Import from Excel

This article covers how to successfully import a Microsoft Excel file to RowShare.

You might also want to check these other articles:

  • Export to Excel and CSV
  • Excel Sync: how to edit / modify RowShare tables from Excel
  • Excel Sync known limitations
  • Access : how to edit / modify RowShare tables from Access

Import an Excel File

You can create a RowShare table by importing an existing Microsoft Excel file.

For example, let's take the following Excel file:

To ensure smooth import process, make sure that:

  • The format is as simple as possible: first row is the header with the rest of the rows below.
  • Your table is positioned at the top left corner of your Excel sheet. It means that you cannot have empty rows or a title to the left or above your table.
  • Your Excel file doesn’t contain any merged cells.

Right after your file is imported into RowShare, every column will be considered as text. It means that you will not benefit from RowShare features such as reminders, filters, calculations, attachments, etc. Click on each column header menu to change its type.

With a few manipulations, here is the result in RowShare:

If you import an Excel file with several tabs, RowShare will create a folder containing a RowShare table for each Excel tab.

Finally, don’t forget to click on Share above your table to configure sharing permissions.

Export and Synchronization

From any table, click on Excel in the action bar to export your RowShare table or even synchronize it with Excel.

The available options include:

  • Excel Sync (Read and Write): Choose this option to edit your RowShare table directly in Excel and sync updates with RowShare. You will be allowed to see and modify rows and columns according to your RowShare permissions.
  • Export: this standard export option creates a file with the same rows and columns you are allowed to see in RowShare. Supported formats are: Excel (.xlsx), Excel 97-2003 (.xls) and text (.csv).

Excel Sync: Edit a RowShare Table in Excel

To get the best of both worlds, there are many benefits to edit a RowShare table in Excel:

  • Gain offline access to RowShare
  • Benefit from Excel analysis: charts, pivot tables...
  • Use Excel unrivaled speed to edit hundreds or thousands of cells
  • While benefiting from RowShare collaborative features (Access rights management, notifications, rich content...)

To edit your RowShare table from Excel, click on Excel above the table and choose the Excel sync option. Simply open the downloaded Excel file to begin synchronizing with RowShare.

Don’t forget to click “Enable Editing” in the warning bar. This security warning appears in Excel on all downloaded documents.

You need to login to RowShare within Excel. It is mandatory to allow Excel to make changes to your RowShare table. Once connected, Excel will remember you the next time.

You can edit data from Microsoft Excel even without an internet connection, although you will of course need to be back online to publish your changes to RowShare. To sync changes in RowShare and get the latest version of the table, right click on the Excel table and select Table > Synchronize with SharePoint from the menu.

With two-way file synchronization, your RowShare table will be kept updated with any changes made in Excel, simply refresh the RowShare page to view changes made in Excel. If there are any conflicts, such as the same row having been edited in both RowShare and Excel, Excel will prompt the user to choose which version to keep.

All versions of Excel running on Microsoft Windows support this feature.
Should you want to save the Excel file, it has to be saved as XLS, not XLSX in order to retain the synchronization capability.
If you use Excel Sync for tables above 2,000 rows, ensure that no row is moved or deleted by other users during the process.

Edit A Table in Microsoft Access

RowShare also provides a synchronization feature for Microsoft Access. Open the SharePoint List menu in the Import & Links group of the External Data tab in Microsoft Access.

On the following screen, simply insert the address as a SharePoint site:

Microsoft Access will then ask you to log in to your RowShare account to access all your tables.

Once logged in, you will be able to modify your tables with Microsoft Access. Synchronization is then guaranteed: any changes will be automatically sent to RowShare.

Only Access 2013 or higher will support the dual-way synchronization feature.

Lists of Options

Microsoft Excel does not support multiple values drop down lists, so if your RowShare column allows to select multiple values, you will need to use a combination of special characters ;# (semicolon followed by the number sign) to separate the different values.

Your list will appear as follows in Excel:

Special Columns

Each RowShare table synchronized with Microsoft Excel or Access has two additional columns: Id and Index. These are non-editable technical columns to identify rows during the synchronization process.

You can hide them in Excel or Access, but you can’t delete them. The synchronization process would no longer work if these two columns were deleted.

Despite the menu labels in Excel and Access, synchronization does not use Microsoft SharePoint® technology.

How did we do?