Excel Tutorial: How To Link Excel To Outlook Email


Linking Excel to Outlook email is an essential skill for professionals who need to send reports, spreadsheets, or data analysis through email. This easy and time-saving process creates a seamless workflow and ensures that the recipient receives the most up-to-date information. In this tutorial, we will cover the step-by-step process of linking Excel to Outlook email, allowing you to efficiently share your data with colleagues and clients.

Key Takeaways

  • Linking Excel to Outlook email streamlines communication and enhances productivity.
  • Setting up Outlook email for Excel involves accessing the Excel toolbar and configuring email options.
  • Linking Excel data to Outlook email allows for the selection of data, email format, and recipients.
  • Sending the linked Excel email includes reviewing before sending and checking the sent items folder in Outlook.
  • Troubleshooting common issues such as email not sending, data not linking properly, and compatibility issues between Outlook and Excel.

Setting up Outlook email for Excel

Linking your Excel spreadsheet to Outlook email can streamline your workflow and make it easier to share important data with your colleagues. Here's how to set up Outlook email for Excel:

Accessing the Excel toolbar

  • Open your Excel spreadsheet and navigate to the toolbar at the top of the screen.
  • Look for the "Email" or "Share" option in the toolbar. This is where you'll find the option to link your Excel spreadsheet to an Outlook email.

Selecting the "Send to Mail Recipient" option

  • Once you've located the "Email" or "Share" option in the Excel toolbar, click on it to bring up the available email options.
  • Look for the "Send to Mail Recipient" option and select it. This will allow you to link your Excel spreadsheet to a new Outlook email.

Configuring email options in Excel

  • After selecting the "Send to Mail Recipient" option, you'll be prompted to configure the email settings for your Excel spreadsheet.
  • Fill in the recipient's email address, subject line, and any additional message or instructions that you want to include in the email.
  • Once you've configured the email options, you can click "Send" to share your Excel spreadsheet with the selected recipient via Outlook email.

Selecting the data to be included in the email

Before linking Excel to Outlook email, it's important to select the specific data from your Excel worksheet that you want to include in the email. This can be a range of cells, a table, or a chart.

Choosing the email format

Once the data is selected, you have the option to choose the email format. You can either attach the Excel file to the email or include the data directly in the body of the email. Each option has its own benefits and it's important to consider the best format for your specific needs.

Adding a subject line and recipients in Outlook

After selecting the data and choosing the email format, you will need to add a subject line and recipients in Outlook. The subject line should clearly indicate the purpose of the email, while adding recipients ensures that the right people receive the data.

Sending the Linked Excel Email

Once you have linked your Excel file to an Outlook email, you are ready to send it to your recipient. Here are the steps to follow:

A. Reviewing the Email Before Sending
  • Step 1: Open your linked Excel email in Outlook.
  • Step 2: Review the email content, including the attached Excel file, and ensure all the information is accurate and complete.
  • Step 3: Double-check the recipient's email address to ensure it is correct.

B. Clicking "Send" to Send the Email
  • Step 1: Once you are satisfied with the email content, click on the "Send" button located in the toolbar at the top of the email window.
  • Step 2: Outlook will process the email and attach the linked Excel file before sending it to the recipient.

C. Checking the Sent Items Folder in Outlook to Confirm the Email was Sent
  • Step 1: After sending the email, navigate to the "Sent Items" folder in Outlook.
  • Step 2: Locate the email you just sent and verify that the linked Excel file is attached and the email was sent successfully.

Benefits of Linking Excel to Outlook Email

Linking Excel to Outlook email can offer several benefits for individuals and organizations. By integrating these two essential tools, users can streamline communication, ensure data accuracy, and enhance productivity.

A. Streamlining Communication

  • Seamlessly share data: Linking Excel to Outlook email allows for the easy sharing of spreadsheets and data with colleagues and clients. This streamlines communication and ensures that everyone is working with the most up-to-date information.
  • Efficient collaboration: Users can collaborate on Excel files and communicate via email within the same platform, reducing the need to switch between applications and increasing efficiency.
  • Automated reporting: Integration with Outlook email enables the automatic generation and emailing of reports, saving time and effort.

B. Ensuring Data Accuracy

  • Eliminate errors: By linking Excel to Outlook email, there is a reduced risk of errors in data transfer, as the data remains within the same ecosystem.
  • Version control: Emailing Excel files directly from the spreadsheet ensures that everyone is working with the correct version, reducing the chances of discrepancies and confusion.

C. Enhancing Productivity

  • Time-saving: Integrating Excel with Outlook email can save time by automating repetitive tasks such as sending reports or updates.
  • Centralized communication: Having Excel and Outlook email linked provides a centralized platform for communication and data management, leading to improved productivity.
  • Improved organization: Outlook email integration allows for better organization of emails and attachments related to specific Excel files, making it easier to find and track important information.

Troubleshooting common issues

A. Email not sending

If you're experiencing issues with your linked Excel data not sending via email in Outlook, there are a few potential causes and solutions to consider.

1. Check your internet connection

Ensure that you are connected to the internet and that your Outlook email account is properly set up and functioning. Sometimes, a weak or intermittent internet connection can prevent emails from sending.

2. Verify email settings

Double-check your email settings in Outlook and make sure that everything is configured correctly. This includes SMTP server settings, authentication, and any other relevant email account details.

B. Data not linking properly

If you're encountering issues with your Excel data not linking properly to your Outlook email, there are a few potential troubleshooting steps to take.

1. Ensure data source is correct

Verify that the source of the data in your Excel file is accurate and up to date. If the data is not being pulled into the email correctly, there may be an issue with the source data in Excel.

2. Check for formatting issues

Formatting discrepancies between your Excel data and the email template in Outlook can cause issues with linking. Make sure that the formatting of the data and the email template are compatible and consistent.

C. Outlook and Excel compatibility issues

If you're encountering compatibility issues between Outlook and Excel when trying to link data to an email, there are a few steps you can take to address the problem.

1. Update software

Ensure that both your Outlook and Excel software are up to date with the latest updates and patches. Compatibility issues are often resolved through software updates.

2. Check for add-in conflicts

If you have any add-ins installed in either Excel or Outlook, they may be causing compatibility issues. Try disabling add-ins one by one to see if any are causing the problem.


Linking Excel to Outlook email is a quick and efficient way to send data and reports directly from your spreadsheets. By summarizing the steps, including selecting the data, creating a new email, and adding the recipients, users can easily master this feature and improve their productivity in no time. The benefits of using this tool, such as reducing manual work and streamlining communication, make it a valuable addition to any professional's toolkit. I encourage all readers to take advantage of this time-saving feature to enhance their workflow and make their work lives easier.

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