Working with several people on a shared excel file
Since 1985, the Excel software supports businesses on a daily basis. This spreadsheet tool, integrated into the Microsoft Office suite, makes it possible to organize and present data effectively. For this reason, if you are looking for the tools to work on a document with several people, it is very likely that you are considering using an Excel workbook. In this article, we present to you some best practices to take advantage of this application so well known.
Sharing documents in business
Why work with several people on a shared Excel file?
An Excel sheet has great potential. Indeed, the Microsoft tool integrates calculation, data analysis, graphical representation and even programming functions. That is the reason why he is omnipresent in some professions Like those of the bookkeeping, of the inventory management Or of the Finances.
Choosing to work with several people on the same Excel document, which is called co-editing, is a good way tofully exploiting the potential of the tool.
In particular, you will be able to benefit from the following advantages:
- Save time: By working simultaneously on the same Microsoft Excel document, you centralize information, avoid unnecessary duplication, and speed up your business processes.
- Improving communication: By sharing information online with peers, collaborators can more quickly exchange information, ideas, and make informed decisions in a collegial manner.
- Follow up on tasks: Registering changes automatically is a good way to know what action was carried out by which collaborator and at what time. If necessary, you can restore an earlier version to avoid operational issues.
- Optimizing project management: Team management is facilitated by centralizing data online and it is easier to monitor the progress of various tasks.
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How do I share an Excel document via Wimi Online?
The Excel format is optimally supported by the Wimi collaborative platform. This is an essential point, as it allows you to use the file types you are used to while benefiting from the advantages of Wimi.
For Sharing an Excel document via Wimi Online, proceed as follows:
- Go to your Wimi Online space;
- Click on the three dots to the right of the name of the document you want to share;
- Then click on “Share”;
- Copy the share link or send it by email.
A few seconds are enough to perform this operation. You can also set access rights to the shared document to ensure that only authorized people can view or edit it.
How to set up collaborative work via Excel?
If you want to use Microsoft Excel with your team, it is essential to prepare things in advance to facilitate deployment.
Identify the essential prerequisites
First of all, it is essential to Verify that employees have the required skills allowing the online tool to be used effectively.
This basic knowledge can be divided into three categories:
- Computer skills: Know how to handle a folder or a Microsoft Excel file, search for information on the Web, master operating system menus, know collaborative tools, understand how OneDrive works, etc.
- Mathematical knowledge: Master basic arithmetic operations, know how to put percentages and fractions into practice, use simple formulas such as the sum or the mean, etc.
- Specific knowledge: Know how to navigate via the Excel interface (tab, ribbons, tabs, ribbons, cells, rows and columns), manipulate data, integrate functions.
Check Excel versions on workstations
Then make sure all employees have a compatible version if you use the software locally. If you want to optimize collaboration, the ideal is to use the online version via Microsoft Office. This ensures that you always have access to the latest software. Plus, there are Android and iOS apps that can help team members working together remotely, regardless of their location.
Use the same Excel file format
Finally, all team members should use the same Excel file format. We recommend the Which is the most common .xlsx file format. Be sure to avoid using file formats that are too old, such as .xls, as .xls may not be compatible with the latest versions of Microsoft Excel.
3 rules for working effectively on a common Excel file
Work with several people on the same PowerPoint file or on an Excel file will be very effective only if you put rules in place for your team. They will allow frame the actions and methods to be implemented when using or modifying a Microsoft Excel file.
1. Identify and implement clear rules
To promote effective collaborative work, Start by defining the rules that you think are important. These can vary greatly depending on your business, its processes and its corporate culture. The fact remains that the more the use of the Excel file is framed beforehand, the more you will avoid possible tensions or unnecessary conflicts.
2. Communicate within the team fluidly
Working in a team means communication. To take full advantage of a tool such as the Microsoft Excel file, it is obvious that you need to deploy a fluid approach to business communication. Each team member should let everyone know when they're starting to work on a workbook, but also keep others up to date with the changes made. This prevents mistakes, misunderstandings, and duplicates.
3. Save the document regularly
Data loss can really be harmful when working as a team on a Microsoft Excel file. In order to avoid this type of inconvenience, Get your interlocutors used to making backups on a regular basis. In this way, in case of a problem following a modification, all you have to do is restore an earlier version of the workbook.
Collaborative work via Microsoft Excel allows you to Save time And ofoptimize business processes. However, to set up a relevant collaborative work environment, it is essential to follow some advice and prepare your teams. You will thus be able to take advantage of the potential of this software tool.
