The fastest way depends on where your file lives
If your Excel file is stored on your computer's hard drive, you have three main routes: email it as an attachment, move it to cloud storage like OneDrive or Google Drive, or use Excel's built-in sharing feature. If the file is already in OneDrive or SharePoint, sharing is faster — you can send a link without moving anything. The method you pick depends on who needs access, whether they need to edit it at the same time as you, and how large the file is.
Email works for one-time sharing or small groups, but creates multiple copies that can get out of sync. Cloud storage with a shared link works better when people need the current version and you want to avoid email clutter. Excel's native sharing feature (called co-authoring) lets multiple people edit the same file simultaneously and see each other's changes in real time.
Key Takeaways
- Files stored on your computer can be shared by email, moved to OneDrive or Google Drive, or shared through Excel's Share button if you upload them first.
- Files already in OneDrive or SharePoint can be shared with a link or by adding specific people's email addresses without downloading anything.
- Shared links can be set to "view only" so people cannot accidentally change the file, or "edit" so they can make changes.
- Multiple people can edit the same Excel file at the same time when it is stored in OneDrive, SharePoint, or Excel Online, and changes appear instantly for everyone.
Sharing a file stored on your computer via email
Open the email program you use (Outlook, Gmail, or another service). Create a new message and add the recipient's email address. Attach the Excel file by clicking the attachment button — usually a paperclip icon — and selecting the file from your computer. Type your message and send.
The person who receives it will have their own copy of the file. If you both make changes to your separate copies and email them back and forth, you will end up with multiple versions and have to manually combine the changes. This method works fine for sharing a file once or for files that do not need frequent updates, but it creates confusion if multiple people are editing the same spreadsheet.
Moving your file to OneDrive and sharing a link
Open OneDrive in your web browser (onedrive.live.com) and sign in with your Microsoft account. Click "Upload" and select your Excel file from your computer. Once it finishes uploading, right-click the file and select "Share." A window will open with a link you can copy and paste into an email, message, or document.
By default, the link lets anyone with it view the file but not edit it. If you want people to make changes, click "Anyone can edit" before copying the link. You can also click "More options" to set an expiration date or require a password. Send the link to whoever needs it — they do not need a OneDrive account to open it, though they will need one to edit if you gave them edit permission.
The advantage here is that everyone sees the same version. If you update the file, people who have the link see the new version automatically. You can also see who has opened the file and when.
Sharing with specific people using OneDrive or SharePoint
If you want to share with named individuals rather than anyone with a link, open the file in OneDrive or SharePoint and click the "Share" button in the top right. Type the email addresses of the people you want to give access to. Choose whether they can "Edit" or "View" the file, then click "Share."
Those people will receive an email notification with a link to the file. They can open it directly without needing to search for it. You can see exactly who has access and remove someone later by opening Share again and clicking the X next to their name. This method is more secure than a public link because only the people you name can open it.
Using Excel's Share button for real-time collaboration
If your file is already in OneDrive or SharePoint, open it in Excel (either the desktop app or Excel Online). Click the "Share" button in the top right corner. Type the email addresses of people you want to invite, choose "Edit" or "View," and click "Share." They will get an email with a link to the file.
When multiple people have edit access and open the file at the same time, you can see each other's changes appear instantly. The file shows you who is currently working on it and which cells they are editing. This is called co-authoring and is the closest thing to working on a spreadsheet together in the same room. Changes are saved automatically, so there is no risk of losing work because someone forgot to save.
Sharing a file stored in Google Drive
If you use Google Drive instead of OneDrive, open Google Drive in your browser (drive.google.com) and upload your Excel file or create a new sheet there. Right-click the file and select "Share." A window opens where you can type email addresses or create a shareable link. Set permissions to "Viewer" (read-only) or "Editor" (can make changes), then send the link or invitations.
Google Drive works similarly to OneDrive — multiple people can edit at the same time, changes appear instantly, and you can see who has access. One difference is that Google Sheets (Google's native spreadsheet program) has slightly different features than Excel, though both programs can open and edit Excel files.
Controlling what people can do with your shared file
When you share a file, you can set two levels of permission. "View" or "Viewer" means people can open and read the file but cannot make changes. "Edit" or "Editor" means they can change anything in the spreadsheet. If you are sharing with someone you do not fully trust or want to prevent accidental changes, use View-only permission.
If you share with a link (rather than naming specific people), be aware that anyone who has the link can access the file. If you want to stop sharing, you can delete the link or change the permission to "View only" so people cannot edit it anymore. If you shared with specific email addresses, you can remove someone's access by opening the Share menu and deleting their name.
Frequently Asked Questions
Can I share an Excel file with someone who does not have Microsoft Office?
Yes. If the file is in OneDrive or Google Drive, they can open it in their web browser without installing anything. They can view it and, if you gave them edit permission, make changes online. They do not need an Office subscription or even a Microsoft account for view-only access.
What happens if two people edit the same cell at the same time?
Excel will show you both changes and let you decide which one to keep. If you are using OneDrive or SharePoint with co-authoring, you will see a notification that someone else is editing that cell, and their changes will appear on your screen as they type. Conflicts are rare because Excel locks cells while someone is actively editing them.
Can I share a file with someone outside my organization?
Yes, as long as you use a public link or type their email address into the Share menu. If your file is on a work SharePoint site, your IT department may have restrictions on sharing outside the organization — check with them first. Personal OneDrive and Google Drive have no such restrictions.
How do I stop sharing a file?
Open the Share menu and change the link permission from "Anyone can edit" to "Specific people," or delete the link entirely. If you shared with named email addresses, click the X next to each person's name to remove their access. Once you remove someone, they can no longer open the file.
Is a shared Excel file safe from viruses or malware?
OneDrive and Google Drive scan files for malware before you download them. Excel files themselves can contain macros (automated code) that might carry malware, so be cautious about opening files with macros from people you do not know. If you receive a shared file and are unsure about it, you can open it in view-only mode first to check the contents before enabling editing.