Lesson 1.5: Saving and Opening Workbooks

Objective:

Welcome to Lesson 1.5 on Excel, here we’ll cover the fundamentals of opening and saving worksheets in Microsoft Excel. In this lesson, you’ll learn it step by step, making sure you understand the importance of saving and opening a workbook in excel , how to choose the right place and name for your files, and how to open them repeatedly when you need them. By the end of this lesson, you’ll have learned how to keep your work safe, share it with others, and feel confident in the world of Excel. If you want to lean about the “Entering and Editing Data in Excel” check the previous lesson.

Saving and Opening Workbooks in Excel:

Excel automatically assigns a file name, such as Book1, when you start a blank workbook. When saving a workbook for the first time, make sure to use a meaningful file name in the Save As dialog box. Workbooks can be saved to external media or OneDrive folders on your PC.

Figure: Save a Workbook  Files

How to Save a New Workbook:

1. Click on the File tab to access the Backstage view.
2. Choose Save As on the left to open the Save As area. 
   • Alternatively, press Ctrl + S to quickly access this area for a workbook that hasn’t been saved yet.
3. Select where you want to save your workbook. 
   • Use ‘This PC’ to view recent folders, 
   • ‘Browse’ for more navigation options, or ‘OneDrive’ to access your cloud folders.
4. Click on the folder name to open the Save As dialog box.
5. Enter your desired file name in the designated area.
6. Click ‘Save’ to close the Save As dialog box.

Figure: Save As dialog box

Pro Tip: Press F12 (or FN + F12) to instantly open the Save As dialog box.

Once your workbook is saved, you can re-save it So Resaving a Workbook: 

• After saving a workbook, use Ctrl+S or click the Save button in the Quick Access Toolbar to overwrite it with the same file name.

Closing a Workbook:

• To close a workbook, click the File tab and choose Close.
• Alternatively, use Ctrl+W or Ctrl+F4 to close the active workbook.
• Clicking the X (Close button) in the upper right corner achieves the same, but if it’s the only workbook open, it exits Excel.
• If multiple workbooks are open, the Close button only closes the active one.

Figure: Close a Workbook

For a quick exit, click the ‘X’ Close button in the upper right corner. If it’s the only workbook open, it closes the file and exits Excel. If multiple workbooks are open, it only closes the active one.

Opening a Workbook Files in Excel

To access a file in Excel, begin by navigating to the top-left corner and selecting the File menu. For opening a new workbook, choose “Open” and then click on “Browse.” Locate the desired file, such as the Navigating Excel Starter file, found in the Workbooks folder, and open it with a double-click.

Excel workbooks consist of two essential components. The first is the Ribbon, a familiar feature in various Microsoft applications, as discussed in our previous lesson. The Ribbon facilitates quick access to commands, aiding users in comprehending and executing tasks efficiently. The default nine menu tabs include Home, Insert, Draw, Page Layout, Formulas, Data, Review, View, and Help. Additionally, new tabs may dynamically appear as you engage with Excel.

How to Opening a Workbook Files:

• Using the File Tab:
  • Click the File tab to access the Backstage view.
  • Choose ‘Open’ to reveal the Open area.
• Pick the location where your workbook is stored:
  • Recent displays file names on the right.
  • This PC lists recently used folder names.
  • Click ‘Browse’ to explore folders.
  • Select the folder containing your file.
  • Choose the workbook and click ‘Open’.

Another Quick Method:

Press Ctrl + O to access the Open area in the Backstage View.

Alternatively, use Ctrl + F12 to bring up the Open Dialog Box.

Saving a Workbook with a Different Filename:

To safeguard an existing workbook, consider opening and saving it with a new file name, essentially creating a duplicate with an updated identity. The process aligns with saving a new workbook.

