The simplest way to share an Excel file
To share an Excel file, you save it to a location where other people can open it — either by uploading it to cloud storage like OneDrive or Google Drive, emailing it directly, or putting it on a shared network folder. The method you choose depends on whether you want people to edit the file together at the same time, or just view and read it.
If you use Microsoft 365 (the subscription version of Office), the fastest route is to save your file to OneDrive, then use the Share button in Excel itself. If you use a standalone copy of Excel or Google Sheets, you have different options. The key difference is whether the file lives on your computer only, or whether it's stored somewhere others can reach it.
Key Takeaways
- OneDrive and Google Drive let multiple people edit the same Excel file at the same time, and both track who made which changes.
- Emailing an Excel file works, but creates multiple copies — if two people edit their own copy and send it back, you have to merge the changes manually.
- A shared network folder (if your workplace has one) lets people open and edit files without uploading to the internet.
- You can set permissions so some people can only view the file, while others can edit it.
- Excel files shared through OneDrive or Google Drive update in real time — you do not have to send new versions back and forth.
Sharing through OneDrive with Microsoft 365
If your Excel file is already saved to OneDrive, open it in Excel and look for the Share button in the top right corner. Click it, type the email address of the person you want to share with, choose whether they can Edit or just View, and send. They will get an email with a link to the file.
If your file is saved only on your computer, open it in Excel, go to File > Save As, and choose OneDrive from the list on the left. Pick a folder (or create a new one), name the file, and click Save. Once it is on OneDrive, the Share button becomes available. This moves the file to the cloud — it no longer lives only on your computer.
People you share with can open the file in Excel on their computer, in Excel Online (the browser version), or on their phone. If two people open it at the same time, you will see a small indicator showing who else is viewing it. Changes appear for everyone within a few seconds.
Sharing through Google Drive with Google Sheets
If you use Google Sheets instead of Excel, upload your file to Google Drive by going to drive.google.com, clicking New, then File upload. Select your Excel file from your computer. Google Drive will convert it to Google Sheets format automatically.
Once the file is uploaded, right-click it and choose Share. Type the email addresses of the people you want to share with, set their permission level (Viewer, Commenter, or Editor), and click Share. They will get an email with a link. Like OneDrive, changes appear in real time when multiple people are working on it.
Google Sheets works in any web browser and on phones, so people do not need to own Excel or Microsoft 365 to open it. The trade-off is that Google Sheets has fewer features than Excel — some complex formulas or formatting may not work the same way.
Emailing the file directly
You can attach an Excel file to an email and send it to someone. Open your email, click Attach or the paperclip icon, find your Excel file on your computer, and send. The person receives the file and can open it in Excel on their computer.
The problem with emailing is that you create separate copies. If you send the file to two people and they both make changes, you end up with two different versions. You then have to manually decide which changes to keep and which to discard. If you need people to work on the same file together, emailing creates confusion and lost work.
Emailing works well for one-time sharing — sending a budget to your accountant, or a spreadsheet to a client for review. It does not work well for ongoing collaboration.
Sharing through a network folder at work
Many workplaces have a shared network drive or folder that all employees can access. If your company has one, you can save your Excel file there instead of emailing it or uploading it to the cloud. People on your network can open the file directly from the shared folder without needing a link or an email.
To save to a network folder, open Excel, go to File > Save As, and look for your company's network drive in the list on the left (it might be labeled with a drive letter like Z: or a folder name). Navigate to the right folder, name your file, and click Save. Ask your IT department or manager where your team's shared folder is located if you are not sure.
Network folders work the same way as OneDrive for real-time editing — multiple people can open the file at once and see each other's changes. The difference is that everything stays on your company's servers instead of going to the internet.
Setting permissions so people can only view, not edit
When you share a file through OneDrive or Google Drive, you choose a permission level before sending the link. View or Viewer means the person can open and read the file but cannot change it. Edit or Editor means they can make changes.
If you share through OneDrive and want to change permissions later, open the file, click Share, find the person's name in the list, click the dropdown next to their name, and choose a different permission level. You can also remove someone entirely by clicking the X next to their name. The same process works in Google Drive — click Share, find the person, and change or remove their access.
If you email a file directly, the person who receives it can edit it on their computer. You cannot prevent them from making changes unless you use Excel's password protection feature, which requires you to set a password before sending the file.
What happens when two people edit at the same time
If you share a file through OneDrive or Google Drive and two people open it at the same time, both can make changes and both changes are saved. You will see a small icon or notification showing who else is viewing the file, and you can see their cursor moving as they type or click.
If you share by email and two people edit their own copy, the changes do not merge automatically. When they send their versions back to you, you have to open both files and manually copy the changes you want to keep into one final version. This is why cloud sharing is better for teamwork — the file stays in one place and everyone works on the same version.
Frequently Asked Questions
Can I share an Excel file if I do not have Microsoft 365?
Yes. You can email the file, upload it to Google Drive and convert it to Google Sheets, or save it to a shared network folder at work. You can also use OneDrive's free tier (5 GB of storage) to share files, even if you do not own Excel — the person you share with can open it in Excel Online, which is free in a web browser.
What if someone I shared with makes a mistake and deletes important data?
OneDrive and Google Drive both keep a version history. Open the file, look for a Version history or Restore option (usually in the File menu or a clock icon), and you can see all previous versions and restore an older one. This works even if someone deletes rows or formulas — you can go back to any point in time.
Can I share an Excel file with someone who does not have an email address?
If you use OneDrive or Google Drive, you can create a link that anyone can open without logging in. In OneDrive, click Share, then Copy link. In Google Drive, click Share, change the permission to Anyone with the link, and copy the link. You can then send that link by text, chat, or any other method. Be careful — anyone with the link can access the file.
Does the file have to stay on my computer after I share it?
No. Once you upload a file to OneDrive or Google Drive, it lives in the cloud. You can delete it from your computer and it will still be there for others to access. If you save to a network folder, it stays on your company's servers. The only time the file has to stay on your computer is if you email it — then it is just a copy that lives in the other person's email and downloads folder.