Excel Tip #5: Send Excel File Using Email
This tip doesn’t seem like it’s very useful, since most people know how to add a file attachment to an email these days.
However Excel makes it easy to send your file in a variety of different ways.
To send your Excel file using email:
- Click File.
- Click Save & Send.
- Click Send Using Email.
You will then be presented with several different sending options.
- Send as Attachment
- Use this option to send your spreadsheet as a normal email attachment.
- All recipients will receive their own copy of the workbook.
- Recipients can save, and edit their own copy of the workbook, which will not change any other recipient’s copy.
- Send a Link
- Sending a workbook as a link will email each recipient a link to the file.
- Each recipient will be able to edit the same file – useful for collaborating on a project.
- Each recipient must have access to the file’s location in order to view or edit the file. Sending a link is useful in an office environment where everyone has access to the same network and files.
- Send as PDF
- Attach a copy of the workbook as a PDF rather than an Excel spreadsheet.
- Makes it difficult for recipients to make changes to the file’s contents.
- Consistent format on different computers or devices.
- Send as XPS
- Similar benefits and limitations to sending as a PDF.
- XPS files are Microsoft’s alternative to PDFs.
- Requires an XPS viewer to view, which may be problematic if sending to a Mac user who may not have one installed.
- Send as Internet Fax
- Send the spreadsheet as a fax without the need for a fax machine.
- Requires an internet fax service provider.