HOW TO: Save a Workbook with a Different Filename:

1. Access the Backstage view by clicking on the File tab.
2. Select ‘Save As’ to bring up the Save As area.
3. Navigate to your desired folder by choosing the appropriate folder name.
4. Tip: Press F12 or FN + F12 to swiftly open the Save As dialog box.
5. Enter the new name in the File name area.
6. Click ‘Save’ to conclude the Save As process and update the file with the new name.

Workbook File  Formats:

Excel workbooks are typically saved with the .xlsx extension, denoted as ‘Excel Workbook’ in the Save As dialog box. However, for seamless data sharing, you have the flexibility to save a workbook in various formats. For instance, converting a workbook to the Excel 97-2003 format enables colleagues with earlier Excel versions to access the data. Alternatively, creating a PDF file from a workbook allows data sharing with individuals who don’t have Excel. The available formats are conveniently listed in the ‘Save as type’ section of the Save As dialog box.

Excel Workbook (.xlsx):

• Default format.
• Supports all Excel features.
• Compatible with newer Excel versions.

Excel Macro-Enabled Workbook (.xlsm):

• Allows macros for task automation.

Excel Binary Workbook (.xlsb):

• Binary format for efficiency.
• Supports macros, suitable for large files.

Excel 97-2003 Workbook (.xls):

• Legacy format for older Excel versions.
• Lacks some newer Excel features.

CSV (Comma-Separated Values) (.csv):

• Plain text for data exchange.
• Doesn’t support formulas or multiple sheets.

PDF (.pdf):

Non-editable format for sharing reports.

Web Page (.htm, .html):

• Converts Excel files into a web page.
• May not retain all features.

Tab-Delimited Text (.txt):

• Data separated by tabs, suitable for transfer.
• Lacks formula and sheet support.

XML Spreadsheet 2003 (.xml):

• XML-based format for data and some formatting.

Excel Template (.xltx, .xltm):

• Creates new workbooks with predefined structures.
• “xltm” supports macros in templates.

Now, Choose the format based on your needs, considering compatibility and required features.

Follow the instructions and try to do a practical example by yourself. 

For Saving a Workbook:

Imagine you’ve just finished creating a special document, let’s call it your “Treasure Plan,” full of important numbers and information. Now, we want to make sure it’s safe.

• Find the “File” Tab:

Look for the “File” tab at the top of Excel. It’s like the magic door to where you keep all your files.

• Save or Save As:

If it’s your first time saving, it’s like giving your plan a name and finding a safe place for it. Click “Save As.” If you’ve saved it before, just click “Save” to keep it safe.

• Choose Where to Save:

Imagine your computer or cloud storage as a big backpack. Choose the right folder to put your Treasure Plan in.

• Give it a Good Name:

Imagine your plan is a superhero. What name would make it easy to recognize? Type that name in and hit “Save.”

• Choose a  File Format:

Think of the format like the language your computer understands. Choose “.xlsx” because it’s like speaking the latest version of excel.

• Click “Save”:

Press the Save button. It’s like putting your Treasure Plan in a locked box. Now, it’s safe!

For Opening a Workbook:

Now, let’s say you want to look at your Treasure Plan again.

• Find the “File” Tab Again:

Go back to the “File” tab. It’s like finding the door to your treasure room.

• Choose “Open”:

Click on “Open.” It’s like asking the door to show you what’s inside.

• Find Where You Saved It:

Remember the backpack (folder) where you put your Treasure Plan? Find it there.

• Pick Your Plan:

Click on the Treasure Plan’s name. It’s like saying, “Hey, show me what’s inside this one!”

• Click “Open”:

Press “Open.” It’s like the door saying, “Sure, come on in!” And there’s your Treasure Plan, ready for you.

• Use “Recent” for Quick Access:

If you’re like, “I visit my Treasure Plan a lot,” look in the “Recent” section. It’s like having a shortcut to your favorite spot.

By following these simple steps, you’re not just keeping your work safe; you’re also learning the basics of Excel in a fun way. These skills are like the ABCs of Excel, and you’re on your way to becoming an Excel explorer!