How to securely share and sync VL Excel System files with your team using Google Drive Desktop.

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To allow multiple users to work with our VL Excel System across different computers, you can Install & use Google Drive for Desktop in each computer. This ensures your files stay synchronized, accessible from different computer & Auto Backup.

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📌 Part 1: 📥 Share the VL Excel System File

1. Move the file into your Google Drive folder
   • Locate your VL Excel System file (e.g., Payroll, Accounting, POS, etc.) and move it into the Google Drive folder created by the desktop app.
   • Google Drive will automatically begin syncing the file to the cloud.
2. Open Google Drive in your browser
   • Go to drive.google.com.
3. Find and share the file
   • Locate your VL Excel System file, right-click, and select Share.
4. Add team members
   • Enter the email addresses of the users who need access.
5. Set access level
   • Editor → Full access to use and update the system.
   • Commenter → Can add comments/notes but not change formulas or data.
   • Viewer → Can only view the file (not suitable if they need to process payroll or accounts).
6. Send invitation
   • Click Send. Team members will receive an email with access.

📌 Part 2: 🌐 Enable Offline Access for Users

For smooth usage, especially when internet is unstable, each user should enable offline access.

1. Open Google Drive desktop preferences
   • Windows: Click the Drive icon in the system tray → Preferences.
   • Mac: Click the Drive icon in the menu bar → Preferences.
2. Choose sync method
   • Stream files → Uses less local storage. Files are downloaded only when opened.
   • Mirror files → Keeps a full copy of My Drive on your computer (uses more storage but faster).
3. Make the VL Excel file available offline
   • In File Explorer (Windows) or Finder (Mac), right-click your shared Excel file → Offline access → Available offline.

⚠️ Important Notes for VL Excel System Users

• One user at a time (offline): If multiple users edit the file offline simultaneously, Google Drive will create conflicted copies. Always coordinate usage.
• Best practice: Let one person update, then allow sync before others open the file.
• Editing in Excel (recommended): Always use Microsoft Excel for the VL Excel System to preserve formulas, macros, and formatting.