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How to Share Tableau Workbook via Email

Cody Schneider••9 min read

Sharing your Tableau workbook should be easy, but sending it in an email can get surprisingly complicated. Questions about file types, live data connections, and whether your recipient even has Tableau can quickly turn a simple task into a headache. This guide will walk you through the different ways to share your workbook via email, explaining which method to use in which situation.

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Before You Share: 3 Key Things to Check

Before you even open your email client, take a moment to consider these three factors. Getting them right will save you and your recipient from a frustrating back-and-forth conversation.

1. Your Data Source: Is it a Live Connection or an Extract?

This is the most critical question. How your Tableau workbook gets its data directly impacts how you can share it.

  • Live Connection: This means your workbook is directly connected to a real-time data source, like a SQL database, Google Analytics, or a cloud warehouse. If you send a workbook with a live connection, the recipient also needs to have direct access and the correct permissions to that same database. If they don’t, they’ll just see a blank, empty dashboard.
  • Data Extract (.hyper or .tde): This means Tableau has taken a snapshot of your data and stored a static copy inside the workbook file itself. It’s no longer connected to the live source. This makes the workbook self-contained and easily shareable, as the data travels with it. The trade-off is that the data isn't live, it's only as fresh as the last time you created or refreshed the extract.

For emailing, using a data extract is almost always the correct choice.

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2. The File Type: Tableau Workbook (.twb) vs. Packaged Workbook (.twbx)

Closely related to your data source is the file type you save your work as. Tableau gives you two primary options:

  • Tableau Workbook (.twb): This file contains all your designed sheets, dashboards, story points, and formatting. Crucially, it does not include the data itself. A .twb file only holds the instructions for how to connect to the data source and visualize it. It’s like a recipe without the ingredients.
  • Tableau Packaged Workbook (.twbx): This is an all-in-one package. It includes everything from the .twb file AND a copy of the data (as an extract), plus any custom images or geocoding. It’s self-contained, a lot like a zip file. It’s the recipe and all the ingredients bundled together.

To share via email, you should be sending a .twbx file so the recipient has everything they need to open it.

3. Your Recipient's Access: Do they have Tableau software?

Finally, what software does your recipient have? Their access determines the file format that will be useful to them.

  • They have Tableau Desktop: They can open .twb files (if they have data source access) and .twbx files. Sending a .twbx is your safest bet.
  • They have Tableau Reader: This is a free tool from Tableau that allows anyone to open and interact with packaged workbooks (.twbx). They can’t edit the workbook, but they can use filters, see tooltips, and explore the data.
  • They have no Tableau software: An interactive .twbx file will be useless to them. Instead, you’ll need to send them a static version, such as a PDF or an image.

Method 1: The Best Practice - Send a Packaged Workbook (.twbx)

This method is the most common and effective way to share an interactive Tableau workbook with someone who can view it.

When to use this method:

  • You want the recipient to be able to fully interact with filters, tooltips, and other dashboard actions.
  • The recipient has either Tableau Desktop or the free Tableau Reader installed on their computer.
  • The file size is manageable for email providers (typically under 25 MB).

Step-by-Step Guide: How to Create and Send a .twbx

  1. Ensure Your Data is an Extract: Before saving, convert your live data connections into extracts. In the “Data” pane on the left, right-click on your data source and select Extract Data... A dialog box will appear, you can typically just click Extract. Tableau will then pull a snapshot of the data into the workbook. If it's already an extract, you can right-click and select Refresh to make sure the data is current.
  2. Save as a Packaged Workbook: With your workbook open, go to the top menu and click File > Save As... A "Save" dialog will appear.
  3. Select the Correct File Type: In the "Save as type" dropdown menu at the bottom of the dialog, be sure to select Tableau Packaged Workbook (*.twbx). Give your file a clear name, choose a location, and click Save.
  4. Attach and Send the Email: Open your email client, compose a new message, and attach the .twbx file you just saved. In the body of the email, it's helpful to provide context, like:

Pros and Cons

  • Pros: Fully interactive, self-contained with no dependency on external databases, and easy to open for anyone with Tableau software.
  • Cons: The data is static (a snapshot in time), files can become large if the data extract is big, and it requires the recipient to have software installed.

