Sharing Excel files correctly is just as important as creating Excel files professionally. That's why I always check the formatting of files, correct any mistakes, back up files, and apply password protection before sharing them. Here's a checklist of everything I do before sending a file to a colleague or client.
Delete unnecessary data to clean up spreadsheets
The first thing I do before sharing an Excel spreadsheet is to organize it to make it easier for recipients to navigate. I removed unnecessary data and checked formatting to make sure I was using consistent fonts, sizes, and styles throughout my spreadsheet. If the workbook has multiple sheets, I make sure the formatting is always consistent.
I also checked that I was using consistent number, text, and date formatting, and that the data within the cells in the workbook was aligned consistently. I removed empty columns and rows, removed all comments, and removed unnecessary calculations used when preparing the worksheet. Also, I removed the duplicate entries and labeled the columns and rows correctly.
To avoid surprises, I open the spreadsheet on another computer and smartphone to see how it appears on the recipient's end. This helps me catch formatting issues ahead of time.
Check your spreadsheet for errors and issues
Once my Excel spreadsheet looks cleaner, I check and fix the error. I make sure the formula is set correctly, look for incorrect cell references, and use Excel's built-in error checking tool to find critical calculation issues. I use the Track Reference Cells and Dependencies tool to find incorrect links and missing references.
I've also verified that any embedded links point to the intended destination. When using conditional formatting, I make sure that the rules work as expected. I sort and filter the data to confirm that everything is working properly. I don't overlook seemingly simple steps like running a spell check to catch any spelling mistakes.
These steps help me identify potential issues early and prevent recipients from getting confused or misinterpreting the data.
Protect the workbook with a password
I always password protect an Excel spreadsheet before sharing it, especially if it contains confidential information. This gives me control over who can access it and make changes to the document. While I personally don't use these options, you can set different passwords to lock individual worksheets, workbook structures, etc.
When sharing passwords, I use a different, more secure channel than when I send files. I also double-check that the password protection is working properly. To password protect your Excel file, click the File tab, select Info, then click Protect Workbook, select Encrypt with Password, and set a strong and unique password.
Add clear instructions to a spreadsheet that is shared publicly
Before sharing the spreadsheet publicly, I added clear instructions to ensure that users of all levels of expertise can understand and use the spreadsheet. I clearly marked where the user needed to enter data or perform calculations, explained complex formulas, and used annotations, annotations, and color coding to highlight key outputs and important parts.
I've also added my email address to the file so anyone who has a problem can quickly contact me. Also, I changed the access to the file to "view only" (more on that later). This prevents others from making changes to the original file while allowing them to view it and create their own copies if needed.
Create a backup copy of the workbook
I always create a backup of my Excel spreadsheet before sharing. That way, if someone inadvertently changes the document, I can still access the original copy, upload it to the drive, and share it again. The backup also protects me from losing data if the original file is corrupted or accidentally deleted.
Also, when making new changes, I can use a backup instead of tampering with the original file. When working in Excel's desktop app, I create a backup by saving the file in two locations. When I use Excel online, I either download the file for backup, or create an online copy and store it in my personal vault in OneDrive for added security.
Adjust the sharing settings as needed
Before sharing any Excel file, I always adjust the sharing settings to ensure that only the intended recipients can access it with the appropriate permission level. If I want others to view the file, I'll set the permission to view only. If I want them to be able to make changes, I keep the file editable.
I can also share files with different recipients and customize access rights individually. I set an expiration date for time-sensitive files that automatically revoke access after a certain amount of time. I inform recipients of their permission level and test the file to make sure the user doesn't get locked out due to permission misconfiguration.
Make sure the file is optimized for printing
If I know that the recipient will print the Excel file and use it in physical form, I check that the content matches the page perfectly based on the size and orientation of the paper they will be using. I check and adjust the page breaks to make sure the data isn't awkwardly split between pages, and double-check to see if key elements are hidden or missing.
I only send files after previewing what the printed document will look like. I also print documents as much as possible to make sure everything is working properly.
Consider the file format and size
I also remember the file format when I share. If I only want the recipient to view the file, I'll convert it to a non-editable PDF, perfectly preserving its presentation. If the recipient needs the file in its original format, I will keep it in its original format (XLSX). I also asked the recipient if they were using an older version of Office to save the file in a compatible format.
I also made sure that the file size wasn't too big so that it wouldn't cause problems when sharing via email. If it's large, I compress and resize an image or graphic, delete unused sheets, or save the file in a compressed format to reduce its size. If file size is still an issue, I'll upload it to the cloud and share the download link, not the file itself.
Whenever I share a file, I follow these practices. They helped me identify problems in advance and avoid embarrassment. It also saves the recipient from having to go back and forth to understand the spreadsheet. This also saves me time as no additional explanations are required.