How to Share Only One Sheet in Excel Online: A Complete Guide

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When you want to share data in Excel Online but keep other sheets private, you need a method that gives access to only one sheet. This is useful for protecting sensitive information, avoiding confusion, and making collaboration easier.

In this guide, you’ll learn step-by-step methods to share a single worksheet while keeping the rest of your workbook secure.

Why You May Need to Share Only One Sheet

Sometimes you don’t want to send the whole file because it contains:

• Confidential data in other sheets
• Complex formulas that should remain hidden
• Internal notes not meant for all viewers
• Multiple project sections with different audiences

Sharing only one sheet helps maintain data security while improving collaboration efficiency.

Limitations of Excel Online Sharing

Before starting, it’s important to understand that Excel Online doesn’t have a built-in feature to share only one sheet from within the same workbook. When you share a workbook link, it grants access to all sheets.

To work around this, you can:

• Create a separate file with only the sheet you want to share.
• Use OneDrive or SharePoint to manage file permissions.
• Protect other sheets with a password if you must keep them in the same file.

Method 1: Copy the Sheet to a New Workbook and Share

This is the easiest way to share just one worksheet.

Steps to Copy a Sheet in Excel Online

1. Open the workbook in Excel Online.
2. Right-click on the sheet tab you want to share.
3. Select Move or Copy.
4. Choose New Book as the destination.
5. Save the new workbook in OneDrive.
6. Share the new file link with the intended person.

Benefits of This Method

• Ensures only the selected sheet is visible.
• Maintains formatting and formulas.
• Simple to execute.

Method 2: Download, Split, and Upload Again

If you’re comfortable working in Excel Desktop, you can split the workbook before sharing.

1. Download the workbook from Excel Online.
2. Open it in Excel Desktop.
3. Right-click the sheet you want to share and choose Move or Copy → New Workbook.
4. Save this as a separate file.
5. Upload it to OneDrive or SharePoint.
6. Share the file link.

This method is helpful if you need offline editing before sending.

Method 3: Protect Other Sheets with a Password

If creating a separate file is not an option, you can hide and protect other sheets so they can’t be accessed.

Steps:

1. Open the workbook in Excel Desktop (this option isn’t fully available in Excel Online).
2. Go to the sheet you want to keep visible.
3. Hide other sheets by right-clicking their tabs and selecting Hide.
4. Protect the workbook structure:
   • Go to Review → Protect Workbook.
   • Enter a password.
5. Save and upload the file to OneDrive or SharePoint.
6. Share the link.

Important Note

While this hides other sheets, determined users might still unprotect them if they guess the password. This method is less secure than creating a separate file.

Method 4: Share as a PDF for Viewing Only

If the person only needs to view the data and not edit it, exporting the sheet as a PDF is effective.

1. In Excel Online, select the sheet you want.
2. Go to File → Print → Print Active Sheet.
3. Choose Save as PDF.
4. Upload the PDF to OneDrive.
5. Share the PDF link.

This ensures the person can’t accidentally modify the data.

Method 5: Use Power Query to Link Data

If you regularly need to share a sheet with updated data, you can use Power Query to create a linked workbook.

1. Create a new workbook in Excel Online.
2. Use Get Data (Power Query) to pull only the required sheet from the source workbook.
3. Save the linked workbook in OneDrive.
4. Share the link to this new file.

This allows you to keep the original workbook private while sharing updates automatically.

Comparison of Methods to Share Only One Sheet in Excel Online

Tips for Secure and Efficient Sharing

• Always double-check the shared file before sending.
• Use descriptive file names like “Sales_Report_Q1_Sheet_Only.xlsx” for clarity.
• For sensitive data, consider removing formulas and sharing only values.
• Keep a backup of the original workbook before splitting.

How to Share the File in Excel Online

Once you’ve prepared your single-sheet file:

1. Open the file in Excel Online.
2. Click the Share button in the top right.
3. Choose whether recipients can edit or view only.
4. Enter their email addresses or generate a shareable link.
5. Click Send.

Using OneDrive or SharePoint for Permission Control

If your files are stored in OneDrive or SharePoint, you have more control over permissions:

• Set an expiration date for the link.
• Prevent downloading of the file.
• Allow only specific people to access the file.
• Disable editing for view-only access.

These settings can help further secure your data when sharing.

Common Mistakes to Avoid

• Sharing the entire workbook by accident – Always verify the file content.
• Forgetting to check permissions – Make sure the settings match your intention.
• Leaving sensitive formulas in the shared sheet – Replace them with static values when needed.
• Not keeping a master copy – Always save a version with all your sheets intact.

Best Practices for Collaborative Work

When working with multiple people:

• Use clear sheet names so collaborators know what they’re seeing.
• Keep formatting consistent for readability.
• Include comments or notes in the sheet to explain data if needed.
• Store files in a shared folder for easy updates and version tracking.

Final Thoughts

While Excel Online doesn’t allow sharing a single sheet directly, these workarounds make it simple to give access to only what’s necessary. Whether you choose to create a new workbook, export as PDF, or use Power Query for live updates, the key is balancing accessibility with data protection.

By applying these methods, you can collaborate effectively without risking exposure of sensitive or irrelevant information.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.