Microsoft Office Excel 2016 Saving and Sharing.


Now after you created your workbooks in Excel, you’ll need to know how to save it to access it later, and unlike other versions that only provides you to store your files in your local computer, Excel 2016 gives you, a new version of saving your files in the cloud using one drive, you also can share the workbooks with others and export them

The difference between Save and Save as:

Excel offers you two ways to save a file which are: Save and Save as, these options work in similar simple ways, with a few little important details and differences:

  • Save: Save command is used mostly when you save a file that you created and edited when you save the file, you’ll need to choose and name and a location the first time. after that, you can just click Save command and it will be saved under the name and the location you set
  • Save as: You’ll use this command when you want to make a copy of the original workbook that you have while keeping it

Save a Workbook:

Whenever you’re in the process of creating a new project or making changes to an existing file, you’ll need to save your workbook, saving every now and them can prevent losing your work, you also need to pay attention to where you should save the workbook, so it will be easier for you to find it later

The steps:

  • Locate and select the save command from the quick access toolbar or the backstage view
  • If you are saving the file for the first time the Save as command will appear in the back-stage view
  • You’ll then need to choose where to save the file and give it a file name. To save the workbook to your computer, select Computer, then click Browse. Alternatively, you can click OneDrive to save the file to your OneDrive.
  • The save as dialog box will appear then, select the desired location
  • Enter a file name for the workbook the click saves
  • The workbook will be saved, you can click Save command later in your work to save changes

Tip: You can save by using CTRL’s on your keyboard

Using Save As to make a copy:

Shall we say that you want to save a different version of your workbook while keeping the original, you can create a copy of it while still referring to the original version, to do this, you need to click the save as command in the backstage view, and just like the save command you need to choose a name and a location to the new file

Changing the default save location:

You’ll probably discontent by One Drive being always the first-place location when saving, and if you find it inconvenient to select computer each time you can change the default save location so the computer is selected by default

The steps:

  • Click File Tab to access backstage view
  • Click Options
  • The Excel Options dialog box will appear, Select Save, check the box next to Saver to computer by default Then click OK, the default save location, will be changed

Auto Recover:

If you somehow forget to save the changes on your workbook while you are working on them or if Excel Crashes, you can restore the files using Auto-recover

How to use:

  1. Open Excel if autosaved versions of a file are found, the document Recovery pane will appear
  2. Click to open an available file, the workbook will be recovered

Be aware: by default, autosaves your changes every 10 minutes, if you are editing a workbook for less than 10 minutes, Excel may not be creating autosaved version –

Tip: if you don’t see the needed file, you can browse all autosaved files from backstage view. just selected the file Tab, click Manage versions, then choose Recover Unsaved workbook

Exporting Workbooks:

Workbooks are save in the lax file type, however, there may be times where you need to use another file type, such as Pdf OR different Excel (97-2003) workbook. It’s easy to export your workbook from Excel to a variety of file types

To export a workbook as a PDF file:

Exporting your workbook as a PDF can be especially useful if you want to share a workbook with someone who does not have Excel, A PDF will make it possible recipients to view but not edit the content of your workbook

  1. Click the File tab to access Backstage view
  2. Click Export, then select Create PDF/XPS
  • The save as dialog box will appear. Select the location where you want to export the workbook, enter a file name, then click Publish

Note: By default, Excel will only export the active worksheet. If you have multiple worksheets and want to save all of them in the same PDF file, click Options in the Save As dialog box. The Options dialog box will appear. Select Entire workbook, then click OK.

***when you export a workbook as a PDF, you’ll also need to consider how your workbook data will appear on each page of the PDF, just like printing a workbook

Exporting a workbook to another file

To export a workbook to other file types:

You may also find it helpful to export your workbook to other file types, such as an Excel 97-2003 workbook if you need to share with people using an older version of Excel, or a CSV file if you need a plain-text version of your workbook.

  1. Click the File tab to access Backstage view.
  2. Click Export, then select Change File Type.
  • Select a common file type, then click Save As.
  • The Save As dialog box will appear. Select the location where you want to export the workbook, enter a file name, then click Save.

You can also use the Save as type: drop-down menu in the Save As dialog box to save workbooks in a variety of file types.

Sharing workbooks

Excel makes it easy to share and collaborate on workbooks using OneDrive. In the past, if you wanted to share a file with someone you could send it as an email attachment. While convenient, this system also creates multiple versions of the same file, which can be difficult to organize.

When you share a workbook from Excel, you’re giving others access to the exact same file. This lets you and the people you share with edit the same workbook without having to keep track of multiple versions.

To share a workbook, it must first be saved to your OneDrive.

To share a workbook:

  1. Click the File tab to access Backstage view, then click Share.
  • The Share pane will appear. If you have not already done so, you will be prompted to save your document to OneDrive. Note that you may need to navigate back to the Share pane after saving.
  • On the Share pane, if your document is saved to OneDrive, click the Share with People button.
  • Excel will return to Normal view and open the Share panel on the right side of the window. From here, you can invite people to share your document, see a list of who has access to the document, and set whether they can edit or only view the document.

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