Sharing a workbook with other Tableau Desktop users is fairly straightforward, but there are a few things to consider.
One of the major considerations is whether you will be sharing a packaged workbook (.twbx) or an unpackaged workbook (.twb). Packaged workbooks are single files that contain the workbook (.twb), extracts (.hyper), file-based data sources that have not been extracted (.xls, .xlsx, .txt, .cub, .mdb, and others), custom images, and various other related files.
To share with users of Tableau Desktop, you have a variety of options:
- You may share either a packaged (.twbx) or unpackaged (.twb) workbook by simply sharing the file with another user who has the same or newer version of Tableau Desktop.
Workbook files will be updated when saved in a newer version of Tableau Desktop. You cannot open a workbook saved with a newer version of Tableau in an older version. You will be prompted about updates when you first open the workbook and again when you attempt to save it. You may optionally export a workbook as a previous version from the File menu.
- If you share an unpackaged (.twb) workbook, then anyone else using it must be able to access any data sources and any referenced images must be visible to the user in the same directory where the original files were referenced. For example, if the workbook uses a live connection to an Excel (.xlsx) file on a network path and includes images on a dashboard located in C:\Images, then all users must be able to access the Excel file on the network path and have a local C:\Images directory with image files of the same name.
Consider using a UNC (for example, \\servername\directory\file.xlsx) path for common files if you use this approach.
Similarly, if you share a packaged workbook (.twbx) that uses live connections, anyone using the workbook must be able to access the live connection data source and have appropriate permissions.