Here’s a checklist of everything I do before sending my file to colleagues or clients.
If the workbook has multiple sheets, I ensure the format is consistent throughout.
Also, I remove duplicate entries and properly label columns and rows.
This helps me catch formatting issues beforehand.
I use the trace precedent and dependent tools to find incorrect links and missing references.
I also verify that any embedded links point to the intended destinations.
When using conditional formatting, I ensure the rules work as expected.
I sort and filter the data to confirm everything is working correctly.
I don’t overlook seemingly simple steps, like running a spell check, to catch any spelling mistakes.
Lucas Gouveia / How-To Geek | Kamil Zajaczkowski /Shutterstock
These steps help me identify potential problems early on, preventing confusion or misinterpretation of data by the recipient.
This allows me to control who can access it and make changes to the document.
I also double-check that the password protection works correctly.
Lucas Gouveia / How-To Geek
Also, I change the file’s access permissions to View-Only (more on that later).
The backup also protects me from losing data if the original file is corrupted or accidentally deleted.
Also, when making new changes, I can use the backup instead of tampering with the original file.
When working in Excels desktop app, I create a backup by saving the file in two locations.
If I want others to view the file, I set the permissions to view only.
If I want them to be able to make changes, I keep the file editable.
I can also share the file with different recipients and customize the access permissions individually.
I set an expiration date for time-sensitive files that automatically revoke access after a certain time.
I only send the file after previewing how the printed document will look.
I also print the document whenever possible to ensure everything works fine.
8Consider the File Format and Size
I also keep in mind the file format when sharing.
I also ensure the file size isnt too large to cause problems when sharing via email.
These are some practices I consistently follow whenever I share a file.
They help me identify issues in advance and avoid embarrassment.
It also saves the recipient from having to do back-and-forth checks to understand the spreadsheet.
This also saves me time by eliminating the need for additional explanations.
