaScript API available on OneDrive to create interactive mashups of your data.
Below you can see a Destination Explorer mashup created by the Excel Web App team as an example of what developers can create for your site or blog. This mashup uses the Excel Services JavaScript API and Bing Maps to help site visitors choose their travel route. You can select a location on the map, and the mashup will show you the weather in that location or the number of tourists visiting those locations. The screenshot below shows our location
As you can see, working in Excel Online is extremely simple. Now that we've covered the basics, you can continue to explore its features and work with your worksheets with ease and confidence!
The lesson was prepared for you by the team of the site office-guru.ru
You may have heard the phrase "working in the cloud" and are wondering what that means and how it will affect your Excel experience. That's all you need to provide convenient access to your data through a browser, wherever you are, anywhere in the world. Other users do not need Excel installed to view, edit, or collaborate on this data.
With Excel for the web, a browser-based Excel extension, you can do all these things. You can even use it to create a new workbook on a computer that doesn't have Excel installed.
You can view and edit books in the browser in one of two ways:
Upload or create new books on OneDrive, a free online file storage and sharing service.
Save your workbooks to a SharePoint site where Office for the web is installed.
This article discusses the first method. For more information about the SharePoint method, see Publish a workbook to a SharePoint site.
What is Excel on the web?
Excel for the web is a web application that you can use to view and edit Excel workbooks in your browser. Workbooks and sheets look the same in Excel for the web as they do in Excel, and Excel for the web has the familiar Excel look and feel. Many Excel features are available in Excel for the web, but not all features are supported or work in exactly the same way. To make changes no longer available in the browser, Excel for the web offers a way to open a workbook in Excel and then save it to the server.
Excel for the web allows you to:
Enhance Excel for the web Use Excel functionality and functions you are familiar with in a web-based environment.
Work anywhere in the world To access books you need a browser.
Collaboration Your colleagues can work with you on projects no matter what version of Excel they have.
Use OneDrive to access Excel on the web
To use Excel for the web on OneDrive, you'll need a Microsoft account. Sign in to your account, and then go to OneDrive to access Excel for the web. To work with existing Excel workbooks in Excel for the web, you can upload workbooks to OneDrive.
Create a OneDrive ID
Go to http://OneDrive. live.com.
Click the button register.
Add an existing workbook
To add one or more workbooks for use in Excel for the web, follow these steps:
Sign in to OneDrive.
In chapter files select the folder where you want to add books.
Folders that display a lock icon are personal folders; folders can also be public folders or public folders (Internet).
Advice By pressing the button create and then folder, you can create a new folder where you can send books.
Click the button Send to add the workbooks you want to open in Excel for the web.
Start a new workbook in Excel for the web
Instead of uploading a book from your computer, you can add a new, empty book to your OneDrive folder right in your browser.
Sign in to OneDrive.
Click the folder where you want to add the new workbook.
Click the button create, and then select Excel workbook.
Advice There is no need to save changes. Excel for the web automatically saves your workbook as you work on it. If you make changes that you do not want to save, use the command " cancel" (or press CTRL + Z).
View worksheet data in Excel for the web
When you open a workbook in View mode in Excel for the web, you can view and work with the data in the worksheet to make it easier to understand. For example, you can sort and filter data in columns or expand a PivotTable to see additional information and trends in the data. To make changes to the data, you must open the workbook in edit mode.
Sign in to OneDrive.
Click the folder containing the book you want to view.
Select the book you want to analyze.
Edit data in a worksheet in Excel for the web
When you work in an Excel for the web workbook, you can edit data, enter or edit formulas, and apply basic formatting to draw attention to your data.
Sign in to OneDrive.
Click the folder containing the workbook you want to change.
Click the book you want to change.
Excel for the web opens in edit mode.
To make additional changes to a worksheet beyond what Excel for the web can do, follow these steps:
Select a team Open in Excel.
In Excel, make the necessary changes.
The book will be automatically saved to your OneDrive folder.
Use Excel for the web to collaborate on worksheet data with other people
To collaborate with others on the same workbook at the same time, you can share the workbook. This feature is useful if you have a worksheet that requires data entry, such as a team project or sign-in sheet. There is no longer any need to send a book by email or wait for another user to return it to the server.
Sign in to OneDrive.
Click the folder containing the workbook you want to share.
Note. Other users will be able to access all the data in this folder because you can't grant permissions just for individual workbooks. To make individual books private, use one or more folders for personal books, and then create a separate folder for the books you want to share.
Select a team General access.
Invite the people you want to share the file with.
Select a team General access.
Go back to the folder, click the book.
Once a user sends you a link and starts working on the sheet in edit mode, you can view the changes they made.
Note. If changes are made to the same cell by different people (including you), the cell will show Last Modified.
