Excel Sync: Edit a RowShare Table in Microsoft Excel

From any table, click on Excel in the action bar to export your RowShare table:

The bottom options (Export to Excel) are covered in this page.

Click the first option (Excel Sync) 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.

To get the best of both worlds, there are many benefits to editing 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. If you don't use Windows, you can still export to Excel.
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.

Known Limitations

Some columns are not fully supported by Excel Sync.

Lists of Options

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

Your list will appear as follows in Excel:

Linked Lists

Dropdown lists linked to other tables are not supported in Excel. They should be considered as read-only 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.


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