Common issues of shared workbook

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  Description: 

  When we share a workbook, multiple users can't work on it at the same time. Excel merges changes from one or more copies back into the one that you shared.

  The process works like this: You share a workbook, and as part of sharing, you save the workbook. Someone else then copies the shared workbook and adds their data to the copy. When they're done, you merge the data from the copy back into the original.

  General question overview

  In some cases we may ask why we can’t use some features? Because they may be not supported in shared workbook.

  I have collect and summarize the items from Excel 2013, Excel 2010, Excel 2007, Excel 2003.

  In   a shared workbook, you cannot	However,   this functionality is available	Applis   to version
  Create   an Excel table	None	Excel   2013, Excel 2010, Excel 2007
  Insert   or delete blocks of cells	You can insert entire rows and columns	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Delete   worksheets	None	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Merge   cells or split merged cells	None	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Sort   or filter by formatting	You   can sort or filter by number, text, or date, apply built-in filters, and   filter by using the Search box	Excel   2013
  Add   or change conditional formats	Existing   conditional formats continue to appear as cell values change, but you can't   change these formats or redefine the conditions.	Excel   2010, Excel 2007, Excel 2003
  Add   or change data validation	You   can use data validation when you type new values	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Create   or change charts or PivotChart reports	You   can view existing charts and reports	Excel   2013
  Insert   or change pictures or other objects	You   can view existing pictures and objects	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Insert   or change hyperlinks	You   can use existing hyperlinks	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Use   drawing tools	You   can view existing drawings and graphics	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Assign,   change, or remove passwords	Assign,   change, or remove passwords	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Protect   or unprotect worksheets or the workbook	You   can use existing protection	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Create,   change, or view scenarios	None	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Use   the Text to Columns command	None	Excel   2013
  Group   or outline data	You   can use existing outlines	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Insert   automatic subtotals	You   can view existing subtotals	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Create   data tables	You   can view existing data tables	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Create   or change PivotTable reports	You   can view existing reports	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Create   or apply slicers	Existing   slicers in a workbook are visible after the workbook is shared, but they   cannot be changed for standalone slicers or be reapplied to PivotTable data   or Cube functions. Any filtering that was applied for the slicer remains   intact, whether the slicer is standalone or is used by PivotTable data or   Cube functions in the shared workbook.	Excel   2013
  Create   or modify sparklines	Existing   sparklines in a workbook are displayed after the workbook is shared, and will   change to reflect updated data. However, you cannot create new sparklines,   change their data source, or modify their properties.	Excel   2013
  Write,   record, change, view, or assign macros	You   can run existing macros that don't access unavailable features. You can also   record shared workbook operations into a macro stored in another nonshared   workbook.	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Add   or change Microsoft Excel 4 dialog sheets	None	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Change   or delete array formulas	Excel   will calculate existing array formulas correctly	Excel   2013, Excel 2010, Excel 2007, Excel 2003
  Work   with XML data, including:   Import, refresh, and export XML data   Add, rename, or delete XML maps   Map cells to XML elements   Use the XML Source task pane, XML toolbar, or XML commands on the Data menu	None	Excel   2013, Excel 2010, Excel 2007
  Use   a data form to add new data	You   can use a data form to find a record	Excel   2013

  Quote from:

  http://office.microsoft.com/en-us/excel-help/use-a-shared-workbook-to-collaborate-HA102748977.aspx

  http://office.microsoft.com/en-us/excel-help/use-a-shared-workbook-to-collaborate-HP010096833.aspx

  http://office.microsoft.com/en-us/excel-help/use-a-shared-workbook-to-collaborate-HP010096833.aspx

  http://office.microsoft.com/en-au/excel-help/troubleshoot-shared-workbooks-HP005203537.aspx

  Cause 1 Title:  If we get the below error message during used a shared workbook

  Filename.xlsx is locked for editing by 'another user'.

  Open "Read-Only" or click "Notify" to open read-only and receive notification. when the document is no longer in use.

  Description:  What makes resolving this particular problem difficult is that there are multiple causes for the problem, and thus multiple solutions

  Solution:

  • Install the latest service pack
  • Install the latest Cumulative Update for Excel
  • Turn off the Preview Pane, Details Pane and pop ups that show information about file and desktop items
  • Add the OpLocks registry keys
  • Install operating system updates
  • Use MSConfig to stop third party programs and services, including antivirus software
  • Delete the orphaned ~filename.xlsx file from the directory.

  Quote from:

  http://blogs.technet.com/b/the_microsoft_excel_support_team_blog/archive/2012/05/14/the-definitive-locked-file-post.aspx

  Related case:

  http://social.technet.microsoft.com/Forums/en-US/d772699f-5882-440d-ad11-cbd52f6d4363/issue-with-shared-file-locked-for-editing-open-notify?forum=exce

  Cause 2 Title:  If we use Excel 2007 shared workbook get the below error message :

  The file is no longer shared.

  Description:  

  This problem can occur if the file is saved to a network location and then configured as a shared workbook.

  Solution:

  To work around this problem, use either of the following methods:

  • To avoid this problem when you create a workbook that must be shared, turn on the shared workbook option before you save the workbook to a network share.
  • If the problem has already occurred, follow these steps:
  1. Open the shared workbook, and then save it to a local drive.
  2. Turn on the shared workbook option.
     3.Save the workbook on the network share.

  Quote:

  http://support.microsoft.com/kb/978382/en-us

  Cause 3 Title:  If we get the below error message during used a shared workbook

  Project is Unviewable

  Description:  If you try to view a Visual Basic for Applications project in the Microsoft Visual Basic Editor, the following error message may appear, even though you did not lock the project for viewing in the properties for the project. This message may also appear if you click VBAProject Properties on the Tools menu in the Microsoft Visual Basic Editor.

  Cause: This behavior occurs if you try to view a project that is in a shared workbook.

  Workaround:

  You cannot view a project in a shared workbook. If you want to view a project in a shared workbook, turn off sharing. To turn off sharing, use the following steps:

  1. Open the shared workbook.
  2. On the Tools menu, click Share Workbook.

  Quote:

  http://support.microsoft.com/kb/211792/en-us

  It also applies to Excel 2010, 2007,2003.

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  • Edited by ForumFAQ Monday, October 13, 2014 9:07 AM

  Monday, October 13, 2014 9:06 AM