The simplest way: upload to OneDrive or Google Drive

The easiest path is to save your Excel file to OneDrive (Microsoft's cloud storage) or Google Drive, then share the link. Both services let you control whether people can view only, comment, or edit — and you can revoke access anytime without touching the file itself.

To share from OneDrive: open the file, click the Share button in the top right, choose who can access it (specific people, a link anyone can use, or public), then decide if they can edit or view only. OneDrive sends them a notification with the link.

To share from Google Drive: upload your Excel file there, right-click it, select Share, enter email addresses or create a shareable link, and pick the permission level. Google Sheets (Google's spreadsheet program) also opens Excel files and works the same way.

Key Takeaways

  • OneDrive and Google Drive are the safest methods because you control who sees the file and can remove access without deleting it.
  • You can set permissions to "view only" so people cannot accidentally change your data, or "edit" if you want them to make changes.
  • Emailing the file as an attachment means you lose control once it leaves your inbox — anyone who receives it can forward it anywhere.
  • If multiple people edit the same file at once, cloud storage handles conflicts better than email does.
  • Shared links can be turned off when ready, but files sent by email cannot be unsent or recalled.

Why cloud storage is safer than email

When you email an Excel file, you send a copy. Once it lands in someone's inbox, you have no control over it — they can forward it to anyone, save it to their own computer, or edit it without you knowing. You also cannot tell who has actually opened it or what they changed.

Cloud storage keeps one master file in one place. Everyone works on the same version, so there is no confusion about which copy is current. If someone leaves your team, you can remove their access in seconds, and they lose the ability to see or edit the file when ready.

Cloud storage also tracks who made which changes and when. If someone deletes important data, you can see it happened and often restore it. Email gives you none of that.

Sharing with specific people versus a public link

When you share with specific people, you enter their email addresses and only they can access the file. This is the right choice if the spreadsheet contains sensitive information — client lists, financial data, passwords, or anything you would not want a stranger to see.

A public link (or a link anyone with the link can view) is useful for sharing with a large group or when you do not have everyone's email address. The downside: anyone who gets the link can access it, and you cannot control how it spreads. Use this only for information that does not matter if it becomes public.

You can change the permission level anytime. If you shared a link as "view only" and later want people to edit, you can update it without resending anything — the same link now grants edit access.

Setting permissions: view, comment, or edit

View only means people can see the spreadsheet but cannot change anything. Use this when you want feedback or want to show data without risking accidental deletions.

Comment (available in some services) lets people add notes and suggestions without changing the actual cells. This is useful for review workflows — someone can flag a number as wrong without overwriting it.

Edit means people can change, delete, or add data. Use this only for people you trust and only for files where mistakes are not catastrophic. If three people are editing the same cell at the same time, cloud storage will usually warn you and let you choose which version to keep.

What happens when multiple people edit at once

If you and a coworker both open the same OneDrive or Google Drive file and make changes simultaneously, the system saves both changes in real time. You see their cursor moving and their edits appearing as they type. This is called co-authoring, and it prevents the mess of emailing files back and forth and losing track of who changed what.

If two people edit the exact same cell at the exact same time, the cloud service will flag the conflict and ask you to choose which version to keep. This rarely happens in practice because most people work on different parts of a spreadsheet.

Excel Online (the browser version of Excel in OneDrive) handles co-authoring smoothly. The desktop version of Excel (the program you install on your computer) can also co-author, but you need to save the file to OneDrive or SharePoint, not to your local hard drive.

Sharing Excel files through Microsoft 365 or SharePoint

If your workplace uses Microsoft 365 (the subscription version of Office), you can share through OneDrive or SharePoint (Microsoft's team collaboration platform). SharePoint is designed for teams — it organizes files in folders, tracks versions, and lets you set permissions by department or role.

For most people, OneDrive is simpler. SharePoint is useful if your organization has dozens of files, multiple teams, and complex permission rules. Your IT department usually sets up SharePoint, so you do not have to decide.

Both OneDrive and SharePoint use the same sharing interface: click Share, choose people or create a link, pick the permission level, and send. The main difference is that SharePoint is built for group management and OneDrive is built for personal or small-team use.

When you cannot use cloud storage

Some workplaces block OneDrive or Google Drive for security reasons. If that is your situation, ask your IT department what you should use instead. Many organizations have their own approved file-sharing system, often built on SharePoint or a similar platform.

If you must email the file, add a note asking people not to forward it further and to delete it after they are done. This does not may provide anything — it is just a courtesy. You lose all control once you hit send.

If the file contains very sensitive data (financial records, health information, passwords), do not share it by email or public link at all. Talk to your manager or IT department about the right way to handle it.

Frequently Asked Questions

Can I share an Excel file if I do not have OneDrive or Google Drive?

Yes. You can email the file as an attachment, though you lose control of it once it is sent. You can also create a free OneDrive or Google account in minutes — both offer free storage (5 GB for OneDrive, 15 GB for Google Drive), which is usually enough for spreadsheets. Many people use both.

What if someone I shared with changes important data?

OneDrive and Google Drive keep a version history. You can see who made each change and when, and you can restore an earlier version of the file. Right-click the file, select Version history (OneDrive) or Version history (Google Drive), and pick the version you want to restore.

Can I share a file with someone who does not have a Microsoft or Google account?

Yes. Create a shareable link and send it to them. They do not need to log in — they can open the file directly in their browser. If you want them to edit, they may need to create a free account, depending on the service and your settings.

What is the difference between sharing and giving someone a copy?

Sharing means they access the same file you do, and changes appear for everyone. A copy means they get their own version, and changes do not affect your original. Email always sends a copy. Cloud storage lets you choose — you can share the file itself or read a copy and email that.

Can I stop sharing a file after I have already sent it?

If you shared a link through OneDrive or Google Drive, yes — you can turn off the link or remove the person's access anytime, and they lose the ability to see or edit it when ready. If you emailed the file, no — you cannot unsend it or prevent them from keeping a copy.