Ms Excel File Operations

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Microsoft Excel File Operations

Saving a File

A Microsoft Excel file gets saved like any traditional Windows file. To save a file:

  • You can press Ctrl + S
  • On the Quick Access Toolbar, you can click the Save button 
  • You can click the Office Button and click Save Save

Two issues are important. Whenever you decide to save a file for the first time, you need to provide a file name and a location. The file name helps the computer identify that particular file and register it.

A file name can consist of up to 255 characters, you can include spaces and dashes in a name. Although there are many characters you can use in a name (such as exclamation points, etc), try to avoid fancy names. Give your file a name that is easily recognizable, a little explicit. For example such names as Time Sheets, Employee's Time Sheets, GlobalEX First Invoice are explicit enough. Like any file of the Microsoft Windows operating systems, a Microsoft Excel file has an extension, which is .xls but you don't have to type it in the name.

The second important piece of information you should pay attention to when saving your file is the location. The location is the drive and/or the folder where the file will be saved. By default, Microsoft Excel saves its files in the My Documents folder. You can change that in the Save As dialog box. Just click the arrow of the Save In combo box and select the folder you want.

Microsoft Excel allows you to save its files in a type of your choice. To save a file in another format:

  • Press F12 or Shift + F12
  • You can click the Office Button and position the mouse on Save As and select the desired option:
  • On the Quick Access Toolbar, you can click the Save button . Then, in the Save As dialog box, click the arrow of the Save As Type combo box and select a format of your choice

There are other things you can do in the Save As dialog box:

Save As

Practical Learning: Saving a File

  1. To save the current document, on the Quick Access Toolbar, click the Save button 
  2. Type Fundamentals
  3. Click the Save button

Saving under a Different Name and New Folder

You can save a file under a different name or in another location, this gives you the ability to work on a copy of the file while the original is intact.

There are two primary techniques you can use to get a file in two names or the same file in two locations. When the file is not being used by any application, in Windows Explorer (or in My Computer, or in My Network Places, locate the file, right-click it and choose Copy. To save the file in a different name, right-click in the same folder and choose Paste. The new file will be named Copy Of... You can keep that name or rename the new file with a different name (recommended). To save the file in a different location, right-click in the appropriate folder and click Paste; in this case, the file will keep its name.

In Microsoft Excel, you can use the Save As dialog box to save a file in a different name or save the file with the same name (or a different name) in another folder. The Save As dialog box also allows you to create a new folder while you are saving your file (you can even use this technique to create a folder from the application even if you are not saving it; all you have to do is create the folder, click OK to register the folder, and click Cancel on the Save As dialog box).

Practical Learning: Save a File With Different Settings

  1. To save this file using a different name, click the Office Button, position the mouse on Save As, and click Excel 97-2003 Workbook
  2. Change the name of the file to Employment Application
  3. On the toolbar of the Save As dialog box, click the Create New Folder button (if you have a hard time finding it, press Alt + 5
  4. Type My Workbooks and press Enter. The My Files folder should now display in the Save In combo box. If you clicked Cancel or pressed Esc now to dismiss the Save As dialog box, the computer would still keep the folder
  5. After making sure that the My Files folder displays in the Save In combo box, click the Save button

Opening a File

The files you use could be created by you or someone else. They could be residing on your computer, on another medium, or on a network. Once one of them is accessible, you can open it in your application.

You can open a document either by double-clicking its icon in Windows Explorer, in My Computer, from the Find Files Or Folders window, in My Network Places, or by locating it in the Open dialog box. To access the open dialog box, on the main menu, click File -> Open... You can also click the Open button on the Standard toolbar.

A shortcut to call the Open dialog box is Ctrl + O.

Practical Learning: Using the Open Dialog

  1. Click the Office Button and click Open
  2. In the Open dialog box, click the arrow of the Look In combo box, select (C:); the (C:) represents your hard drive
  3. Locate the folder that contains your exercises and display it in the Look In combo box
  4. Click Allentown Car Sales1
  5. Click the Open button

Files Properties

Every file has some characteristics, attributes, and features that make it unique; these are its properties. You can access a file's properties from three main areas on the computer:

  • If the file is saved on the desktop and/or it has a shortcut on the desktop, if you open My Computer, Windows Explorer, or the folder (as a window) where the file is stored, right-click the file and click Properties. If the file were saved on the desktop, you would see only some of its properties, the most you can do there is to assign a Read-Only attribute. In My Computer and Windows Explorer, you will be able to change the file's properties.
    Before opening a file or while in the Open dialog box, you can view some of the file's properties although you won't be able to change them.
  • When the file is opened in Microsoft Excel, you can click the Office Button, position the mouse on Prepare, and click Properties. This would display some of the most common attributes of the file:
    To change an item, you can click its text box and edit or replace the content. To get more options, you can click the Document Properties button and click Advanced Properties...

A file's properties are used for various reasons. For example, you can find out how much size the file is using, where it is located (the hosting drive and/or folder), who created the file, or who was the last person to access or modify it. The Properties dialog box is also a good place to leave messages to other users of the same file, about anything, whether you work as a team or you simply want to make yourself and other people aware of a particular issue regarding the file.

Practical Learning: Changing a File’s Properties

  1. You should still have the Allentown Car Sales1 document opened. Otherwise open it.
    Click the Office Button -> Prepare -> Properties
  2. Click the Document Properties button and click Advanced Properties...
  3. Click the General tab. Notice the icon associated/registered with the file. Review the created, modified and accessed dates
  4. Click the Summary property sheet
  5. Click the Title text box and type Allentown Car Sales
  6. Click the Subject text box and type Weekly car sales summary
  7. Click the Manager text box and type Georgia Delaine
  8. Click the Category text box and type Employees Sales Results
  9. Click the Keywords text box and type accounting, sales, review, employees, cars
  10. Click the Comments text box and type This is a summary sales review, if you have any concern, please contact Mrs. Georgia Delaine, the Sales Accounts Manager. If you make any changes, send her an e-mail immediately
  11. Click the Statistics, Contents, and Custom tabs to review their content
  12. Click OK to register the changes and close the dialog box
  13. To close Microsoft Excel, click the Office Button and click Exit Excel