2) Open an existing workbook that you want to make available for multiuser editing. (The 'Review' tab appears.) 4) In the 'Changes' group, click the 'Share Workbook' button. (The 'Advanced' tab appears.) 7) Under 'Track changes', select the appropriate option.
To share a workbook: 1) Open Microsoft Excel workbook.
(The 'Save as' dialog box appears.) 12) From the 'Save in' drop-down list, select a network location that is accessible to the intended users and click the 'Save' button.
Excel shared worksheet updating
In other words, as soon as the file is AVAILABLE for editing, a user who has the file open Read-Only will be notified. As you stated, you have a couple of alternatives: 1.
Until it IS available, the user who has it open Read-Only will not receive any notification that the contents of the file has changed, but that user wouldn't be able to DO anything about the changes anyway. Add VBA code to the workbook to attempt to save and close the workbook every few minutes, so that no one user keeps it open all day, or 2.
I also recommend that everyone saves regularly as it will tell you if you are changing the other persons changes (makes you click a keep mine or keep theirs warning).
We use this function for some of our employee billable hours budgets as I don't want anyone changing formating, but I do want everyone to get into the spreadsheet to update their budget when they need to (not asking "who has it open").
Sharing a workbook allows multiple users on a network to view and make changes to the workbook at the same time.