What a shared Excel sheet is and how to set one up
A shared Excel sheet is a spreadsheet stored in a location where multiple people can open it, make changes, and see each other's edits in real time or near real time. Instead of emailing a file back and forth and losing track of which version is current, everyone works from the same document. When you share a sheet, you control whether each person can only view it, edit it, or manage who else has access.
The fastest way to share an Excel file depends on where it lives. If the file is already in Microsoft OneDrive, Google Drive, or SharePoint (a Microsoft business storage system), you can share it directly from the app without moving it. If it's on your computer, you'll upload it first, then share it from there.
The process takes about two minutes once you decide where the file should live and who needs access. You'll need the email addresses of the people you want to share with, and they'll need a Microsoft account (for OneDrive or SharePoint) or a Google account (for Google Drive).
Key Takeaways
- A shared Excel sheet lives in OneDrive, Google Drive, or SharePoint so multiple people can edit it at the same time without emailing versions back and forth.
- You control whether each person can view only, edit, or manage sharing permissions, and you can change those permissions or remove someone's access anytime.
- OneDrive works best for personal or small-team sharing; SharePoint is built for larger organizations; Google Drive works if your team uses Google Workspace.
- When you share a sheet, the other person sees a link or invitation in their email and can start editing as soon as they click it.
Sharing through OneDrive (the easiest route for most people)
If you use a personal Microsoft account or work for a company with Microsoft 365, OneDrive is the simplest choice. Open the Excel file in Excel Online (the web version) or in the desktop app, then look for a Share button in the top right corner. Click it, and a panel opens asking for email addresses.
Type in the email address of each person you want to share with, separated by semicolons if there are multiple people. Below the email field, you'll see two options: Can edit and Can view. Choose "Can edit" if they should be able to change the spreadsheet, or "Can view" if they should only read it. Then click Share. Each person gets an email with a link to the file.
If you need to change permissions later — say, you want to let someone edit who could only view before — open the file, click Share again, find their name, and click the dropdown next to their permission level. You can also remove someone's access entirely by clicking the X next to their name.
Sharing through Google Drive (if your team uses Google Workspace)
If your organization uses Google Workspace (formerly G Suite) or you prefer Google's tools, upload your Excel file to Google Drive, then open it in Google Sheets. Click the Share button in the top right, type in email addresses, and choose whether each person can view, comment, or edit.
Google Drive shares work the same way as OneDrive: each person gets an email, clicks the link, and can start working. One difference is that Google Sheets shows you in real time who is editing right now — you'll see their cursor moving and their name in the top right corner. This can be helpful if multiple people are working on the same cells at the same time, because you can see what they're typing before they finish.
To stop sharing with someone, open the file, click Share, find their name, and click the X. If you want to change what they can do (from view-only to edit, for example), click the dropdown next to their name and select the new permission.
Sharing through SharePoint (for larger teams or organizations)
SharePoint is a Microsoft system designed for teams and organizations to store and share files together. If your company uses SharePoint, your IT department usually sets up a site for your team, and you can upload Excel files there. Once a file is in SharePoint, you share it the same way as OneDrive — click Share, add email addresses, choose permission levels, and send invitations.
SharePoint is more powerful than OneDrive for large teams because it lets you organize files into folders, set permissions for entire folders at once, and track who changed what and when. For most small teams or personal use, OneDrive is simpler. Ask your IT department whether your organization uses SharePoint and where to upload files.
The difference between view-only and edit permissions
When you share a sheet, you choose what each person can do with it. View-only (sometimes called "Viewer") means they can open the file and read it, but they cannot change any cells, add rows, or modify formulas. This is useful if you want to share a report or a reference sheet that should not be changed. Edit (sometimes called "Editor") means they can make any change to the spreadsheet — add data, delete rows, change formulas, and save their work.
Some systems also offer a Comment permission level, which lets someone add notes to cells without changing the actual data. This is helpful if you want feedback on a draft without risking accidental changes to numbers or formulas.
You can give different people different permissions for the same file. For example, you might let your manager edit a budget sheet, let your accountant view it only, and let your team members comment on specific cells. Change permissions anytime by opening the Share panel and clicking the dropdown next to each person's name.
What happens when two people edit the same cell at the same time
If two people try to change the same cell in the same moment, the system handles it automatically — the last person to save wins, and their change overwrites the other person's. This is rare in practice because most people work on different parts of a spreadsheet, but it can happen if you're both editing the same row.
To avoid this, talk with your team about who is responsible for which columns or sections. If you're working on a budget sheet together, one person might handle revenue while another handles expenses. If you need to edit the same cell, take turns or use the comment feature to discuss the change before making it.
Google Sheets shows you who is editing right now, so you can see if someone else is in the file before you start. Excel Online does not show this as clearly, so a quick message to your team ("I'm updating the Q3 numbers now") prevents accidental conflicts.
Removing someone's access or stopping the share entirely
You can remove one person's access without affecting anyone else. Open the file, click Share, find the person's name, and click the X next to it. They lose access when ready and can no longer open the file. If you want to let them back in later, you'll need to share it again.
If you want to stop sharing the file with everyone, click Share and look for an option like "Remove link" or "Stop sharing". This varies slightly between OneDrive, Google Drive, and SharePoint, but the principle is the same — you're breaking the shared link so no one outside your organization can access it. People who already have the link may still be able to open it if they have direct permission; to remove them individually, use the X next to their names.
If the file contains sensitive information and you want to make sure no one can access it anymore, delete it from the shared location entirely. Deleting a shared file removes it for everyone, so make sure you have a backup if you might need it later.
Frequently Asked Questions
Can I share an Excel file that's on my computer without uploading it?
No. The file has to live in OneDrive, Google Drive, SharePoint, or another cloud storage system for multiple people to edit it at the same time. If you email the file, you're back to the problem of tracking versions. Upload it first, then share it from there.
What if someone doesn't have a Microsoft or Google account?
They'll need to create one to access a shared file. For OneDrive and SharePoint, they need a Microsoft account (free at outlook.com). For Google Drive, they need a Google account (free at gmail.com). This takes about two minutes. Some organizations allow sharing with external email addresses, but the person still needs an account to open the file.
Can I see who changed what in a shared Excel sheet?
Yes. In Excel Online, click the File menu and look for "Version history" or "See all versions". In Google Sheets, click File and then "Version history". Both show you every change, who made it, and when. You can click on any earlier version to see what the sheet looked like before a change.
What if I accidentally delete something important from a shared sheet?
Use the version history to go back to an earlier version of the file. In Excel Online, open File, click "See all versions", find the version before the deletion, and click "Restore". In Google Sheets, open File, click "Version history", find the right version, and click "Restore this version". The entire sheet goes back to that point in time.
Can I share a sheet with someone outside my organization?
Yes, but it depends on your organization's settings. If you work for a company, your IT department may have restricted sharing to people with company email addresses only. If you use a personal OneDrive or Google account, you can share with anyone who has an email address. Try clicking Share and typing in an external email — if it doesn't work, contact your IT department to ask whether external sharing is allowed.