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When you start using Microsoft Excel, the most basic skills you'll need are creating, opening, and saving workbooks. In this movie, I'll demonstrate how to perform these three tasks, and to control how Excel opens, creates, and saves your files. When you're ready to open a file, you have three options. The first is on the menu system, and you can open a file by clicking on File and then Open. When you do, you'll get the Open dialog box. If you prefer, you can click the Open button on the toolbar, which is here.
When you do, you click it, and you get the Open dialog box again. Finally, if you prefer to use keyboard shortcuts, which many people do, you can open the Open dialog box with the sequence Command+O, and that displays the dialog box again. You can then navigate within the dialog, in this case I'll just go to Exercise Files, we're in Chapter02, and the file I want to open is filemng, here. You see your preview, and then click Open, and the file appears. So that's how you open a workbook using the basic method, but lets say that you have a lot of files that you could open and you want to limit the number of files that are displayed within your dialog box.
You can do that by opening the Open dialog box, and I will press Command+O to do that. You can limit the types of files that are displayed by clicking the Enable list button, which is here. When you click it, you can select which types of documents you want to open, so, for example, anything Excel can read, anything created in Microsoft Office, be that in Word, in PowerPoint, or whatever, as long as Excel can read it, all Excel files, which would exclude things such as text files that Excel can read, or you can do different types of files: Excel Templates, Text Files, and so on.
You also have options in how you open a workbook. In many cases, you'll just want to open the original copy of the workbook. Like I did earlier, I opened my filemng file, and in there I had my Cash on Hand Tracking and other data. If I want to work with that file, I can just open the original copy. On the other hand, if I want to open, say a copy of it, or if I want to open it read-only without allowing for edits, then I can click the Open list button, and I can either open a copy, or I can open the file in read-only status. If you open a file read-only, that means that you can only read the data; you can't make any changes to it.
So those options are available. I won't actually go through them right now, but I hope you'll remember them in case you need them later. If you want to close the Open dialog box without opening a file, you can click Cancel. So that's how you open a workbook, but let's say that you want to create a new workbook. There are a couple of ways to do that. You can either do it by clicking the New Workbook button on the toolbar, or you can press the key sequence Command+N. When you do, Excel creates a new workbook. New workbooks have one worksheet, as you can see here, unless you change the option for that in the Preferences dialog box.
If you work with users on the Windows side, for example, if they're using Excel 2007 or Excel 2003, their workbooks will typically contain three worksheets. I haven't done any work in this workbook, so I'll just click the close button to get rid of it. Let's say that you have made a change to an existing workbook, so let's edit the text here in cell A1. To do that, I will just delete the word 'Tracking,' so that it says Cash on Hand, and press Return. Now that I have made a change, I can save that change, and again, there are three ways to do it, depending upon your preference.
You can either click File and Save, which will save it, you can click this Save toolbar button, or you can press the key sequence, Command+S. Now let's say that you create a new workbook, which I'll do now by pressing Command+N, and you make a change to it and want to save it. So, I'll say Cash on Hand. Now that I have made a change, I want to save the workbook, so I'll press Command+S, and instead of getting the Save dialog box, I get what's called the Save As dialog box.
The Save As dialog box is very similar to the Open dialog shown earlier, in that you can select the folder, file name, and file type. So lets say that in this case I will save it as Cash2, and I want to save it in a folder. In this case, I will save it in Chapter02, and I will save it in the standard format, which is an Excel workbook. When I am ready to save, I can click the Save button, and Excel creates a workbook. Now let's say that I wanted to create a separate copy of this workbook under a new name.
To do that, I will need to open the Save As dialog box again, but if I were to press Ctrl+S, Excel simply saves this workbook; it doesn't open the Save As dialog box. To open the Save As dialog box, you can either click File > Save As, which is the method I prefer, or you can press Command+Shift+S. If you prefer the keyboard, then that is a quick way to do it: Command+Shift+S and you get the Save As dialog box. You can now change the name of the file, say I call it Cash3, everything else - the place, and the workbook format - remains the same.
I can click Save, and you'll see that the title bar on this workbook has changed to display the file name Cash3. Excel gives you a great deal of control over how you open, save, and create workbooks. In addition to the options available to you in the Open and Save As dialogs, you can start these processes by clicking the toolbar button, selecting a menu option, or by pressing a keyboard shortcut. Feel free to use the method you're most comfortable with.
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