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Sharing Excel Data, comparing the options
Excel is a remarkably powerful tool, and many users find it an
ideal place to store a wide variety of data. However, data is more useful if it
is available to other people who need it. Excel provides several options for sharing
data with other people, and there are some third-party solutions available as well.
This table compares a number of methods for sharing Excel data with other people. If these
methods aren't ideal for your situation, take the LinkedCells tour
to see how to share data with your contact from inside Excel.
Method |
Pros |
Cons |
Email a copy of the data (copy/paste) |
Good for sending a few data items or a one-time snapshot of the data. |
Pasting the data from the email back into Excel results in formatting problems. When the original data changes, the data must be emailed again. |
|
Email the spreadsheet |
The receiver gains some context for the data being shared. Copying and pasting from the spreadsheet into the consumer’s spreadsheet preserves formatting. |
The user sees your entire spreadsheet. When the original data changes, the spreadsheet must be emailed again. |
Cell reference to another spreadsheet on a network |
When the original data changes, the cell references obtain the new data. The cells references can be utilized within formulas in the spreadsheet. |
Data is only kept up-to-date as long as the original workbook is accessible. #REFs are often returned when a user is modifying the original source workbook. Password protection limitations. Links only return the first 255 characters. Problems are encountered when workbooks are renamed or deleted. Notorious for being difficult to use. |
Share the workbook on the network |
Everyone on the network can see the workbook. Permissions can be set up to determine who can modify the workbook, etc. |
Everyone on the network can see the workbook. Permissions are difficult to configure. Conflicts arise when multiple users modify the same data. |
| Microsoft SharePoint services |
Ability to publish Excel data to a configured SharePoint server so others can view it outside of the original workbook. Ability to subscribe to Excel data that has been shared on a configured SharePoint server. |
Setting up the SharePoint site is complex, and usually requires the assistance of your IT department. The URL of the SharePoint site must be remembered. Others must be emailed to notify them of the location of the data on the SharePoint site. Data that is published is meant to be viewed by others. Linking to the data in an existing workbook is tricky and difficult to keep working. |