[Excel] It is inefficient to attach a book to the email and share it!Technique to easily share Excel files
It is troublesome to switch to email software to share a book ...
In the tasks of the team, there are many opportunities to share your Excel book with your boss and colleagues.How do you share your book?
I think there are many people who send a book to the team members with an email and share them.But have you switched from Excel to email software, entered the destination, subject, or text, and sent the text without attaching the book?I think it's a waste of time to create an email to resend it.
It would be very efficient if you could share your book directly from Excel.Excel has a way to efficiently share your book.This time, I will explain three ways to share books directly from Excel.
Technique ❶: Up a book to OneDrive and share links
The first method is to upload a book to OneDrive, send a link to the uploaded location to the other party and share it.Books stored only in your computer cannot be shared in this way, so be sure to upload them to OneDrive.OneDrive is an online storage service provided by Microsoft, and basic functions can be used for free.Please refer to the previous article for how to set ONEDRIVE and basic usage.
First, upload the book to OneDrive (①).If you are in OneDrive, there is no problem if the folder is divided.In this article, the book is uploaded to OneDrive in Explorer, but it is of course OK to save it from Excel to OneDrive or upload it from a web browser.
Open the book saved in OneDrive and click [Share] (②) at the top right of the screen.
A [Sharing] work window is displayed on the right side of the screen.Click [Get shared link] (③) displayed at the bottom of the screen.
There are two types of shared links: a "edit link" that can be edited by the partner who opened the book, and a "display only link" that can only be browsed because the other party cannot edit it.Choose a link type according to the permission to permit the other party.Here, click [Edit Link] (④) so that the partner who received the book can update the book.
A link (⑤) to the location where the document has been uploaded is displayed.Click [Copy] (⑥) to copy the link and send it to the person you want to share by email or chat.
When you click the link received by the opponent, the browser starts, the book is displayed in Excel Online and you can share the book.The partner who receives the book can edit the book from Excel Online from the browser.If you have a Microsoft account, you can sign in and open a book with Excel on a PC or tablet.
Technique ❷: Share your book directly by email from Excel
The second technique is to share the link to the book directly by email from Excel.Save the book in oneDrive, like technique 1, click Sharing at the top right of the screen to display the Sharing window.
In the [Invitation of the User] column, enter the email address you want to share, the permissions to be given to the other person (edited or browsing only), the message to the other party (①), and click [Share] (②).。You can also enter multiple email addresses by separated by "," (half -width commas).
Then, an email with the link to the document will be sent to the other party.In addition, the Excel screen shows the Microsoft account name of the transmitted partner (email address if you do not have a Microsoft account) and the permissions given to each person (③) (here are two).Share books with users).The people displayed here can open and edit books using Excel or Excel Online in your computer, just like technique 1.
In this case, you can switch to an email app, create a text, attach and send it.In addition, since the shared partner is displayed on the screen, it seems that there will be less impatience later, saying, "I forgot to email XX!"
Share in this way not only makes it easier for the shared partner to be easy to understand, but is also easy to operate when you want to cancel the share.If the other party needs to cancel the shared by getting out of the project, right -click (④) the user name you want to delete on the [Sharing] Work window, and click [Delete user] (⑤).。
Users who have canceled the share will not be displayed on the screen (⑥), so you can always understand the shared partner at any time.Users who have been shared will not be able to open them because they have no authority to access them, even if they try to open a book from the already sent links.
Technique ❸: Easy convert to PDF and attach to email (Office 365 only)
Excel books are often saved as PDFs and sent by e -mail, such as when sending an Excel material to a person who does not have Excel, or when sending materials that you do not want to be corrected to the other party, such as when you send materials that you do not want to be corrected to the other party.Surprisingly, it takes time to re -reit or launch an email app.Here, as a third shared technique, I will explain how Excel can be easily attached to email as a PDF.However, this technique can only be used by Office 365 users, and there is no function in the package version of Excel 2016 and Excel 2019.
Save the book to oneDrive, as in the technique ❶ and ❷, and display the [Sharing] work window (this technique can be used even if you do not save it on oneDrive, but how to do that.Will be explained later).Click [Send as an attached file] (①) displayed at the bottom of the screen.
[Send Copy] and [Send PDF] will be displayed. Click [Send PDF] (②).
Then, the e -mail software set by the default (here, Outlook) starts up and opens a new email creation screen.This creation screen is already attached to a PDF format (③).All you have to do is edit and send the destination, subject, and text.However, even if you attach a PDF to an email in this way, you will not automatically save PDF format books on your computer.If you need to leave a PDF format book on your hand, save the file attached to the sent email later.
By the way, as I mentioned a little in the first half of this section, unlike the technique ❶ ・ ❷, this technique can be used even if the book is not stored in oneDrive.If a book is stored in a place other than OneDrive, click [Share] at the top right of the screen to display the following screen instead of the Sharing window.If you select [PDF] from the [Attach a copy instead] column (④), the book will be attached to the e -mail in PDF format as before.
Utilizing the Excel shared function increases the efficiency of shared books!
This time, I explained three techniques that efficiently share Excel books.In any method, you can share your book smoothly without switching the screen from Excel, which is very efficient.In particular, if you link with the oneDrive that you explained earlier, you may find that sharing is very easy.
If the efficiency of the operation for sharing is improved, you can increase the time to brush up the contents of the book itself.Please learn the contents explained this time and use it to improve your work efficiency!
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