Join Dennis Taylor for an in-depth discussion in this video Using Save or Save As, part of Excel Essential Training (Office 365).
- [Narrator] When you start using Excel, you're likely to see a screen something like this, and if you choose blank workbook, you'll have a blank workbook, it's likely to have a name like Book1, sometimes Book2, Book3, if you create other workbooks later. Now, I'm going to put in a minimal amount of data here, I'll type in sales right here, then expenses, and then profits. And, right here I'll put in January, and drag that off to the right.
I'll get to the numbers later, and I'll zoom in, that slider bar in the lower right hand corner. Drag that to the right. Now, periodically, when you work with Excel, you need to save your work, if there's a power failure right now, or if I accidentally turn off the computer, I've got to do this all over again, and what if I had filled in a lot of numbers here, and formulas, what if it's a lot bigger, and I haven't saved? When it comes time to save though, you go to the file tab, there are two commands, which one should we use? Save or Save As? If there's any doubt whatsoever, about which command to use, always use Save As.
I'll use it here, but when you're saving a file for the first time, it makes no difference, which one because they both take you to the same location. When we go to Save As, your screen might look something like this, again there could be some differences here. I'm going to click Browse, one of the three things we are concerned with when we Save a file, is where are we saving it? Is it on a flash drive, is it on a hard drive, is it on a network somewhere? Some of the previous choices out here could have led us down some of those paths, but if there's any question whatsoever about where we're trying to save it, or what the name of the file is going to be, or what the format of the file is going to be, that's when we want to use File Save As.
And again, the first time you use File Save, on a file that has not been saved at all, you're led here anyway. We need to give it a name, Book1 isn't very descriptive, the name can have up to 255 characters, stay away from most of the special characters, dash and underline certainly work, but not slash and asterisk and most of those. So, we give it an appropriate name, maybe I'll call this Sales Report, and you can have spaces in the name as well too. Rarely, but occasionally, you might need save this in a different format. I click the drop arrow to the right of where we see Excel workbook.
Now, there could be situations where you need to save your file in a format readable by someone who has an older version of Excel, or you've got some kind of a Macintosh need here, or something that meets one of these other needs. We don't, and for most people that's never a concern. Where we want to save it, again, screens will look different, but it might go into this folder or that folder, and you can scroll up and down to see various locations as to where you might want to save the file. We've given it a name, we click Save, and that name appears at the top of the screen.
Well imagine we put in some more numbers, I'm not going to do anymore typing here, but we've done some more of this and we need to save. What we really mean, most of the time, after saving a file for the first time, is simply update. We don't see that term in the menu, but we can go to File Save, and simply do that. Automatically this is updated, even better and slightly faster, is the icon on the left side of the quick access toolbar, Save, notice it has a keystroke shortcut, Control-S. If you've got lots of data on your screen and you click that, there's a slight pause, and you'll see an indicator at the bottom of the screen, and then the file is saved. So, most of the time, after saving a file for the first time, we're not trying to change it's location, or it's name, we use File Save, but anytime we need any of those other three changes, either to the location or the name of the file, or the file type, we use File Save As.
- Working with the Excel interface
- Entering data
- Creating formulas and functions
- Formatting your data
- Adjusting rows and columns
- Finding and replacing data
- Inserting and deleting sheets
- Sorting and filtering data
- Creating charts and PivotTables
- Printing and sharing worksheets
- Protecting worksheets and workbooks
Skill Level Beginner
Q: This course was updated on 1/7/2019. What changed?
A: A new video was added that covers working with Excel Ideas.