In this week’s tech tip, we’re highlighting how SharePoint and Excel work together to create a more connected and efficient way to manage data. Many organizations store files in SharePoint but still rely on static spreadsheets that need to be manually updated and shared. By combining SharePoint with Excel, teams can work from a single source of truth, reduce duplicate files, and keep reports up to date without extra manual effort. Let’s dive in!

Create an Excel Workbook in SharePoint:

• In a browser, sign in to Microsoft 365 Copilot with your Work (Entra ID) account.
• From the Microsoft 365 Apps menu, select ‘SharePoint.’
• Navigate to the site where your team collaborates.
• Select ‘Documents’ from the menu at left.
• Choose the ‘+ Create or upload’ menu button.
• From the drop-down menu: Select ‘Excel workbook’ to open a new book.
• Share and Manage access for colleagues.
• Alternatively: Co-edit while presenting in a Teams meeting.

Connect SharePoint Data with Excel

One of the biggest advantages of using Excel with SharePoint is how easily your data can stay connected and accessible.

• Open Excel files directly from SharePoint and collaborate in real time.
• Store files in SharePoint so your team always works from the most current version.
• Connect Excel to shared data instead of relying on separate, local copies.

View Document Version History:

• Select ‘…’ (ellipses button) next to a file name.
• Select ‘Version history’ to view document history.

TIP: Save Excel files in SharePoint or Microsoft Teams instead of your desktop to avoid version confusion.

TIP: Encourage your team to edit files online when possible so changes are visible immediately.

For teams working with larger or messier data sets, Excel also includes tools that help clean and organize information automatically. Smart built-in Excel tools such as Power Query are also available allowing you to pull in data and clean it up automatically. Instead of copying and pasting each time, refresh your data with just a click!

Improve Reporting and Reduce Manual Work

Excel continues to evolve with new features that make reporting easier and more automated.

• Create reports that update automatically instead of rebuilding them each week.
• Use PivotTables to summarize large amounts of SharePoint data quickly.
• Keep dashboards accurate by refreshing data instead of re-entering it.

TIP: If you regularly update the same report, look for ways to connect it to live data instead of recreating it manually.

TIP: Use PivotTables to quickly turn raw data into summaries for leadership or team meetings.

Making Data Work Smarter

By combining SharePoint’s centralized storage with Excel’s reporting capabilities, organizations can move beyond static spreadsheets and create more dynamic, reliable workflows. This approach not only improves collaboration but also helps ensure that everyone is working with accurate and up-to-date information.

Reach Out to TechWise Group

Contact TechWise Group to review your current SharePoint environment and explore options for working with Excel in SharePoint Online.