Chapter Title : |Workbook | Save in 97-2003 Format | View Multiple Workbooks | Work-space | Auto Recover|

A workbook is another word for your Excel file. Excel automatically creates a blank workbook when you open it.

Open an Existing Workbook

To open a workbook you’ve created in the past, execute the following steps.

1. Click on the green File tab.

Click on the File tab

What you see next is called the backstage view and it contains all the workbook related commands.

2. Recent shows you a list of your recently used workbooks. You can quickly open a workbook from here.

Backstage View

3. Click Open to open a workbook that is not on the list.

Close a Workbook

If you are new to Excel, it’s good to know the difference between closing a workbook and closing Excel. This can be confusing in the beginning.

1. To close an Excel workbook, click the lower X.

Close Excel Workbook

2. If you have multiple workbooks open, clicking the upper right X closes the active workbook. If you have one workbook open, clicking the upper right X closes Excel.

Create a New Workbook

Although Excel creates a blank workbook when you open it, sometimes you want to start all over again.

1. To create a new workbook, click New and then click Create.

Create a New Workbook

Save in 97-2003 Format

 

If you save your Excel files in 97-2003 format (.xls instead of the new .xlsx format), users who do not have Excel 2007 or Excel 2010 installed on their computer, can still open your Excel files.

1. Open a workbook.

2. On the green File tab, click Save As.

Click Save As

3. Select Excel 97-2003 Workbook from the drop-down list.

Excel 97-2003 Workbook

4. Click Save.

To automatically save your Excel files in 97-2003 format, execute the following steps.

5. On the green File tab, click Options, Save, and select Excel 97-2003 Workbook from the drop-down list.

Auto-save

6. Click OK.

Note: Excel will always give you a warning if features are not supported in 97-2003 format, so you can save the file in the new .xlsx format (Excel Workbook).

 

View Multiple Workbooks

f you want to view multiple Excel workbooks at the same time, execute the following steps.

1. First, open two or more workbooks.

2. On the View tab, click Arrange All.

Click Arrange All

3. Select the desired arrange setting. For example, click Horizontal.

Horizontal Arrange Setting

4. Click OK.

View Multiple Workbooks

Note: on the View tab, in the Window group, click View Side by Side (by default, Synchronous Scrolling is activated), to scroll both worksheets at the same time.

Workspace

If you open the same workbooks every day, save these workbooks as a workspace. If you open the workspace file, Excel opens all your workbooks and the layout of all windows. This can save time.

1. First, open two or more workbooks.

2. On the View tab, click Arrange All.

Click Arrange All

3. Select the desired arrange setting. For example, click Tiled.

Tiled Arrange Setting

4. Click OK.

Workspace

5. On the View tab, click Save Workspace.

Click Save Workspace

6. Save the workspace file (.xlw) to a location on your computer.

7. Close Excel.

8. Open the workspace file.

Result.

Workspace

Note: the workspace file does not contain the workbooks themselves. Therefore, you still have to save the individual workbooks if you make any changes to them. Also, if you change the location of a workbook, Excel cannot open this workbook when you open the workspace file.

 

Auto Recover

Excel periodically saves a copy of your Excel file. Learn how to recover a file that was never saved and how to recover a file that has been saved at least once.

If Excel crashes, it displays the Document Recovery Pane, the first time you open Excel again. This is a quick way to recover the last autosaved file.

Document Recovery

File that was never saved

If you’ve never saved a file and you accidentally click Don’t Save below when you close Excel (or Excel crashes), execute the following steps to recover the last autosaved file.

Don't Save Book1

Note: Excel tells you that if a recent copy will be available.

1. On the File tab, click Info.

2. Click Manage Versions, Recover Unsaved Workbooks.

Recover Unsaved Workbooks

3. Click the last autosaved file.

Saved at least once

If you’ve saved a file at least once and you accidentally click Don’t Save below when you close Excel (or Excel crashes), execute the following steps to recover the last autosaved file.

Don't Save grades.xlsx

Note: Excel tells you if a recent copy will be available.

1. Open the file.

2. On the File tab, click Info.

3. Under Versions, click the last autosaved file.

Closed Without Saving

Versions

When you are working on an Excel file, Excel saves all previous autosaved files under Versions.

1. At any time, you can go back to a previous version of your Excel file.

Versions

Note: Excel deletes all previous autosaved files when you close the Excel file.

Options

To change the AutoRecover options, execute the following steps.

1. On the File tab, click Options, Save.

Options

Note: you can save AutoRecover information every x minutes, change the AutoRecover file location, etc.

 

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