Excel workbook not updating new data with shared people (Office 365)

Question

Description:

Our team has one member who shares files with others with view only. But there is a synchronization like the picture below:

1. The "online" version of the file is the latest version. Different from the "app" version, quite a lot of data is missing.

2. There is a problem when I close the application. It takes a long time to fully close.

Device Information:

File size: 860KB

Owner: Windows 10 Pro, Excel: Version 2208 (Build 15601.20148 Click-to-Run)

Me: Windows 11 HSL KB5017328, Excel: Version 2208 (Build 15601.20148 Click-to-Run)

Others: Windows 10 Pro, Excel: Version 2208 (Build 15601.20148 Click-to-Run)

The problems are:

1. How are the data on the application and the data on the web synchronized?
2. How to update the data on the Excel worksheets as soon as the author updates?
3. Why is this notice being displayed to me as a viewer only?

Answer 1

Hello, zideth

Welcome to Microsoft Community.

1. How are the data on the application and the data on the web synchronized?

Most of the time, Office automatically syncs changes to Office files saved in OneDrive. On rare occasions, if an Office app closes unexpectedly, or if changes made from different devices can't be resolved, a sync conflict can occur. If you run into problems with changes not syncing or merging properly, you might want to change your sync settings in OneDrive. See more details in Use Office applications to sync Office files that I open (microsoft.com)

2. How to update the data on the Excel worksheets as soon as the author updates?

You and your colleagues can open and work on the same Excel workbook. This is called co-authoring. When you co-author, you can see each other's changes quickly—in a matter of seconds. And with certain versions of Excel, you'll see other people's selections in different colors. If you're using a version of Excel that supports co-authoring, you can select Share in the upper-right corner, type email addresses, and then choose a cloud location. But if you need more details, like which versions are supported and where the file can be stored, this article will walk you through the process. See more details in Collaborate on Excel workbooks at the same time with co-authoring (microsoft.com)

3. Why is this notice being displayed to me as a viewer only?

When someone shares a file in OneDrive, they can choose whether other people can edit, can review or can only view the file. So it's possible that this person only gave you permission to view the file when they shared it with you in the first place. You can check with this person to see if this is the case. See more details in Share OneDrive files and folders (microsoft.com)

In addition, I'd like to know whether this is the only Excel document that has this issue, or it happens to other ones as well. This helps to determine where the problem lies.

Feel free to reply if you have other concerns.

Best regards,

Yuhao Li| Microsoft Community Support Specialist

Answer 2

Hi Yuhao Li,

I appreciate your response, but your response is still ineffective.

The issue is that our excel application doesn't detect any changes when the primary author updates the data.

1. The option "Use Office applications to sync Office files that I open" was ticked, however, nothing has changed and still.
2. Just one person is required to update it, we only have authorization to view the file. We do not use the feature co-authoring (edit mode).
3. I'm the one who set up the author's device's sharing authorization, other devices can only view. It is unusual for the application to take 40 minutes to close with an 860KB file, though.

I'm awaiting your assistance as the issue is still present and unresolved.

Best regards,

Answer 3

Here are some troubleshooting steps:

1. Ask the author to rename the document, and then share it again.
2. Delete your Office Document Cache. The 2 steps are related to the sync issue.
3. Reset Excel to default settings. This is about the fact that Excel takes a long time to close. Step 1: Close all Office applications including Word, PowerPoint, Excel, Outlook... Step 2: Make sure that there are no files in the following folders: C:\Users\XXXXXXXX\AppData\Roaming\Microsoft\Excel\XLSTART C:\Program Files\Microsoft Office\root\Office16\XLSTART

or

C:\Program Files(x86)\Microsoft Office\root\Office16\XLSTART

Step 3: [**Open the Registry Editor**](https://support.microsoft.com/en-us/windows/how-to-open-registry-editor-in-windows-10-deab38e6-91d6-e0aa-4b7c-8878d9e07b11 "https://support.microsoft.com/en-us/windows/how-to-open-registry-editor-in-windows-10-deab38e6-91d6-e0aa-4b7c-8878d9e07b11"), navigate to the following paths and rename these folders (right-click the folder and select **Rename**, for      example, rename Word to wordold):

    HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Excel
    HKEY_CURRENT_USER\Software\Microsoft\Office\Excel

Step 4: After doing the above, restart Excel.

Important: This task contains steps that tell you how to modify the registry. However, serious problems might occur if you modify the registry incorrectly. Therefore, make sure that you follow these steps carefully. For added protection, back up the registry before you modify it. Then, you can restore the registry if a problem occurs.

Please do let me know the result.

In addition, I'd like to know whether other people encounter the same problem as you do.