Excel’s old Shared Workbook (Legacy) feature still appears in some desktop installations, but Microsoft recommends modern co-authoring for current collaboration. If multiple people need to edit a workbook, store it in OneDrive or SharePoint and use co-authoring whenever your Excel version and organization support it.
- Save the workbook to OneDrive or SharePoint.
- Select Share in Excel.
- Choose the people or link permissions.
- Send the invitation or link.
- Collaborators open the supported workbook and edit it.
Many older tutorials refer to Review > Share Workbook. That is the legacy shared-workbook feature and is no longer the preferred collaboration method. Microsoft has hidden legacy commands from the ribbon in current Excel versions.
Some organizations maintain older workflows that depend on it. Legacy commands can be added to the Quick Access Toolbar in supported desktop Excel versions, but the feature has important limitations and should not be enabled simply because an old guide says it is required.
Co-Authoring Requirements
Co-authoring depends on a supported Excel version, file format, storage location, account, and organizational configuration. Certain workbook features can interfere with simultaneous editing. If collaboration does not work, verify those requirements before falling back to legacy sharing.
Protect Sensitive Workbooks
Sharing permissions matter more than the button you use. Give access only to intended recipients, review organization-wide links carefully, and avoid putting confidential workbooks in broadly accessible locations.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.