Collaboration in Spreadsheets

In Spreadsheets, several people can work together in the same sheet — no need to take turns. Spreadsheets assigns a different color to each author so you can see who made a change. Also, there are no drafts or shares in Spreadsheets. When you make a change, it is saved automatically.

Assigning Permissions

All collaborators must have permission to access a Spreadsheet. If you are an Owner, you can check or grant permissions by clicking Permissions on the File tab.

To learn how to set permissions from Home, see Managing Document Permissions in Wdesk Home.

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The Permissions editor shows the current groups and collaborators. Use the search box to look for collaborators or scroll down the list to find them. You can use the Filter button in the upper right corner of the Permissions editor to view collaborators by permission level.

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There are three types of permission:

  • Owners have full rights to the document and can manage permissions

  • Editors can make changes

  • Viewers can look at a Spreadsheet, but can’t make any changes

Click a radio button next to the collaborator’s name to give them appropriate access.

To remove permission, hover over a collaborator’s name and click the X that appears on the right.

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Authorship in Spreadsheets

After permissions are assigned, collaborators can work together in a Spreadsheet.

With several people working in a Spreadsheet, it’s helpful to know which collaborator made changes, such as when you need to create an audit trail. You can track authorship by color coding cells according to which collaborator last changed a cell.

When you are in a Spreadsheet, you can see which cells other collaborators are working in by the cell outline color.

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To view authors’ changes, open the History panel and move the Authorship slider to on.

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The Authorship legend shows each collaborator’s name with their color. The cell(s) in the Spreadsheet change to an author’s color to show their edits. This lets you see the most current values at a glance, in real time.

NOTE: You can have up to 20 authors with unique colors. Additional authors reuse colors.

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Cell History

Hover over a cell to see who made the last change. The name of the author and the date and time of the most recent change appear.

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Groups of edits are automatically saved to the History tab as a revision. From there, you can see who made a change and when. Click a revision to see the state of the document at the time of the revision.

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You can also toggle between cell and revision history using the dropdown menu in the upper right corner of the History panel.

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Comments in Spreadsheets

To add a comment in a Spreadsheet, select the cell or group of cells. Then, click the Comment icon in the right hand panel to expand the Comments panel.

The comment panel opens in the panel to the right. Here you can see existing comments, or add a comment to your selection.

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