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gLeW's avatar
gLeW
Copper Contributor
Jan 27, 2025

Display rows and sheets based on user, office 365

Hi, I would like to know if I can use Excel 365 to share a file with 15 people and have them all work at the same time.

The issue is that I need 5 people to have full access to the file.
The other 10 people should have these restrictions.
Being able to see certain rows of the sheet, based on whether a value appears in column "D" or "I", depending on each user
For example, if row 8 in column "D" or "I" has the value user01, that row 8 should only be visible to the 5 main users and to user01.

Finally, the file will have several sheets and of those sheets, 6 must be visible to the 5 main users, here it could also be that the other users see them but when trying to enter they get an error.

 

Thanks

  • JKPieterse's avatar
    JKPieterse
    Silver Contributor

    Not out of the box, no. Excel isn't designed to handle users with different viewing rights within the spreadsheet. What you are describing is typical database technology: role-based access to records based on proper rights management.

    To do this in Excel, give each of the restricted persons a separate file to work in, in his/her own folder. Then have a separate workbook which pulls in the records from the individual files using Data, Get Data, From File, From (Sharepoint) Folder.

    You grant access to this consolidation file only to the 5 "main" users.

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