File Management

Creating a workbook

Workbook can be created in various ways like creating a new blank document or creating a workbook from a copy of an existing workbook by using the task pane. Click File, point to New option and click. A new blank file is opened. The other way to open a new file is to press “CTRL” key and then press “N” holding down the CTRL key and this key press sequence is denoted as “CTRL + N”.

Saving a workbook

To save active workbook to a file on our hard disk,   press “Control” and “S” key or in File Menu click on save option (from the menu bar). Saving first time for new document opens “Save As” dialog box but after first time save, no dialog box opens on consecutive saves.

The Save As dialog box specifies the location to save the file and its file name. The “Save in” drop down list displays the default folder as the location where the file will be saved. File Name text box displays the proposed file name. The file list box displays the names of any word documents in the default location. The windows documents can have up to 256 characters in the file name. Names can contain letters or numerals, special symbols, with exception of underscore. Word files are identified by the extension doc. Document can be saved with new file name, at different location or as different file extension, in File menu after clicking Save As, apply following steps

Save a file with a new name

• In the File name field, enter the new name of the file.
• Click Save

Save a file at different location

• In the Save in drop down box select the directory where to save.
• Click Save

Save a file as different file extension

• In the Save as drop down box select the file type to save the document as.
• Click Save

Auto Recovery

Excel also includes an Auto Recovery feature for accidental loss of work due to power failure or other mishap. When we start up again, the recovery file is automatically opened containing all changes we made up to the last time it was saved by auto recover.

Closing Workbook

On the File menu, click Close or use shortcut key combination – “Control” and “W” or click on Workbook close button in right end of menu bar.

Opening Workbook

Click File Menu than Open. If we want to open a workbook that was saved in a different folder, locate and open the folder. Double-click the workbook we want to open. If we can’t find the document in the folder list, we can search for it.

Exiting Excel

The exit command in the File Menu is used to quit the Excel program or click the X close button in the title bar. If we close without saving our document, excel displays a warning asking if we want to save our work. If we do not save our work and we exit, all our changes are lost. The keyboard shortcut is Alt + F4

Selecting the Close option present in the File menu does quit a worksheet. If the exit option is selected than, MS-EXCEL closes all the open workbooks as well as closes the MS-EXCEL window.