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Excel Security Checklist Before Sharing Files (2026 Guide)

Before you share an Excel workbook, spend two minutes on this quick review. It prevents leaks and improves recipient experience.

1) Classification and intent

  • Need confidentiality? Encrypt with a password to open.
  • Only want to prevent edits? Use sheet/workbook protection.

2) Visible and hidden content

  • Hidden or “very hidden” sheets: decide to keep or remove.
  • Hidden cells or formats that mask data.
  • Defined names pointing to sensitive ranges.

3) External links and sources

  • Links to other files or URLs: break or update.
  • Queries/Power Query: validate credentials and scope.

4) Macros and automation

  • Remove unnecessary macros; sign and document required ones.
  • Inform recipients about logic that impacts results.

5) Metadata and properties

  • “File → Info → Inspect Document”: clean properties, comments, personal info, and hidden content.

6) Appropriate protection

  • Apply sheet and workbook protection with editing exceptions if needed.
  • For sensitive data, use encryption (password to open). Do not share the key over unsecured chat/email.

7) User experience

  • Provide brief instructions (a “README” sheet or notes).
  • Consider exporting to PDF for read‑only consumption when applicable.

8) Sharing and permissions

  • Prefer permissioned, expiring links (OneDrive/SharePoint) over attachments.
  • Least privilege: only who needs it, for as long as needed.

9) Final verification

  • Open as a guest or on another device to validate.
  • Test passwords and permissions before sending.

More resources: /en/excel-protection-vs-encryption and /en/excel-workbook-protection.

Guided workflow (quick)

  1. Clean: File → Info → Check for Issues → Inspect Document → Remove suggested sensitive items.
  2. Protect:
    • Editing only: Review → Protect Sheet/Workbook (configure exceptions).
    • Confidentiality: File → Info → Protect Workbook → Encrypt with Password.
  3. Permissions: share via OneDrive/SharePoint with expiration and least privilege.
  4. Verify: open as guest/other device; validate prompts, links, and macros.

Delivery options

  • Read‑only consumption: export to PDF.
  • Dynamic collaboration: permissioned link with version control in M365.
  • Restricted environments: IRM/Sensitivity labels if supported by your organization.