Microsoft Office

Part IV
Using Advanced Excel Features
In addition, you can’t perform any of the following actions while sharing the workbook (the relevant commands
are grayed out in the Ribbon):
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Delete worksheets or chart sheets.
Insert or delete a blocks of cells. However, you can insert or delete entire rows and columns.
Merge cells.
Define or apply conditional formats.
Change or delete array formulas.
Set up or change data-validation restrictions and messages.
Insert or change charts, pictures, drawings, objects, or hyperlinks.
Assign or modify a password to protect individual worksheets or the entire workbook.
Create or modify pivot tables, scenarios, outlines, or data tables.
Insert automatic subtotals.
Write, change, view, record, or assign macros. However, you can record a macro while a shared
workbook is active as long as you store the macro in another unshared workbook (such as your
Personal Macro Workbook).
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CAUTION
You may want to choose Review ➪ Protect Sheet to further control what users can do while
working in a shared workbook.
If you save an Excel 2007 shared workbook to an earlier version file format (such as *.xls),
sharing is turned off, and the revision history (if any) is lost.
Designating a workbook as a shared workbook
To designate a workbook as a shared workbook, choose Review Changes ➪ Share Workbook. Excel displays
the Share Workbook dialog box, shown in Figure 30.3. This dialog box has two tabs: Editing and
Advanced. In the Editing tab, select the check box to allow changes by multiple users and then click OK.
Excel then prompts you to save the workbook.
FIGURE 30.3
Use the Share Workbook dialog box to control the sharing of your workbooks.
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