5 Easy Ways to Email a Sheet from Excel Workbook

Exploring the Basics of Emailing from Excel

Emailing directly from an Excel Workbook is a powerful feature that can streamline workflows and enhance productivity, especially for those who frequently work with large datasets or reports. Excel, being one of the most used tools in business environments, offers several methods to send sheets directly from your workbook to your email. Here, we delve into five easy methods to accomplish this task.

Method 1: Using VBA for Custom Emailing

Visual Basic for Applications (VBA) provides Excel users with the ability to automate repetitive tasks, including sending emails. This method requires some familiarity with VBA, but once set up, it can be incredibly efficient:

• Open Excel: Start by opening the workbook you want to email from.
• Access VBA: Press ALT + F11 to open the VBA editor.
• Insert a Module: Go to Insert > Module to create a new module where you will write your VBA code.
• Write VBA Code: Here’s a basic template to send an email:

Sub SendEmail()
    Dim OutApp As Object
    Dim OutMail As Object
    Dim strbody As String
    
    Set OutApp = CreateObject("Outlook.Application")
    Set OutMail = OutApp.CreateItem(0)
    
    strbody = "Hello,<br><br>Please find the attached Excel file for your review.<br><br>Best Regards,<br>Your Name"
    
    On Error Resume Next
    With OutMail
        .To = "recipient@example.com"
        .CC = ""
        .BCC = ""
        .Subject = "Monthly Report"
        .Body = strbody
        .Attachments.Add ActiveWorkbook.FullName
        .Send   'or use .Display to show email before sending
    End With
    On Error GoTo 0
    Set OutMail = Nothing
    Set OutApp = Nothing
End Sub

• Save & Run: Save the module, close the VBA editor, and run the macro by going to Developer > Macros or pressing ALT + F8, select your macro, and run it.

🔍 Note: VBA relies on Outlook to send emails. If you don't have Outlook installed, you might need to consider other methods or adjust the code to work with alternative email clients.

Method 2: Leveraging the 'Send to Mail Recipient' Feature

For users who don’t need custom setups, Excel provides a built-in feature:

• Select the Sheet: Click on the sheet tab you want to email.
• Send as Attachment: Right-click on the sheet tab and choose Send to Mail Recipient.
• Compose Email: An email window will open with the sheet as an attachment. Add the recipient’s email, subject, and any message you’d like, then click ‘Send’.

This method is straightforward but might not give you the flexibility of VBA for customizing emails or automating sending processes.

Method 3: PDFing Your Excel Sheet for Email

If you wish to send your Excel sheet in a universally accessible format like PDF:

• Export as PDF: Go to File > Export > Create PDF/XPS Document, then click ‘Create PDF/XPS’.
• Attach the PDF: Open your email client, compose a new email, and attach the PDF file.

Method 4: Using Quick Access Toolbar Customization

The Quick Access Toolbar (QAT) can be customized to include a ‘Send to Mail Recipient’ button:

• Customize QAT: Click the down arrow on the QAT, then More Commands.
• Add Command: From the ‘Choose commands from’ dropdown, select All Commands. Scroll and find Send to Mail Recipient. Add it to the QAT.
• Send with One Click: Now, select your sheet, click the new button, and follow the prompts to email the sheet.

Method 5: Email via Excel Online

For those who are often on the go, Excel Online provides an easy way to send sheets:

• Open in Browser: Open your workbook in Excel Online (OneDrive, for example).
• Share: Click the Share button, then Email.
• Compose Email: Fill in the details and choose to either send the entire workbook or specific sheets. You can opt to send a link or an attachment.

The above methods cater to different user needs, from automated processes to simple, quick share options.

Summarizing Key Points:

Through this post, we’ve explored multiple ways to email an Excel sheet. From VBA for customization and automation, to the simplicity of using Excel’s built-in features, each method offers unique advantages. Whether you need to send out regular updates, share data with colleagues, or present reports in a secure, universally readable format, these techniques can make your workflow more efficient.

FAQs:

Can I email just part of a sheet in Excel?

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Yes, you can email a specific range or part of a sheet by either converting it to PDF or manually copying the data into a new sheet and sending that.

Is there a way to schedule sending emails from Excel?

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Yes, with VBA, you can schedule emails by using the Windows Task Scheduler to run your Excel macro at specified times.

What if I need to send encrypted or password-protected sheets?

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You can password protect the Excel file before sending it or use tools like PDF to encrypt the document for added security.

Each method has its place, depending on your work environment and needs. By utilizing these techniques, you can make communication through Excel more seamless and effective.