XL2000: Shared Workbook Lists Multiple Users

When you use a shared workbook in Microsoft Excel, and you click Share Workbook on the Tools menu, it may appear that other users have the workbook open. This behavior occurs even when the users that are listed do not have the file open. You may also see a user's name listed twice.

This problem can occur two different ways:

• If you make a copy of a shared workbook while other users have the workbook open, the copy of the original workbook may display an incorrect list of users.
• If a user is unexpectedly disconnected from a shared workbook because of a network failure, power failure, or other reason, that user's name may remain listed in the original workbook. If that same user reopens the shared workbook, his or her name may be listed twice in the list of users.

Normally, when you properly close a shared workbook, Excel updates the list of users by removing your name. If Excel is not allowed to do this, because of situations described here, the list of users may be incorrect.

Before you copy a shared workbook, verify that no one (including yourself) has the shared workbook open in Microsoft Excel.

Also, avoid disconnecting from the shared workbook without properly closing the file.

To reduce the risk of lost data due to network failure, power failure, and so on, consider configuring the workbook to update changes automatically, or increasing frequency with which you save the workbook.

To do this:

1. On the Tools menu, click Share Workbook.
2. On the Advanced tab, click Automatically every, and then type the frequency with which you want to save the workbook.

If your workbook lists users who do not have the workbook open, follow these steps to remove the names of the users:

1. On the Tools menu, click Share Workbook.
2. Click the user name in the Who has this workbook open now list.
3. Click Remove User.
   
   NOTE: If a user name is listed twice, note that there is a date and time listed with each name. Remove the user name with the earlier date.
4. Click OK in the warning message that appears.

Microsoft has confirmed that this is a problem in the Microsoft products that are listed at the beginning of this article.

Microsoft Excel allows you to share a workbook with a co-worker. You can put the workbook on your network, and every time the workbook is saved, it is updated with everyone's saved changes. Excel can merge everyone's changes, and you can view the group's progress every time you save.

To share a workbook, click Share Workbook on the Tools menu. On the Editing tab, click to select the Allow changes by more than one user at the same time check box, and then click OK.

For more information about shared workbooks, click Microsoft Excel Help on the Help menu, type shared workbooks in the Office Assistant or the Answer Wizard, and then click Search to view the topic.