The fastest way depends on who you're sharing with and what you want them to change

The simplest method is to email the file as an attachment, but that creates problems: multiple people editing the same file offline, then sending back conflicting versions. A better approach is to upload the file to OneDrive, Google Drive, or SharePoint, then send a link instead. The person you share with opens the file in their browser or desktop app, edits it in real time, and you see changes as they happen. No more version confusion.

Which platform you use depends on what you already have. If you use Microsoft 365 (the subscription version of Office), OneDrive or SharePoint are built in. If you use Google Workspace or just have a personal Google account, Google Sheets works the same way. If you're sharing with people outside your organization, OneDrive and Google Drive are simpler than SharePoint.

Key Takeaways

  • Upload your Excel file to OneDrive, Google Drive, or SharePoint instead of emailing it, so everyone edits the same version in real time.
  • In OneDrive or Google Drive, right-click the file, select Share, and choose whether people can edit or only view.
  • You can share with specific people by email address, or create a link anyone with the link can use.
  • Google Sheets (the browser version of Google's spreadsheet tool) shows who is editing right now and highlights their changes in different colors.
  • If you email the file instead, tell people to save it with a new name so you don't end up with five different versions.

Sharing through OneDrive (Microsoft 365 users)

If your Excel file is already in OneDrive, right-click it and select Share. A panel opens on the right side. Type the email address of the person you want to share with, or paste a list of addresses separated by semicolons. Below the email field, choose whether they can Edit or only View. Click Share and OneDrive sends them a link by email.

If your file is on your computer, open OneDrive in your browser, click Upload, select the file, and wait for it to finish. Then follow the steps above. Alternatively, you can drag the file directly into your OneDrive folder on your computer, and it syncs automatically.

Once someone opens the file through the link, they can edit it in Excel Online (the browser version) or in the desktop app if they have Microsoft 365 installed. You'll see their changes appear in real time if you both have the file open. OneDrive shows you who is currently editing in the top right corner of the spreadsheet.

Sharing through Google Drive

Upload your Excel file to Google Drive by going to drive.google.com, clicking New, then File upload. Select your Excel file and wait for it to finish. Right-click the file and select Share.

Type the email address of each person you want to share with, or paste multiple addresses. Next to each name, click the dropdown and choose Editor (they can change the file), Commenter (they can leave notes but not edit), or Viewer (read-only). Click Share. Google Drive sends them an email with the link.

When they open the file, Google Drive converts it to Google Sheets format automatically. This means some Excel features (like certain formulas or formatting) may look slightly different, but basic spreadsheets work fine. If you need to keep the file in pure Excel format, download it back to your computer when you're done editing.

Creating a shareable link instead of emailing addresses

If you want to share with many people or don't have everyone's email address, create a link instead. In OneDrive, right-click the file, select Share, then click Copy link. In Google Drive, click Share, then click Change to anyone with the link. Both create a URL you can paste into an email, Slack message, or anywhere else.

Before you create the link, decide what permission level you want. In OneDrive, click the dropdown next to Copy link and choose Edit or View. In Google Drive, click the dropdown that says Viewer or Editor before you click Share. Once the link is live, anyone who has it can open the file with that permission level — they don't need to sign in with an account.

Sharing through SharePoint (enterprise users)

If your organization uses SharePoint, upload the file to a team site or document library. Click the file, then click the Share button in the toolbar. Type email addresses or search for people in your organization. Choose their permission level — usually Edit or Read. Click Share.

SharePoint is more powerful than OneDrive for teams because it tracks version history automatically, lets you set permissions by group instead of individual, and integrates with Microsoft Teams. However, it's usually only available through a work account, not a personal Microsoft account.

What happens when multiple people edit at the same time

When you share a file through OneDrive, Google Drive, or SharePoint, the platform locks cells as people edit them so two people don't overwrite each other's work. If you're both editing the same cell, the second person's change waits until the first person finishes, then applies on top. You see changes appear in real time — no need to refresh or download a new version.

Google Sheets shows you exactly who is editing right now by displaying their name and a colored cursor in the spreadsheet. OneDrive and SharePoint show who is currently viewing the file in the top right corner. This prevents the confusion of emailing files back and forth and ending up with five versions named "Final", "Final_v2", and "Final_ACTUAL".

If you have to email the file instead

Sometimes you need to email the file — maybe the person doesn't have a cloud account, or your organization doesn't allow cloud sharing. If you do, tell the recipient to save it with a new name immediately after opening it. For example, if you send "Budget.xlsx", they should save it as "Budget_JohnEdits.xlsx" on their computer. When they send it back, you'll know which version is theirs.

After you receive edited versions from multiple people, open each one and manually copy the changes into a master file. This is slower and more error-prone than cloud sharing, but it works when you have no other option. Write down what each person changed so you don't miss anything.

Frequently Asked Questions

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

Yes. OneDrive and Google Drive both let you open and edit Excel files in a web browser without installing any software. The person just needs a free Microsoft or Google account. Some features may not work perfectly in the browser version, but basic editing, formulas, and formatting work fine.

What's the difference between Edit and View permissions?

Edit permission lets someone change the file, add rows, delete columns, and modify formulas. View permission lets them open and read the file but not change anything. Use View if you're sharing a report or reference data you don't want people to accidentally alter.

Can I stop someone from editing after I've shared the file?

Yes. In OneDrive or Google Drive, right-click the file, click Share, find the person's name, and click the trash icon next to their name. Their access stops immediately. If you created a shareable link, you can click Share again and toggle the link off, which disables it for everyone.

What happens to the file if I delete it from my OneDrive or Google Drive?

The file moves to your Trash folder, and other people can no longer open it. If you permanently delete it from Trash, it's gone. If you just want to stop sharing it without deleting it, remove everyone's access through the Share menu instead.

Does the other person need to download the file to edit it?

No. They can edit it directly in the browser or in the desktop app if they have Office installed. If they download it to their computer and edit it offline, changes won't sync back to the cloud version unless they upload it again. It's simpler to edit in the browser or app so changes save automatically.