Shared Workbook/Workbook to be used by many people

**BigBas** · 02-15-2012, 03:53 PM

Hi All,

I'm looking for suggestions on how to best give access to a workbook to multiple people. To briefly describe, tracking PTO at my company has always been a bit of a struggle. I've since created an Excel file that I think does a good job of databasing days off, and having a report output in a Calendar format that is useful to the employees. My current struggle is distriubution/real time access to records.

Essentially, what I hope to accomplish:
-User opens up the Workbook which is stored on a shared drive
-Workbook identifies user based on computer logon name, and authenticates with a pin (I got this part)
-Workbook exports PTO information to a calendar report in a new workbook (I got this part also).
-NOTE: no changes will be allowed to the main workbook, and users will not have access to any data within the workbook (got this).

My only true issue due to a lack of familiarity:
How do I best create a workbook that in theory multiple people will have open at the same time?
(1) I know excel has a built-in "Share Workbook" feature; would this be best to use, or would I lose functionality?
(2) I have considered instructing people to simply open the workbook, and if it's already being used, they can select Read-Only (I presume this shouldn't be a problem considering that no changes will be made to the workbook anyway. Would there be issues I haven't considered?)

Are there any other solutions that I haven't considered or am overlooking? Maybe even web based solutions?

**arlu1201** · 02-16-2012, 07:34 AM

Whats the reason behind sharing the file? Is it only for reading purpose? Then, the read-only option is fine to go with.

If its for read-write purposes, you can use the "Share Workbook" feature and add people whom you want to share it with.

**OnErrorGoto0** · 02-16-2012, 08:19 AM

If they don't need to change the workbook, make it read-only anyway. You might also want to make it into an addin, depending on what the user interface is.

**nigelog** · 02-16-2012, 08:31 AM

Youve kind of said already that read only would suit the majority of users. When you get to ShareWorkBook as it gets more complex you will lose functionability such as advanced filters, instances of autocomplete dropdown menus to name a few I've failed to work around. Go with the read only option to begin with, then test the functionabilty of the shared file. If it works, fine, but you may have to track changes to see who changed what at a later date