Shared Excel workbook is not allowing some users to insert or delete cells, rows, or columns

Question

We have a shared workbook, which resides in SharePoint. Most users use the desktop app to work with the file. Some users, all at the same physical location, are unable to add or delete individual cells, rows, or columns. Also, cannot cut or copy and insert a row or column. Standard copy and paste seems to work fine. None of the worksheets are protected in any way, how come some users have no issue and others do? Most users have converted to Windows 11, but a few are still on 10.

Answer 1

Dear @Nicholson, Kevin M

Thank you for your update and for testing the browser options.

Since the Unshare Workbook button is grayed out and browser editing still restricts inserting/deleting rows or columns, the issue may be related to SharePoint permissions.

Please try the following:

1. Verify Permissions:
   • Ensure affected users have Edit permissions on the SharePoint file.
   • You can test this by temporarily removing their access and then reassigning Edit permissions.
   For detailed guidance, you can refer to Microsoft’s official support article: Customize permissions for a SharePoint list or library
2. Check for Item-Level Permissions:
   • Sometimes, specific rows or sections may have restricted access due to item-level settings or versioning.
3. Try Re-uploading the File:
   • Download the workbook, remove legacy sharing if possible, and re-upload it to SharePoint with fresh permissions.

If the issue persists after these steps, please let us know. We’re happy to continue investigating.

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Answer 2

Hello,
Checking out the options you have outlined:

1. Now tried with Edge, Chrome, and Firefox. No luck.
2. The Unshare Workbook button is grayed out for those of us who are having this issue.
3. We can perform all functions in the browser version but still have the same issue with inserting/deleting rows. This is the error we receive:

4. Our IT department has all of us set to update automatically, so there was not an option to force an update.

Thanks for trying, if you have any other thoughts I would love to hear them.

Answer 3

Dear @Nicholson, Kevin M

Thank you for contacting the Microsoft 365 Q&A forum support team. 

This issue is almost certainly caused by the workbook being saved with the legacy Shared Workbook feature enabled. While the worksheets themselves aren't protected, this older sharing method places several restrictions on the file to track changes, which includes preventing users from inserting or deleting cells, rows, and columns. 

Modern collaboration in Excel on SharePoint uses a feature called Co-authoring, which does not have these limitations. The discrepancy between users likely occurs because some versions of Excel might handle the legacy feature differently, but the definitive solution is to turn it off and use modern co-authoring. 

Option 1: Test Different Browsers 

If some of your users are accessing it via Excel Online, it could be worth testing different web browsers to rule out any browser-specific issues. 

 

Option 2: Disable the Legacy "Shared Workbook" Feature 

Any user with owner access can perform these steps. This will not delete any data. 

1. Open the workbook in the Excel desktop app. 
2. Go to the Review tab on the ribbon. 
3. Look for a button named Unshare Workbook. If you see this button, the legacy feature is active. 
4. Click Unshare Workbook. A prompt may appear asking for confirmation; click Yes. 
5. Save the file. The workbook will now be in co-authoring mode for all users. 

Once this is done, all users should be able to insert and delete rows and columns without any issues. 

 For more detailed information, Microsoft has an official document explaining the transition from the legacy "Shared Workbook" feature to modern co-authoring. It confirms the limitations you are experiencing and provides further context. 

Microsoft Support: What happened to shared workbooks in Excel? - Microsoft Support 

 

Option 3: Network or Permission Issues: 

• Users experiencing issues might have intermittent connectivity to SharePoint or restricted permissions. Ensure they have Edit permissions to the file in SharePoint. 
• Ask affected users to try accessing the file directly through SharePoint Online (via browser) to see if the issue persists. This helps isolate whether the problem is related to the Excel desktop app. 

 

Option 4: Excel Version or Updates: 

• Although Windows 11/10 differences are unlikely to be the direct cause, ensure all users have the same updated version of Excel (e.g., Microsoft 365 Apps). Go to File > Account > Update Options > Update Now. 

For detailed guidance, you can refer to Microsoft’s official support article: How to update Microsoft 365 or Office for Windows - Microsoft Support 

 

Let me know if these suggestions work, or if you need more help troubleshooting! If so, could you provide more details on:

• Are all affected users using the desktop app or some using Excel Online?
• Have they reported any specific error messages?
• Are any settings applied differently for the users who can edit versus those who cannot?

Thank you for your patience, and feel free to reply if you need further assistance. 

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