Note: This page has been automatically translated and may contain inaccuracies and grammatical errors. It is important to us that this article is useful to you. Was the information useful? For convenience also (in English).
We decided to send a collective review of the conference to the organizers of TechEd Russia 2012. Today I'll talk about how we collaborated on it using OneDrive.
The initial discussion, of course, took place via email. Once everyone had their say, I compiled all the feedback into a Word document and uploaded it to OneDrive. Now it was necessary to provide colleagues with the opportunity to view the document and make changes to it.
Note. The article was written before SkyDrive was renamed to OneDrive, hence the old name in the screenshots.
Today on the program
Share OneDrive files and folders
In OneDrive, file permissions are controlled at the folder and file level. When you make a folder public or grant permission to specific people, these settings will also apply to all subfolders and files unless you set other permissions for them.
I uploaded the file to my personal folder and proceeded to grant rights to it to my colleagues.
In general, in the “Sharing” column you can see when the rights to a file or folder have been changed. Basically, there are three options for granting access in Microsoft cloud storage, and I'll start with the simplest ones.
Create a link to a file
From the picture below it is clear that anyone with the link will be able to view or edit the document. Less obvious is that in order to make a folder or file public, you need to create an appropriate link (called “Share”).
Of course, public access, as well as access via a link with editing rights, can be terminated at any time. Moreover, when you re-create the link for editing, the URL will have a different key.
Sending an email message
This option is more interesting because it has the option to require authorization with a Microsoft account. Moreover, this is the only option that allows you to provide access to the file only to certain people.
Your recipients will receive the email from the account you are signed into OneDrive with (i.e. you cannot send an email from a random address). In this case, a link is also created, but the requirement to log in to the service limits access to the file or folder to the recipients of the letter. Of course, recipients of the letter can download and transfer the file to anyone in any other way.
Interestingly, in the case where several accounts are linked, permission is granted only to the account from which access was made for the first time. By the way, when someone has shared a file with you, you can access it from the General section in the left pane of OneDrive.
Access rights management
Artem participated in our correspondence, suggesting good topics for reviews. However, he is not an MVP, so he did not need the rights to edit the file. After sending the letter, I corrected the access rights, which are managed in the right panel.
The picture shows that Artem can only view the document, while everyone else can edit it in the local Word application or directly in OneDrive using Word Web App. Here you can deny access to any person or all holders of the link to view or edit the file.
Collaborate on Office documents
Important! Open files from office programs directly from OneDrive (Ctrl + O → OneDrive), rather than from a synced folder on your local drive. Otherwise, when several people work simultaneously, a conflict will arise, which will result in copies of updated files with the PC name in the title.
You can open and work on Word, Excel, PowerPoint, and OneNote files in both local and web-based Microsoft Office applications right in your browser. In both cases, collaboration on a document by several people is supported. The maximum number of simultaneous editors is not specified anywhere, but eight people worked successfully (thanks to Oksana for checking).
It works very conveniently in OneDrive! I opened our review in Word 2013 and began editing the first paragraph.
The paragraph was immediately locked to prevent someone else from accidentally making overlapping changes to my fragment. Oksana, who made her edits at the same time as me, saw this in the web application (she prefers the English interface).
Here I want to draw your attention to several points.
- It clearly indicates which paragraph I'm editing (my name appears on hover).
- This paragraph is truly protected from other people's edits. Now the cursor is positioned in it, and in the figure you can see that all formatting options are locked in the ribbon.
- You can see a list of all the people currently editing.
- It is known that someone has already changed the document, i.e. after the update you can see their edits (there is no real-time synchronization, unfortunately).
In OneDrive, you can see who last edited a document.
But what’s more interesting is that OneDrive automatically tracks document versions. You can access the version history from the context menu or from the top "Manage" menu (in the picture above it is hidden behind three dots due to the small size of the window).
Here you can restore or download any of the previous versions. According to the information I have, up to 25 versions of a document are saved on OneDrive. However, versions are only created when files are edited. If you upload a new file with the same name, overwriting the old one, the version history will not be saved.
Poll and discussion
As you can see, managing rights in OneDrive is very simple, although some points are not entirely obvious. You can create and edit Word documents, Excel workbooks, PowerPoint presentations, and OneNote notes without leaving your browser. Of course, the web versions of Office applications do not have all the functions of their Office counterparts, but for many users they are more than enough.
You can work on Office files individually and collaboratively using at least 7 GB of personal storage space. Oh yes, it's all completely free ;)
Do you store files and documents in the cloud? Share some of your favorite cloud storage features in the comments!
“Evil Corporation” (joke) has been mastering the niche of collaboration with documents for the second decade. It all started with early versions of SharePoint, at the mention of which more experienced cats immediately begin to cry - MS SP was too specific in terms of both settings and capabilities in those distant years. Okay, let's not traumatize each other anymore with memories of that clumsy monster...
