Start with a file location both people can reach

A shared Excel document lives in one place that both you and the other person can open and edit. That place is either OneDrive (Microsoft's cloud storage), SharePoint (for teams at work), or Google Drive (if you're using Google Sheets instead). The file itself stays in one spot; you're not emailing copies back and forth.

If you're using Excel on your computer right now, the file is probably sitting on your hard drive. To share it, you move it to the cloud first. If you're using Excel Online (the free version in a web browser), it's already in the cloud and ready to share.

The method you choose depends on where you already store files and who you're sharing with. If your workplace uses Microsoft 365, SharePoint is built in. If you use personal Microsoft accounts, OneDrive is simpler. If the other person uses Google and you want to avoid compatibility headaches, Google Sheets works across devices without conversion.

Key Takeaways

  • Move your Excel file to OneDrive, SharePoint, or Google Drive before sharing — files on your computer can't be edited by someone else in real time.
  • Right-click the file and select "Share" to send a link; the other person opens it in their browser or Excel app without needing a copy.
  • Set permissions to "Can edit" if you want them to change the spreadsheet, or "Can view" if you only want them to see it.
  • Changes both people make appear when ready in the shared file, so you don't have to merge different versions later.
  • If you're sharing with someone outside your organization, their email address must be added to the share settings, or they need a public link.

Upload or move your file to OneDrive or SharePoint

Open OneDrive in your web browser or the OneDrive app on your computer. If you don't have a OneDrive account, you can create one free with a Microsoft account. Drag your Excel file into the OneDrive folder, or click "Upload" and select the file from your computer. Wait for the upload to finish — you'll see a checkmark when it's done.

If you work at a company that uses Microsoft 365, your IT department may have set up a SharePoint site for your team. Ask your manager or IT support for the link. Upload your file there the same way: drag it in or use the Upload button. SharePoint files are shared within your organization by default, so you may have fewer steps to take.

For Google Sheets, go to Google Drive, click "New," select "File upload," and choose your Excel file. Google will convert it to Sheets format automatically. You can also upload an Excel file and keep it as .xlsx; Google Sheets can open and edit it without converting.

Share the file and set who can edit it

Right-click the file in OneDrive or SharePoint and select "Share." A window opens asking for the email address of the person you want to share with. Type their email and press Enter. Below their name, you'll see a dropdown menu that says "Can edit" or "Can view." Choose "Can edit" if you want them to change the spreadsheet. Choose "Can view" if you only want them to see it without making changes.

Click "Share" or "Send." The other person gets an email with a link to the file. They click the link, and the file opens in their browser. If they have Excel installed, they can also open it in the Excel app on their computer.

If the other person is outside your organization or doesn't have a Microsoft account, you can create a public link instead. Click "Share," then "Copy link." Paste that link in an email or message. Anyone with the link can open the file, but you still control whether they can edit or only view.

Edit the file together in real time

Once the file is shared, both of you can open it at the same time. When you type in a cell, the other person sees your changes appear on their screen within seconds. Their edits show up on yours the same way. Excel shows a small colored box around cells someone else is editing, so you know not to type in that spot at the exact same moment.

At the top of the screen, you'll see who else has the file open. Click on their name or avatar to see which cells they're working in. This prevents accidental overwrites and makes it clear who's doing what.

All changes are saved automatically to the shared file. You don't need to click "Save" or send the file back and forth. If you close the file and open it again later, you'll see all the edits both of you made.

Control what each person can do with the file

When you share a file, you choose one of three permission levels. "Can edit" means the other person can change any cell, add sheets, and delete content. "Can view" means they can see everything but can't make any changes. "Can comment" (available in some situations) lets them add notes without editing the actual data.

If you share with multiple people, you can give different permissions to each one. One person might have "Can edit" while another has "Can view." To change someone's permission later, go back to the Share menu, find their name, and click the dropdown next to it.

If you want to stop sharing with someone, click the X next to their name in the Share menu. They lose access when ready, and the link no longer works for them.

Troubleshoot common sharing problems

If the other person can't open the file, check that you sent the link to the correct email address. If they're outside your organization and you used a public link, make sure the link is set to "Anyone with the link can access" rather than a restricted setting. Ask them to try opening the link in a different browser or in an incognito window.

If changes aren't showing up in real time, both of you should refresh the page or close and reopen the file. If one person is using an old version of Excel (2016 or earlier), real-time collaboration may not work; they'll need to use Excel Online instead.

If you see a message that the file is locked or in use, it usually means someone else is editing it. Wait a few seconds and try again. If the message persists, close the file completely and reopen it.

Choose between Excel Online and the desktop app

You can edit a shared Excel file in two ways: in your web browser (Excel Online) or in the Excel app on your computer. Excel Online is free and works on any device with internet. The desktop app (Excel 2019, 2021, or Microsoft 365) has more features but costs money.

For basic sharing and editing, Excel Online is enough. You get real-time collaboration, comments, and all the common functions. If you need advanced features like macros, complex formulas, or specific add-ins, use the desktop app. Both versions can edit the same shared file without problems.

If you're sharing with someone who uses Google Sheets, they can edit an Excel file you've uploaded to Google Drive, but some formatting and formulas may not transfer perfectly. Test a small file first if you're mixing Excel and Sheets users.

Frequently Asked Questions

Can I share an Excel file that's still on my computer?

No. Files on your hard drive can't be edited by someone else in real time. You have to move it to OneDrive, SharePoint, or Google Drive first. Once it's there, you can share the link.

What happens if we both edit the same cell at the same time?

Excel shows you both are editing it with a colored box around the cell. The last person to finish typing wins — their entry overwrites the other person's. To avoid this, communicate about who's working on which part of the spreadsheet.

Can I share a file with someone who doesn't have a Microsoft account?

Yes. Create a public link and send it to them via email or message. They can open the file without signing in. You still control whether they can edit or only view.

Does the other person need to have Excel installed?

No. They can edit the file in Excel Online using any web browser. If they have Excel installed, they can open it there too, but it's not required.

How do I see the history of changes if we both edited the file?

In OneDrive or SharePoint, right-click the file and select "Version history." You'll see a list of every change, who made it, and when. Click any version to see what the file looked like at that point. You can restore an older version if needed.