Accessing your Excel spreadsheets even when you don't have an internet connection is straightforward, whether your files are stored locally on your device or in the cloud. The method depends slightly on where your file is located and the device you are using.
Generally, opening Excel files offline involves either ensuring the file is saved directly on your computer or mobile device, or explicitly marking a cloud-based file to be available for offline access.
Making Cloud-Based Excel Files Available Offline
If your Excel files are stored on cloud services like OneDrive, SharePoint, or Dropbox, you typically need to make them available offline before you can open them without an internet connection. This process syncs a copy of the file to your device.
Here’s how you can make a file available offline using the Excel mobile app, based on the provided information:
Steps for Mobile Apps (Like Excel App on Phone/Tablet)
- Navigate to the Home Screen: Open the Excel application on your mobile device.
- Locate the File: Find the worksheet you wish to access offline on the Home screen.
- Access More Options: Tap the More Options menu (“…”) associated with that specific worksheet.
- Select Offline Availability: From the options that appear, tap Make Available Offline.
Once this option is selected, the app will download a copy of the file to your device. You will then be able to open and edit this file even when you are not connected to the internet. Changes made offline will typically sync back to the cloud when you reconnect.
Opening Locally Stored Excel Files Offline
If your Excel file is saved directly on your computer's hard drive or a connected external drive, it is already inherently available offline.
Steps for Desktop (Windows, macOS)
- Locate the File: Browse to the folder where your Excel file is saved on your computer.
- Open the File: Double-click the
.xlsx(or older.xls) file. - Use Excel Application: The file will open in your installed Microsoft Excel desktop application.
Since the file is stored locally, its availability does not depend on your internet connection.
Opening Files That Are Already Made Available Offline
Once you have made a cloud-based file available offline using the steps described above (or if it was already synced to your device by other means), opening it offline is simple.
General Steps
- Open the Excel App: Launch the Excel application on your device (mobile or desktop if using a syncing app).
- Find the File: Navigate to the file within the app's recent files list or its stored location.
- Open: Tap or double-click the file.
The app will open the locally synced copy of the file without requiring an internet connection.
Summary Table
| File Location | How to Access Offline | Notes |
|---|---|---|
| Cloud (OneDrive, etc.) | Before Offline: Make file available offline (e.g., using the "Make Available Offline" option in the mobile app). | Requires an internet connection initially to download the file. Changes sync when back online. |
| Cloud (OneDrive, etc.) | When Offline: Open the file directly from the app after it's been made available offline. | The app uses the locally synced copy. |
| Local Storage (PC/Mac) | Open the file directly from its saved location on your computer. | No prior steps needed to make it "offline"; it's already there. |
By following these steps, you can ensure your important Excel spreadsheets are accessible whenever and wherever you need them, regardless of your internet connectivity.
