What "shareable" means for an Excel file
A shareable Excel file is one that other people can open, view, and sometimes edit on their own computers or devices. By default, an Excel file sits only on your computer — no one else can see it unless you send it to them. Making it shareable means deciding who gets access, what they're allowed to do with it, and how they'll receive it.
The word "shareable" doesn't mean the file automatically appears on someone else's screen. It means you've taken a step to make it possible for them to open it. That step might be sending the file by email, uploading it to a shared folder, or giving someone permission to edit it in a cloud storage service like OneDrive or Google Drive.
The method you choose depends on whether you want people to see the file once or work on it together over time, and whether you want to control who can change things in it.
Key Takeaways
- Email is the simplest way to share an Excel file if you only need one or two people to see it once, but they get a copy, not a live version.
- OneDrive and Google Drive let multiple people work on the same file at the same time, and you control whether they can edit or only view.
- You can set a file to "read-only" so people can open it but cannot change anything in it, which protects your original data.
- Sharing through cloud storage is faster than email for files larger than 25 MB, and it keeps one current version instead of many copies floating around.
Sending a file by email
Email is the most straightforward method if you're sharing with one or two people and they don't need to edit the file. Open your email, attach the Excel file, and send it. The person receives a copy on their computer that they can open in Excel or a free viewer like Excel Online.
The drawback is that you now have multiple copies of the same file — one on your computer, one on theirs, and one in the email. If you make changes to your copy, they won't see those changes unless you send an updated file. If they make changes to their copy and send it back, you have to manually combine the changes yourself.
Email works well for sharing a finished report or a file you don't expect to change. It does not work well if you and others need to update the same file over weeks or months.
Using OneDrive to share and collaborate
OneDrive is Microsoft's cloud storage service, and it's built into Windows and Office. When you save an Excel file to OneDrive instead of your local computer, you can share a link to that file with other people. They click the link, and the file opens in their browser — no read needed.
To share a file on OneDrive, right-click the file name, select "Share", and choose who can access it. You can send a link by email, or you can set permissions so only people with a Microsoft account can open it. Most importantly, you decide whether people can only view the file or whether they can edit it. If you choose "edit", multiple people can work on the same spreadsheet at the same time, and everyone sees the changes when ready.
OneDrive is free with a Microsoft account and comes with 5 GB of storage. If you're already using Outlook or Windows, you likely already have a OneDrive account. The file stays in one place, so there's no confusion about which version is current.
Using Google Drive for shared spreadsheets
Google Drive works similarly to OneDrive but uses Google Sheets instead of Excel. If you upload an Excel file to Google Drive, you can convert it to a Google Sheet, which makes it easier for people to collaborate. Google Sheets is free and works in any web browser.
To share a file on Google Drive, click the "Share" button, enter the email addresses of the people you want to access it, and choose whether they can view, comment, or edit. People with edit access can change the spreadsheet in real time, and you see their changes as they type. Google Drive also keeps a version history, so you can revert to an earlier version if someone makes a mistake.
Google Drive gives you 15 GB of free storage. One advantage over OneDrive is that Google Sheets often handles complex Excel formulas more smoothly, though some advanced Excel features don't translate perfectly. If your file uses only basic formulas and formatting, Google Drive is a reliable choice.
Setting permissions and controlling who edits
Both OneDrive and Google Drive let you control what people can do with your file. When you share, you see options like "Can view", "Can comment", and "Can edit". Choose "Can view" if you want people to see the file but not change anything. Choose "Can edit" only if you trust the person to make changes without breaking the spreadsheet.
You can also set an expiration date on a shared link, which means the link stops working after a certain date. This is useful if you're sharing a file temporarily — for example, sharing budget data with a contractor for one month, then revoking access when the project ends.
If you want to share a file but prevent anyone from downloading it or copying the data, neither OneDrive nor Google Drive offers that level of protection. If data security is critical, you may need to use a dedicated file-sharing service with encryption, but for most household and small-business uses, the view-only setting is sufficient.
Making a file read-only so people cannot accidentally change it
A read-only file is one that people can open and view, but they cannot save changes to the original. If they try to edit it, the program asks them to save a copy with a new name instead. This protects your original data from accidental changes.
To make an Excel file read-only on your computer, right-click the file, select "Properties" (on Windows) or "Get Info" (on Mac), and check the box that says "Read-only". When someone opens that file, they'll see a notification that it's read-only, and if they want to make changes, they have to save it as a new file.
If you're sharing through OneDrive or Google Drive, you don't need to set the file to read-only on your computer — instead, just give people "view only" permission when you share the link. That's simpler and more reliable than relying on the file's read-only status.
Choosing between email, OneDrive, and Google Drive
| Method | Best for | File size limit | Real-time collaboration |
|---|---|---|---|
| One-time sharing with one or two people | Usually 25 MB per email | No — people work on separate copies | |
| OneDrive | Ongoing collaboration with Microsoft Office users | Up to 100 GB per file | Yes — multiple people can edit at once |
| Google Drive | Ongoing collaboration with any browser user | Up to 5 million cells per sheet | Yes — multiple people can edit at once |
Email is fastest if you're sharing once and the file is small. OneDrive is best if everyone using the file already has Microsoft Office and you want to keep working in Excel. Google Drive is best if you want the easiest setup and don't need advanced Excel features.
Frequently Asked Questions
Can I share an Excel file with someone who doesn't have Excel installed?
Yes. If you email the file, they can open it in Excel Online (free, in a web browser) or in Google Sheets. If you share through OneDrive or Google Drive, they can view and edit it in the browser without installing anything. The only limitation is that some advanced Excel features may not work in the browser version.
What happens if I share a file and then delete it from my computer?
If you shared it through email, the person still has their copy. If you shared it through OneDrive or Google Drive, the file stays in the cloud storage, and the shared link still works — deleting it from your computer doesn't affect the shared version. If you delete it from OneDrive or Google Drive itself, the shared link stops working.
Can I stop someone from sharing the file with other people?
If you shared through OneDrive or Google Drive, you can change the permissions at any time. You can remove a person's access entirely, or you can change the link settings so it only works for specific people you choose. If you emailed the file, you cannot control what they do with it after they receive it.
Is it safe to share an Excel file with sensitive information?
OneDrive and Google Drive use encryption, so the file is protected in transit and at rest. However, anyone with the link or permission can see the data. If the file contains passwords, financial details, or personal information, use "view only" permission and consider removing sensitive data before sharing. For highly confidential files, consult your organization's IT department about find file-sharing options.
What's the difference between sharing a link and sharing by email address?
Sharing a link means anyone with the link can access the file, even if you don't know their email address. Sharing by email address means only the specific people you invite can access it. Email address sharing is more find if you want to control exactly who sees the file.