Method 2: For Static Views - Share as a PDF or Image

Sometimes your audience doesn't need interactivity, they just need a quick, static picture of the data. In these cases, exporting your work as a PDF or image file is the perfect solution.

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When to use this method:

  • Your recipient does not have any Tableau software.
  • You need to embed the view into a PowerPoint presentation, Google Doc, or another report.
  • You want to quickly share a high-level summary without any interactive features.

Step-by-Step Guide: How to Export as a PDF or Image

  1. Navigate to the Desired View: Click on the tab for the specific dashboard or worksheet you wish to share.
  2. Export as a PDF: Go to File > Print to PDF... This opens a dialog box with several useful options:
  3. Export as an Image: Alternatively, go to Dashboard > Export Image... Here, you can save the view as a .png, .bmp, or .jpeg file. This is great for dropping a chart right into an email or presentation slide.
  4. Attach and Send: Attach the resulting PDF or image file to your email. The recipient will be able to open it with standard software on any computer or mobile device.

Pros and Cons

  • Pros: Universally compatible (anyone can open it), file sizes are generally small, and it's perfect for printing or embedding in other documents.
  • Cons: Completely static - all interactivity like filters and tooltips is lost. If you want to show different views, you have to export multiple files.

Method 3: When They Need the Numbers - Send Data as a Crosstab to Excel

What if your colleague loves your chart but their next question is, "Can you just send me the data?" Tableau makes it easy to export the underlying data of a specific view into a spreadsheet.

When to use this method:

  • Your recipient wants the summarized data from your chart to perform their own calculations or analysis in Excel or Google Sheets.
  • You need to provide the raw numbers in a tabular format alongside the visualization.

Step-by-Step Guide: How to Export to a Crosstab

  1. Select the Worksheet with the Data: Navigate to the worksheet that powers the chart or table you want to share. This works best with simple tables or charts, as complex visualizations can result in oddly structured spreadsheets.
  2. Export the Crosstab: From the top menu, go to Worksheet > Export > Crosstab to Excel.
  3. Save and Send: Tableau will instantly prompt you to save an Excel (.xlsx) file. Save it, then attach this file to your email. Be sure to note in your email that the spreadsheet contains the summary data from one particular view, not the entire raw dataset.

Pros and Cons

  • Pros: Provides a clean, usable data table for people who prefer working in spreadsheets. No special software is required beyond Excel or Google Sheets.
  • Cons: The visualization is completely lost. The export only contains the aggregated data fields visible in your view, not the full underlying dataset.

Alternative Options: Publishing to a Server for Live, Secure Sharing

While emailing files is great for ad-hoc requests, it's not a scalable solution. For regular reporting, the best practice is to move away from email attachments and use a centralized server.

  • Tableau Server / Tableau Cloud: This is the enterprise-grade solution for securely sharing dashboards. You publish your workbook to your organization’s server, which can maintain live data connections. Instead of emailing a file, you email a secure link. You can control exactly who sees what data, and everyone is looking at the same up-to-date information.
  • Tableau Public: This is a free service for publishing interactive workbooks to the web. You can send a link to anyone, and they can view your dashboard in their browser. Be extremely careful: as the name implies, anything published here is visible to the public. Never use Tableau Public for sensitive or private company data.

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Final Thoughts

Sending your Tableau workbook via email comes down to understanding your audience and their needs. For interactive reports with fellow Tableau users, a packaged (.twbx) file is the way to go. For those who don't have Tableau or just need a snapshot, exporting to a PDF, image, or Excel file is a much more practical approach. Choose the method that best fits the situation to ensure your amazing insights are received clearly.

Manually exporting and emailing workbooks, especially on a regular cadence, can become a chore. It's a common cycle where hours are spent wrangling data, refreshing workbooks, and sending out new file versions. Instead of exporting static files, we built Graphed to help automate your reporting. You can connect all your marketing and sales data sources once, then create live dashboards using simple, natural language. From there, you just share a secure link with your team, ensuring everyone is always looking at the most current data without you ever having to refresh and export again.

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