How to share a Workbook in Microsoft Excel 2013

You know how sometimes you need to work with other people on a project of some sort. You have an Excel spreadsheet and perhaps you need someone else’s input or approval. There are a few ways to share the workbook with them and in this blog I will introduce you to three ways of how to Share a Workbook in Microsoft Excel 2013.

Share via Email

Figure – Share via email from within Excel 2013

1. Click the File Menu
2. Click Share
3. Select Email
4. Then decide which option you wish to use

• Send as Attachment – starts up Outlook and attaches the workbook to a new email message
• Send a Link – starts up Outlook and puts a link to the file in the body of the message
• Send as Adobe PDF – this will appear if you have Adobe Acrobat Standard or Professional installed on your machine
• Send as PDF – you can send your workbook as a PDF even without a pdf program on your machine, so pick this one if that is the case for you
• Send as XPS – XPS is a document file format that allows you to save your documents/spreadsheets electronically and once saved, you cannot edit them – just like once you have printed a piece of paper you cannot change what is printed.   You can send your spreadsheet as an XPS file.   The person who receives it will need an XPS viewer to be able to read the document
• Send as Internet Fax – you can send your document via Internet Fax – however you will need a Fax Service Provider to do so

Invite People to Share

Share your workbooks with other organization by inviting them.   This option sends them an email with a link to an on line version of the file – that is so long as the file is saved on line.

Invite People – Locally Saved Workbook

Figure -Invite people to share

1. Click File
2. Click Share
3. Click on Invite People

You will need to save the workbook to the Cloud in order to Invite People to share it with you.

Invite People – Workbook stored on OneDrive

Figure – Share via OneDrive

1. Click File
2. Click Share
3. Click on Invite People
4. Start to type the name of the person you want to share with
5. Select them from any list that pops up
6. Type a message telling them why they are receiving the file
7. Click Share

Happy Sharing!

This topic has been taken from my free eBook on Microsoft Excel 2013 Core : Intro which can be downloaded here:

To find out more about our training and to discuss your organisation’s learning needs, give us a call on 020 8203 1774 or email us enquiries@theittrainingsurgery.com – we would love to chat.