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Saving a Workbook
The Excel default workbook name is book1, book2, etc. depending on how many workbooks you create in a computing session. To save the workbook under a different name for the first time, selecting the “Save” or “Save As” choice will both show the “Save As” dialog box. After you have saved the workbook once, for every time following if you want to save the workbook under a different name or save it in a different folder, you must select the “Save As” choice.
Although there are many more Excel types that can be saved besides the traditional Excel Workbook, here are the four most used:
Using the “Save as type” drop-down menu arrow, you can save a workbook as an:
- Excel 2016 workbook using the “Save as type” Excel Workbook (*.xlsx).
- Excel 2016 Template using the “Save as type” Excel Template (*.xltx).
- Excel 97-2003 Workbook (*.xls)
- Excel 97-2003 Template (*.xlt)
We will do two of the above options; saving our file as an Excel 2016 Workbook and Excel 2016 Template.
Templates are used to streamline our work. In other words, if we often use the same data for much of our Excel work, we can create a template with the data we commonly use so we don’t have to re-enter that data each time we create a new Excel workbook. When we create a new workbook based on a template we created, we already have the data shown on the workbook, thus saving us time.
Saving Your Workbook as an Excel 2016 Workbook (*.xlsx)
Practice Exercise 12: Saving a Workbook
STEP 1A: Go into the Backstage View (Select the Ribbon File tab)
STEP 1B: Select the Save As choice from the command choices on the left.
STEP 1C: Select the Browse choice at the bottom, under Save As.
Optional: If you want to save to the Cloud, such as Microsoft OneDrive, select the “Add a Place” choice (FIGURE 1).
Optional: You can add a Save As icon to the Quick Access Toolbar and use it (FIGURE 2). Doing this option is a time-saver since clicking on the Save As icon displays the Save As dialog box (FIGURE 3).
Refer to FIGURE 3 below to perform the following steps:
STEP 2: Choose the folder you wish to save this file in. The Excel default folder for saving workbooks is the “Documents” folder. That is the folder we will use so we do not need to do anything here.
STEP 3: In the “File name” section below, enter the filename you wish to assign to the workbook
STEP 4: In the “Save as type” section below, select the downward pointing arrow at the far right. On the drop-down menu select the choice, “Excel Workbook (*.xlsx)”
STEP 5: Select the Save button at the bottom of the dialog box. Select the Cancel button to cancel this operation and remove the dialog box.
Saving Your Workbook as an Excel 2016 Template (*.xltx)
Refer to FIGURE 4 below to perform the following steps:
STEP 6: Choose the folder you wish to save this file in. The Excel default folder for saving a workbook as a template will be done automatically for us in Step 3, therefore we do not need to do anything here.
STEP 7: In the “File name” section below, enter the filename you wish to assign to the workbook.
STEP 8: In the “Save as type” section below, select the downward pointing arrow at the far right. On the drop-down menu select the choice, “Excel Template (*.xltx)”
STEP 9: “Custom Office Templates” is the default folder that Excel automatically chooses when we save a workbook as a template. Since this is the correct folder, we do not need to do anything here.
STEP 10: Select the Save button at the bottom of the dialog box. Select the Cancel button to cancel this operation and remove the dialog box.
STEP 11: We can view our new template we have just created by selecting the “New” screen. Select the File tab to go into the Backstage View. Select the “New” option on the left (FIGURE 5).
STEP 12: We see 2 major categories: Office and Personal. Select the Personal link to view your templates you created. After we select the Personal link, we see the new personal template we created, “Book1” (FIGURE 6).
Excel Options Folders for Saving Workbooks and Templates
To access Excel Options, select the Ribbon File tab, select Options in the left margin, select the Save category.
STEP 13: The custom folders used for saving workbooks can be defined by the user. This is done in the Save category of the Excel Options settings. In the section, “Save workbooks“, locate “Default local file location“. In the space to the right, enter the path to the folder you want Excel to save workbooks to automatically. Excel does not perform this folder creation automatically. You must physically create the folder. The Excel default folder is “Documents“.
STEP 14: The custom folders used for saving templates can be defined by the user also. This is done in the Save category of the Excel Options settings (FIGURE 7). In the section, “Save workbooks” locate “Default personal templates location“. In the space to the right, enter the path to the folder you want Excel to save templates to automatically. Excel does not perform this creation automatically. You must physically create the folder. The Excel default folder is “Custom Office Templates“.
END OF LESSON
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