How to E-mail an Excel report

It is very easy and useful to send only the report from your Excel data!

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How many times have you wanted to send an Excel report to a business associate or co-worker, and you end up sending them the entire spreadsheet as an attachment? Have you seen how big these spreadsheets can get? You might also want to hide some of the data, and still it easy for the recipient to read the report. Here is a simple way to make everyone happy. Just follow the steps and you can send professional reports in no time!

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Instructions

Difficulty: Moderately Easy

Things You’ll Need:

A computer
MS Excel
Outlook

Step1

Create the report - see resources for more E-How articles on How to make a simple report in Excel.
In this example we have a simple report summarizing the number of companies by state, and we want to e-mail the report.
Start by formatting the report for best viewing.

Step2

AUTOFORMAT makes the report easier to read, but you can skip this step if you want. This screen shows the AUTOFORMAT choices – I favor using number one it is the simplest and easiest to read

Step3

You can also use the toolbar icon for this step. The next step is to choose SEND TO from the FILE menu.
Select the option MAIL RECIPIENT – this is the key to sending only the report.

Step4

One option sends the attachment (NOT suggested), and the other sends just the data. You might see this option asking if you want to send the entire worksheet or only the page – choose SEND THE CURRENT SHEET AS THE MESSAGE BODY.

Step5

Check your Outlook sent mail to see what this looks like! Once you choose this option, you will see an address, subject and message entry; add this information – there is plenty of room.
When you are ready to send it, click SEND THIS PIVOT TABLE REPORT.
That’s it!

Tips & Warnings

use this when you have to send a portion of the data in report form.
It makes your reports easier to read, avoids large attachments, and prevents others from seeing data you want to keep hidden.
WARNING! Did you know that if you copy and paste excel into email you risk allowing the recipient to see all your data...this can be a DISASTER if there is sensitive hidden information...