5 Ways to Email One Excel Sheet Easily

In today's fast-paced digital world, sharing data efficiently has become a necessity, not a luxury. Whether you're collaborating on a project, sending updates, or just trying to distribute important data, knowing how to send only one sheet of an Excel file can be incredibly useful. This post explores five simple and effective methods to share just a single Excel sheet by email, ensuring your emails remain concise and relevant.

1. Save Sheet as a New Workbook

The simplest approach is to save the specific sheet as a new Excel file:

• Open your Excel workbook containing the sheet you wish to email.
• Right-click on the sheet tab you want to send and choose "Move or Copy."
• In the dialog box that appears, select "(new book)" from the "To book" dropdown menu.
• Check "Create a copy" if you want to keep the original sheet in place.
• Click OK. This action creates a new workbook with your desired sheet as the only one included.
• Save this new workbook under a relevant name, making sure to choose a location where you can easily find it to attach in your email.

Pros:

• Very straightforward; no external tools required.
• Works with older versions of Excel.

Cons:

• Creates an extra file that you might need to manage or delete later.

⚠️ Note: Remember to check if the file size is manageable, as the entire new workbook will be sent.

2. Use Microsoft Excel's 'Quick Export' Feature

For those using newer versions of Excel (2016 and later), here’s how you can use the Quick Export feature:

• Select the worksheet tab you need to send.
• Go to the File menu.
• Choose Export, then Change File Type.
• Select Workbook then Save As.
• In the Save As dialog, pick Microsoft Excel Worksheet (*.xls or *.xlsx). This saves only the selected sheet.
• Save the file and then attach it to your email.

Pros:

• Direct method to save single sheets within Excel itself.
• Efficient for quick sharing needs.

Cons:

• Only available in newer versions of Excel.
• If you’re not careful, you might end up sending the entire workbook.

3. Convert to PDF

Converting your Excel sheet to PDF ensures recipients can view the data as intended without the need for Excel:

• Select the sheet to be sent.
• Go to File > Save As.
• Choose PDF under File Type.
• Adjust settings if necessary (like range or layout), then click Save.
• Email the PDF as an attachment.

Pros:

• Recipient can view the data without Excel installed.
• Maintains data integrity and formatting.

Cons:

• PDFs are not editable, which might be a limitation if edits are needed later.

📝 Note: Be mindful of sensitive data; PDF conversion might not secure data if password protection isn't applied.

4. VBA Macro for Sheet Extraction

For those comfortable with VBA scripting, here's how to automate the sheet extraction:

• Press Alt + F11 to open the Visual Basic Editor.
• Go to Insert > Module.
• Paste the following code:

  Sub SendSheetAsAttachment()
      Dim OutApp As Object
      Dim OutMail As Object
      Dim FilePath As String
      Dim TempFile As String
      Dim ws As Worksheet
      Set ws = ThisWorkbook.Sheets(1)
      TempFile = Environ$("temp") & "\TempFile.xlsx"
      ws.Copy
      ActiveWorkbook.SaveAs TempFile, xlWorkbookDefault
      ActiveWorkbook.Close False
      Set OutApp = CreateObject("Outlook.Application")
      Set OutMail = OutApp.CreateItem(0)
      With OutMail
          .To = "recipient@example.com"
          .CC = ""
          .BCC = ""
          .Subject = "Workbook Sheet " & ws.Name
          .Body = "Please find the attached file containing the " & ws.Name & " sheet."
          .Attachments.Add TempFile
          .Send
      End With
      Set OutMail = Nothing
      Set OutApp = Nothing
      Kill TempFile
  End Sub
  

• Replace recipient@example.com with the actual email address.
• Run the macro by pressing F5 in the VBA editor or assigning it to a button or keyboard shortcut in Excel.

Pros:

• Can automate repetitive tasks.
• No manual saving or emailing needed.

Cons:

• Requires basic VBA knowledge.
• Only works within environments that allow macro execution.

5. Online Services and Apps

Consider using specialized tools or online services:

• Choose an online service like Dropbox, Google Drive, or OneDrive.
• Create a folder to upload your Excel sheet.
• Share the folder or file, setting appropriate permissions to "view only" if needed.
• Send the shared link via email to your recipients.

Pros:

• Easy to use for those less tech-savvy.
• No software dependencies for recipients.

Cons:

• Requires internet access for both sender and recipient.
• Potential privacy concerns if using public cloud services.

In this article, we've covered various methods for sharing a single Excel sheet by email, each with its own advantages. From the simple save as new workbook approach to the automation offered by VBA macros, there's something for everyone. Choosing the right method will depend on your comfort with technology, the version of Excel you're using, and the preferences or limitations of your recipients. Whether you're sending project updates, financial data, or any other information, these methods ensure your emails remain relevant and your data is shared efficiently.