The fastest way to share an Excel file depends on where it's stored
If your file lives in OneDrive or SharePoint, you can share it directly from Excel without sending it as an attachment. Right-click the file name in File Explorer, select "Share", and enter the email addresses of people you want to give access to. They'll get a link and can open it in their browser or desktop Excel.
If your file is on your local computer (your C: drive, not cloud storage), you have two main routes: upload it to OneDrive first, then share from there, or email the file as an attachment. The cloud route is better if multiple people need to edit the same file at the same time, because OneDrive lets you see changes in real time. The attachment route works if you're sending a one-time snapshot or if your workplace doesn't use OneDrive.
The method you choose affects whether people can edit the file together, whether they see your changes instantly, and how many versions of the file end up floating around your email.
Key Takeaways
- Files in OneDrive or SharePoint can be shared with a link directly from Excel; files on your local computer need to be uploaded first or sent as attachments.
- Sharing a link lets multiple people edit the same file at once and see changes in real time, while emailing an attachment creates separate copies that can get out of sync.
- You can set permissions so people can only view the file, or edit it, or have full control including the ability to reshare it.
- Excel Online (the browser version) works for basic editing and commenting, but some advanced features only work in the desktop version.
Sharing a file that's already in OneDrive or SharePoint
Open the file in Excel. At the top right, click the "Share" button (it looks like a person with a plus sign). A panel will open on the right side of your screen.
Type the email addresses of the people you want to share with, separated by semicolons if there are multiple people. Below the email field, you'll see a dropdown that says "Can edit" or "Can view". Choose which permission level you want them to have. "Can edit" means they can change the file; "Can view" means they can only read it. Then click "Share".
Excel will send them a notification email with a link. When they click it, they'll open the file in their browser or in their own copy of Excel, depending on what they have installed. If you both open it at the same time, you'll see each other's changes appear as you type.
Moving a local file to OneDrive so you can share it
If your file is saved on your computer's hard drive and you want to use the cloud-sharing method, you need to move it to OneDrive first. Open File Explorer, find the file, and drag it into your OneDrive folder (usually at C:\Users\[Your Name]\OneDrive). Wait for the sync icon next to the file name to stop spinning — that means the upload is complete.
Once it's in OneDrive, you can use the Share button in Excel as described above. The advantage is that everyone works on one version of the file, and you can see who changed what and when by looking at the version history. In Excel, go to File > Info > Version History to see all the saved versions.
If you don't have OneDrive set up on your computer, you can also upload the file through your web browser. Go to onedrive.live.com, sign in with your Microsoft account, and click "Upload" to choose the file from your computer.
Sending the file as an email attachment
If you prefer to email the file directly, open it in Excel, go to File > Share, and look for "Email". You can choose to send it as an attachment (the file itself) or as a link (which opens it from OneDrive if it's stored there). Sending as an attachment is useful if the person doesn't have a Microsoft account or if you want them to have a copy they can edit without affecting your original.
The downside is that if you both edit the file, you'll end up with two different versions. When you email it back and forth, you have to manually merge any changes, which is error-prone if multiple people are working on it. Excel has a feature called "Merge Workbooks" that can help, but it only works if the file was set up for it beforehand, which most files are not.
If you do send it as an attachment and want to avoid version chaos, agree with the other person that only one of you will edit it at a time, and the editor will send it back when done.
Setting permissions: view-only, edit, or full control
When you share a file, you choose what the other person can do with it. "Can view" means they can read and print the file but cannot change it. "Can edit" means they can make changes, but they cannot reshare the file with other people or change the permissions. "Can manage" (sometimes called "Owner" or "Full Control") means they can do everything, including reshare it and change who else has access.
You can change permissions after sharing. In OneDrive, 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 their access entirely. In Excel itself, click Share at the top right and look for "Manage Access" to see and adjust who can do what.
If you want to stop sharing the file with someone, click their name in the Share panel and select "Remove Access". They will no longer be able to open the link.
What happens when multiple people edit at the same time
If the file is in OneDrive or SharePoint and two people open it at the same time, Excel shows you who else is in the file. You'll see their name and a colored box around the cells they're editing. Changes appear on your screen within a few seconds of the other person making them.
If you both try to edit the exact same cell at the same time, Excel will let you both type, but one person's change will overwrite the other's. To avoid this, communicate about who is editing which part of the file, or use Excel's comment feature (Insert > Comments) to leave notes for each other instead of editing the same cell.
If the file is shared as an attachment via email, you don't get real-time updates. You only see changes when the other person sends you the updated file. This is why cloud sharing is better for active collaboration.
Sharing with people outside your organization
If you work for a company that uses Microsoft 365, your IT department may have restrictions on sharing files with people outside the company. You might not be able to share with a personal Gmail address, for example, or the file might be automatically set to view-only for external people.
If you hit a sharing restriction, try uploading the file to your personal OneDrive account (onedrive.live.com) instead of your work OneDrive, then share from there. Alternatively, ask your IT department what external sharing is allowed, or use email attachment as a workaround.
Some organizations use SharePoint instead of OneDrive. SharePoint sharing works the same way — click Share in Excel and enter email addresses — but the permission options may be slightly different depending on how your organization set it up.
Frequently Asked Questions
Can I share an Excel file with someone who doesn't have Excel installed?
Yes. They can open it in Excel Online (the browser version) by clicking the link you send them. Excel Online has most common features like formulas, formatting, and charts, but some advanced tools like macros and certain data analysis features only work in the desktop version. If they need the desktop version, they can download a free trial or use Excel on a shared computer.
What's the difference between sharing a link and sending an attachment?
A link points to one file in the cloud, so everyone sees the same version and changes appear instantly. An attachment is a copy of the file at the moment you sent it, so if you both edit it, you have two different files. Links are better for teamwork; attachments are better for sending a snapshot or if cloud storage isn't available.
Can I see who changed what in a shared Excel file?
Yes, if it's in OneDrive or SharePoint. Go to File > Info > Version History to see all saved versions and who made changes. You can also click a cell and look at the comment history if people have left comments. In Excel Online, you can see who is currently editing in the top right corner.
What if I want to stop sharing the file but keep it in OneDrive?
Open the Share panel and remove access for each person individually, or click "Change to only me can access" if that option appears. The file stays in your OneDrive; only the sharing link stops working. People who had the link will no longer be able to open it.
Can I share an Excel file with someone and let them edit it without letting them reshare it?
Yes. Use the "Can edit" permission level, not "Can manage". People with "Can edit" can change the file but cannot share it with others or change permissions. Only people with "Can manage" can reshare the file.