Working together in one Excel file, without copies or waiting

"File is locked for editing by another user." Someone makes a copy. Now there are two versions of the same number. Which one counts?

Excel and document platforms support co-authoring. That often helps, but formulas can affect each other, changes may lack a clear owner and copies sometimes need reconciling. Working together becomes more reliable when people share not just the file, but the truth inside it. Read the broader guide to Excel version control.

Why working together in a file still causes friction

A file is one object. Simultaneous work may result in a lock. Some teams then make copies. Even when editing together, changes to the same cell or formula may need discussion.

File history is not history for each value. An older file version shows what the entire workbook looked like. For a particular number, you also need to know who changed it, when and why.

Merging copies takes human judgment. When two files diverge, someone has to decide which change counts. Manual comparison takes time and context can get lost.

Copies need reconciliation; one governed source retains the origin of each value.

Working together from one governed source

1. Import once. Choose a source file and agree on the meaning of its relevant columns. Everyone then works from the same governed asset.
2. Work from one current source. Team members no longer have competing copies to merge afterwards.
3. Trace changes by value. Keep who changed a value, when and why. A subsequent change gets its own history. The team still decides what the correct value should be.
4. Agree on permissions by part. Decide who can read, propose an edit or approve it. Access is no longer all or nothing.

Import, work together, trace changes and agree on roles.

Excel remains available as a view and an export for anyone who wants to use a worksheet. The governed source is authoritative.

For teams that want to go further

When a team shares one agreed source, alerts, automation and shared definitions across teams can follow. Start small and take the next step when the agreements work.

The Team plan starts at €499 per month, excluding VAT. See pricing.

Frequently asked questions

Can two people change the same value at the same time?

There is one current value. A second change is recorded as another change with its own history, rather than a silent conflict.

Can colleagues see each other's changes immediately?

Yes. Everyone works from the same governed asset rather than their own copy.

Can part of the team have read-only access?

Yes. Permissions can be set by role and by part of the asset rather than for the entire file.

What happens to our existing copies?

Choose one version as the source. Differences in the other copies need to be reviewed during import.

Read about Excel version control.