But Microsoft is persistent - work to improve the situation has been going on all this time, and on several fronts at once. As a result, we can now talk about the established infrastructure for document collaboration that Microsoft offers. It distinguishes two classes of software:
- Tools for collective access to documents, including cataloging, version control, distribution of rights and similar server features. These tools, in turn, are divided into cloud-based (OneDrive, SharePoint Online) and on-premise, that is, deployed in the customer’s own infrastructure - the SharePoint 2016 server.
- Document editing tools. These include: the desktop Microsoft Office family (also heavily redesigned recently), newly created mobile versions of Office, initially focused on collaboration with documents, and, the icing on the cake, our own implementation of the online document editing server Office Online apps (somewhat previously known under the name Office Web Apps).
As a result, we came up with the idea to tell both about these possibilities and how to install and configure all this equipment. Let's try to get to the comparison with alternative services. Since it is clear that such a longread will take a long time to write, and not everyone will be able to read it, we decided to divide it into several articles. This one is the first. And in it further we will go through the features and peculiarities that each of the Microsoft products has that provides joint editing of documents: Office Online, MS Office on desktops and the same on mobile devices. I warn you right away - there will be a lot of attention to detail and chewing on small features; the impatient reader can immediately read the “conclusions” at the end of the note, for the rest - let's go.
Office Online
Office Online Server is a rather interesting application that not everyone is well aware of. Firstly, it is an opportunity to reduce the number of licenses and installations of MS Office. Secondly, expanding the ability to access and edit a document, roughly speaking - you only need a browser. Third, this is Microsoft's best collaboration experience to date. Let's see what I mean.Word Online
Editing a document in Office Online can be done by several users at the same time, and the changes and the name of the user making the edits are immediately displayed to other co-authors. Users can edit the same section of text at the same time; there is no paragraph blocking.
Excel Online
In Excel Online, changes to a cell will only be visible to other collaborators when the first collaborator moves to the next cell. In this case, the cells are not blocked and several users can make changes at once.
PowerPoint Online
PowerPoint Online allows you to work on one slide at a time, but it's better to work on different elements, otherwise users won't see each other's real-time changes.
Desktop version of Office
The experience of collaborating on documents through Office Online is rewarding when it comes to making text edits without the need for major formatting changes. If you want to insert diagrams, smart art, table of contents, macros, format tables, use formulas, etc. here you will have to use the desktop version of the programs. You can write a separate article about the difference in functionality between the desktop version and the online one. Here we will look at the differences associated with collaboration.MS Word
When editing in the desktop version of the program, a paragraph that another user is working on is blocked.
Changes made will become visible to other co-authors only after they are saved by the author and the document is updated by other users.
Saving-updating is combined in the Save button (Ctrl+S). The presence of updates is indicated by an icon next to the author's name.
MS Excel
In the case of Excel, there is no possibility of simultaneously working on a document. We are offered to either switch to the online version -
Or stand in line -
MS PowerPoint
In contrast, in PowerPoint there is no lock or indication of an element that another user is working on. So, the only way you can tell that someone else is working on the same presentation is through the Share panel.
The presence of updates is signaled by the inconspicuous Updates Available status. The status appears only after the author saves the changes; the changes themselves appear after updating the document using Save (Ctrl+S).
Mobile devices
Microsoft Word App and Microsoft PowerPoint App
When working on Android, the paragraph or element the user is working on is not blocked and simultaneous work on it is possible, but nothing is highlighted for other collaborators. Edits are displayed without additional actions with a slight delay. The fact that someone else is working on the same element can be seen in the “Share” menu.
In the case of the IPhone, when changes are made, an update message is displayed with a prompt to Apply/Cancel.
It would be interesting to test it on Windows Phone with Windows 10. But there were no such people in the company.
Microsoft Excel App
Real time collaboration is not supported in Excel App.
conclusions
In general, the functionality of collaborative document editing from Microsoft can be considered successful, although different components implement it in different ways. The process of co-editing itself is best implemented in Office Online - this is real co-working. To the list of things that you can look at forever, I’ll add flags moving across the screen with the names of colleagues and a document that gradually fills in on itself. But, unfortunately, for full-fledged editing functionality as such, you will still have to turn to desktop versions of programs, which still require a save button, and the collaboration process is not so conveniently implemented (Excel suffers the most so far, where everything is the same remained at the check-in-checkout level).In the next post, we'll walk you through the process of deploying on-premise sharing components in your corporate infrastructure. SharePoint Farm 2016, Office Online Server, publishing - that's all. Don't switch off.
Sincerely, the Servilon.ru team Servilon.com
Tags:
- SharePoint
- Office Online
- collaboration
