To share an Excel file as a link, save it to OneDrive or SharePoint, select Share in the top-right corner of Excel, and choose Copy link. Before you paste it anywhere, check the link settings: choose who the link works for, and whether people Can view or Can edit. Anyone who opens the link sees the workbook in Excel for the web, so they don’t need Excel installed.
Applies to: Excel for Microsoft 365 on Windows and Mac, Excel for the web and OneDrive. Some options depend on whether you use a personal or a work or school account.
Step 1: Save the workbook to OneDrive
A link points to a file in the cloud, so the workbook must be in OneDrive or SharePoint. If it’s saved on your PC, select Share and Excel offers to upload it, or select File > Save As and choose your OneDrive.
Step 2: Copy the link
- Open the workbook and select Share in the top-right corner.
- Select Copy link. In some versions, select Share > Share first, then the copy link button at the bottom.
- Before you paste it, open the link settings, shown as a gear icon or a line such as Anyone with the link can edit.
Step 3: Choose the link settings
Who the link works for
- Anyone: works for whoever has the link, without signing in. Easiest, but if it’s forwarded, others can open it too.
- People in your organization: only people with an account at your work or school. Work and school accounts only.
- People with existing access: doesn’t give anyone new access. Use it to send a link to someone who already has permission.
- Specific people: only the people you name. They may need to verify their email address.
What they can do
- Can edit: they can change the workbook, and you see their changes as they make them.
- Can view: they can open, sort and filter for themselves, but can’t change the file. They can still copy data or download a copy.
- Can’t download (work and school accounts): view-only, without downloading. Copying and screenshots are still possible.
Extra protection
With a Microsoft 365 subscription, Anyone links can also have:
- Set expiration date: the link stops working after the date you pick.
- Set password: people need the password to open the file. Send it separately, for example by text.
Select Apply, then Copy, and paste the link into an email, chat or document.
Link to a specific sheet or cell
To send people straight to the right place, right-click a cell in a workbook saved in OneDrive and select Link to this Cell, or Link to this Range after selecting several cells. The link opens the workbook with that cell selected. Recipients still need permission from one of the links above.
- Go to onedrive.live.com, or your work OneDrive, and sign in.
- Select the circle next to the workbook, then Share or Copy link.
- Choose the link settings as in Step 3.
This works from any computer, even one without Excel.
Turn off a link or change its settings
- Open the workbook and select Share > Manage access. In some versions, select the three dots in the Share window first.
- Find the link under Links.
- Change Can edit to Can view, or delete the link to stop it working for everyone who has it.
Troubleshooting
“Anyone” isn’t available
Your organization has turned it off. Use Specific people or ask your IT department.
The person sees “You need permission to access this item”
The link is set to Specific people or People in your organization, and they’re signed in with a different account. Send the link to the email address they use, or change it to Anyone if that’s allowed.
They can open the file but can’t edit
The link is Can view, or the sheet is protected. Giving edit access to an Excel sheet explains how to open it up.
The Share button is missing
You’re using a one-time purchase version of Excel or aren’t signed in. Sign in under File > Account, or upload the file to OneDrive in a browser and share it from there.
Frequently asked questions
Is sharing a link safer than emailing an attachment?
Usually. You can change or remove access later, and everyone works on the same copy. An attachment can’t be taken back.
Can I password-protect the workbook itself?
Yes. A password on the file stays with it wherever it goes, and requiring a password to open an Excel file shows how to add one.
Can several people edit through the same link at once?
Yes. With Can edit links, everyone can work at the same time and sees each other’s changes. There’s more about co-editing in sharing an Excel spreadsheet for editing.
Related: viewing version history in Excel, enabling Share Workbook, and sharing a Word document.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.