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Using Save or Save As

From: Excel 2013 Essential Training

Video: Using Save or Save As

If this is a brand-new workbook, the name at the top of the screen is likely to be Book1, Book2 something like that. We do need to save our work from time to time. Keep in mind that the entries you might have made here, although they are being stored in RAM--that's working memory--they're really not being stored permanently and you certainly do want to save this information as a file; but the question will surely come up as you click the File Tab in the ribbon, "Should I do a Save or Save As, what's the difference"? Save As is always safer, it's a bit longer.

Using Save or Save As

If this is a brand-new workbook, the name at the top of the screen is likely to be Book1, Book2 something like that. We do need to save our work from time to time. Keep in mind that the entries you might have made here, although they are being stored in RAM--that's working memory--they're really not being stored permanently and you certainly do want to save this information as a file; but the question will surely come up as you click the File Tab in the ribbon, "Should I do a Save or Save As, what's the difference"? Save As is always safer, it's a bit longer.

It does give you a choice as to where you will save the file, what name you will give it, and whether you need to save it in a different format. Now, you might want to save it on the SkyDrive if you're using that capability; you might want to save it on this computer; and your computer right now might have your Flash drive plugged into it. Let's go to Browse here. Maybe in my case here, I simply want to save this file--which was already created-- I really want to save it in its current location.

Now, if this were a brand-new file and this says Book1, I'd probably want to give it a different name, or even now, if I want to use a different name here, I can type in a different name as I choose--up to 255 characters. Do stay away from many of the special characters, you know hyphens and underscores work okay, but a lot of other symbols such as asterisks and slashes, you probably don't want to use. If you want to change the name or if it's a brand-new file, you want to give it a name. That's certainly important. If it's a second, third time, fourth time, often you're not changing the name at all, you just give it a quick look that looks great.

Where are you saving it? If you're using Windows 8, you're screen is likely to look the way it is here. Windows 7, probably fairly similar, but a little different. But you'll have choices on the desktop possibly; some other location; on this computer; on the hard drive; or if you've got Flash drive plugged in--certainly other places to save it--you'll make that choice when necessary. A third choice, occasionally necessary and sometimes really important, "Save As Type". If the file you're saving is likely to be used by some other people who don't have one of the more recent versions of Excel, maybe you want to send this to a friend who is using Excel 2003, you want to be sure that this workbook is saved in the format that that person can use it in.

By clicking the drop arrow here in the panel next to Save As Type, you might want to make the choice Excel 97-2003 Workbook. There are certainly some other choices out here that from time to time you may want to explore. In this case let's say, we don't really need that, but we certainly could in some cases. Choosing Excel Workbook, simply reaffirming what the choice is here, is likely to be your more common choice. In fact, you won't even think of it as a choice, you'll simply ignore it, eventually just click Save or click OK here as we complete this.

Anytime, there's any doubt about where a file needs to be saved or what its name is or what file type you want to store it in, go to Save As. Now, as we go back into Excel, imagine if we've made some more changes, maybe we're going to put in some formulas here. Imagine if we've done that, we've made some more changes. What do we need to do from time to time? We need to save our workbook all over again, but it certainly doesn't have to be that extended series of commands. The "File Save" button--likely to be that first button here in your Quick Access Toolbar--although it means update, doesn't say that, Save simply means--if we were to click this right now--update this workbook to include our most recent changes.

So, you want to do that from time to time just to make sure that what you're seeing on the screen and what you've got saved match up. If there's any doubt about saving files, you're not sure exactly with regard to the file name, its location, or its file type, choose the command by way of the File Tab-- Save As.

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This video is part of

Image for Excel 2013 Essential Training
Excel 2013 Essential Training

82 video lessons · 91082 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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