Working together in Excel during a Teams meeting - Gosse explains
Last updated February 22, 2026
Discussing an Excel file in a Teams meeting is easy. Really collaborating in that same file at the same time requires just a little more thought.
Still, the strength of Microsoft 365 Right there. If you do it right, you’ll see each other’s changes immediately, work on a single version, and avoid having separate files floating around. That saves time and prevents misunderstandings. Below, you’ll learn how to organize this in a practical and controlled way.
Preparation: you arrange this before the meeting
Effective collaboration doesn't start during the meeting—it starts before it begins. Make sure the Excel file is in OneDrive or SharePoint status. Only then can you edit simultaneously without versioning issues. Also, make sure the right colleagues have access.
Open the file before the meeting starts. This avoids searching while everyone is waiting. Then start the scheduled Teams meeting via your calendar and check that all participants are present. Calm preparation creates calm in the meeting.
Sharing Excel in Teams without showing your entire screen
You don't have to share your entire screen to collaborate in Excel. In fact, that is not recommended because participants will not have real editing rights.
Here's how to get it right:
- In the Teams meeting, click on Share.
Then choose the Excel file that is already open or select it via Leaves from OneDrive or SharePoint. - Make sure the file is in edit mode.
Participants should be able to edit rather than just display. Otherwise, they cannot actively participate.
By sharing the document itself instead of your screen, you work in one centralized version that is automatically saved.
Live collaboration: what happens technically?
When the file is in the cloud, multiple people can work at the same time. You can see who is active in the document and changes are immediately synchronized. This works especially well for budgets, schedules or reports where figures are adjusted during discussions.
Still, live collaboration requires clear agreements. Agree in advance who will edit which part. Preferably work per tab or per section. This prevents that two people edit the same cell and inadvertently overwrite each other. In addition, use the chat in Teams to briefly explain what you are modifying. This keeps the discussion clear.
Access and permissions: prevent unwanted changes
Not everyone always needs to be able to edit. Therefore, check via the Share in Excel who has access and what permissions are set. Give editing rights only to people who actually need to make adjustments. Others will be fine in view mode.
If you work with confidential information, share the document only with specific people and not through a general link. Technically, much is possible, but structure and discipline remain decisive.
Working efficiently during the meeting
An Excel file is a tool, not an end in itself. Make clear in advance what you want to modify during the meeting. Keep the agenda tight and avoid expanding the document unnecessarily while everyone is watching.
In practice, we see that organizations save a lot of time when they make firm agreements on:
- Where files are stored
- Who is ultimately responsible for changes
It sounds simple, but that is precisely where things often go wrong.
Relevance to practice
At Mica IT, we regularly see that Teams functions well technically, but that collaboration is still restless. Usually this is not due to the software, but to the lack of clear working agreements.
A well-organized Microsoft 365 environment - with clear permissions, logical storage structure and clear responsibilities - makes collaboration in Excel during meetings a matter of course. The technology supports. The structure determines success.
Improve collaboration in Teams structurally?
Frequently Asked Questions
Can I use a local Excel file during a Teams meeting?
Yes, you can share the window. But simultaneous editing works well only when the file is in OneDrive or SharePoint. A local file is more likely to lead to version differences and loose copies. If you want to collaborate in real time, put the file in the Microsoft 365 cloud environment first.
Why can't someone edit in the shared Excel file?
This usually has to do with permissions. Check that the person has editing rights and that the file is not in read-only mode. If the document is local and only the screen is shared, then no one else can actively participate. The solution is to share the file from OneDrive or SharePoint.
What happens when two people modify the same cell at the same time?
Excel tries to synchronize changes, but a conflict may occur with simultaneous entries. Sometimes the last change is saved. It is therefore wise to make clear agreements in advance about who updates which part. This prevents corrections afterwards.
Is collaborating in Excel via Teams safe?
Yes, provided you manage permissions properly and do not use public sharing links. Work within your own Microsoft 365 environment and use multifactor authentication whenever possible. Security is not only in technology, but also in careful use.
Which is better: screen sharing or sharing the document?
If you just want to show something, then screen sharing is sufficient. If you really want to collaborate and edit at the same time, then sharing the document via OneDrive or SharePoint is the way to go. That avoids version problems and provides automatic storage.
