The fastest way to share an Excel file depends on where it's stored

If your file is in OneDrive or SharePoint, you can share it directly from Excel without sending it as an attachment. Right-click the file name in the top left, select "Share", and enter the email addresses of the people you want to give access to. They'll get a link and can open it in their browser or desktop app.

If your file is saved only on your computer, you have two main routes: upload it to OneDrive first (then use the Share button), or email it as an attachment. Uploading takes an extra step but means everyone edits the same file — no version confusion. Emailing is faster if you're only sharing once and don't expect changes.

The method you choose affects whether multiple people can edit at the same time, whether changes sync automatically, and how many versions of the file end up floating around.

Key Takeaways

  • Files stored in OneDrive or SharePoint can be shared with a link directly from Excel, and multiple people can edit them at the same time.
  • Files saved only on your computer must either be uploaded to OneDrive first or sent as email attachments.
  • When you share a link, you can choose whether people can edit, comment only, or view only.
  • Email attachments create separate copies, so if two people edit the same attachment and send it back, you'll have conflicting versions to merge.

Sharing a file stored in OneDrive or SharePoint

Open the file in Excel. In the top left corner, you'll see the file name. Click the arrow next to it, then select "Share". A panel will open on the right side of the screen.

Type the email addresses of the people you want to share with, separated by semicolons if there are multiple. Below the email field, you'll see a dropdown that says "Can edit" or "Can view". Choose which permission level you want — "Can edit" lets them make changes, "Can view" means they can only read it. Click "Share".

The people you shared with will receive an email with a link to the file. When they click it, the file opens in Excel Online (in a browser) or their desktop Excel app, depending on what they have installed. If multiple people open it at the same time, you'll see their names and cursor positions in the file, and changes appear in real time.

Uploading a file from your computer to OneDrive, then sharing it

If your file is only saved on your computer, open OneDrive in your web browser (onedrive.live.com) and sign in with your Microsoft account. Click "Upload" and select the Excel file from your computer. Wait for it to finish uploading — this usually takes a few seconds to a minute depending on file size.

Once it's uploaded, right-click the file name in OneDrive and select "Share", or open the file and use the Share button in the top left (same as the method above). This puts the file in a shared location where everyone can access the same version, and edits sync automatically.

If you use Excel at work, your company may use SharePoint instead of OneDrive. The process is identical — upload the file to your SharePoint site, then use the Share button. Ask your IT department or manager which one your organization uses.

Sending an Excel file as an email attachment

Open your email and start a new message. Attach the Excel file by clicking the attachment button (usually a paperclip icon), then browse to the file on your computer and select it. Type the recipient's email address and send.

The person who receives it can open the file and make changes, but those changes exist only in their copy. If they send it back to you with edits, you'll have two versions of the file — the original and the one they changed. If a third person also edits the original and sends it back, you now have three versions to merge manually, which is error-prone and time-consuming.

Email attachments work fine for one-time sharing or when only one person needs to edit. For ongoing collaboration or when multiple people will make changes, OneDrive or SharePoint is better.

Setting permissions when you share a link

When you click "Share" in Excel, the dropdown next to the email field controls what the recipient can do. "Can edit" means they can open the file, make changes, and those changes save automatically. "Can view" means they can open and read it but cannot make any changes. Some versions of Excel also offer "Can comment", which lets people add comments but not edit the actual cells.

You can change permissions later. In OneDrive or SharePoint, right-click the file, select "Share", and you'll see a list of everyone who has access. Click on a person's name to change their permission level or remove them entirely.

Sharing with people outside your organization

If you're sharing with someone who doesn't have a Microsoft account, they can still open a shared link. When they click the link, they'll see the file in Excel Online (a browser version of Excel). They can view it and make comments, but to edit it they may need to sign in or create a free Microsoft account.

Some organizations restrict sharing with external people. If you try to share with someone outside your company and get an error, contact your IT department — they may have disabled external sharing for security reasons, or you may need to use a different method.

What happens when two people edit the file at the same time

If the file is in OneDrive or SharePoint and two people have it open, Excel shows you who else is editing. You'll see their name and a colored cursor in the cells they're working on. When one person makes a change, the other person sees it update in real time — no need to close and reopen the file.

If both people try to edit the exact same cell at the same time, Excel will show a notification asking one of you to choose whether to keep your change or accept theirs. This is rare and usually happens only if you're both typing in the same cell in the same second.

Email attachments don't have this feature. If you email a file to two people and they both edit it and send it back, you have two different versions with conflicting changes. You'll have to manually decide which changes to keep.

Frequently Asked Questions

Can I share an Excel file with someone who doesn't have Excel installed?

Yes. If the file is in OneDrive or SharePoint, they can open it in Excel Online, which runs in any web browser. They won't have all the features of the desktop app, but they can view and edit most spreadsheets. If you email them the file as an attachment, they can open it in Google Sheets or other spreadsheet programs, though formatting may not be perfect.

What's the difference between OneDrive and SharePoint?

OneDrive is for personal files and is included free with a Microsoft account. SharePoint is for team collaboration and is usually provided by your workplace. Both work the same way for sharing — you upload a file, click Share, and send a link. If you work for a company, ask your IT department which one to use.

If I share a file, can I see who opened it and when?

OneDrive and SharePoint show you a list of people who have access, but not detailed activity logs. Some versions show you who has the file open right now. For detailed tracking of who edited what and when, you can check the file's version history — right-click the file in OneDrive, select "Version history", and you'll see a list of changes with timestamps and who made them.

Can I stop sharing a file after I've sent the link?

Yes. In OneDrive or SharePoint, right-click the file, select "Share", and you'll see everyone who has access. Click the X next to a person's name to remove them. If you want to stop sharing with everyone, select "Specific people" and then remove all names. Anyone with the old link won't be able to open the file anymore.

What if the file is too large to email?

Most email providers limit attachments to 20 to 25 megabytes. If your file is larger, upload it to OneDrive or SharePoint and share the link instead. The file can be much larger — OneDrive allows files up to 100 gigabytes for most accounts.