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Saving Files

As you work with a file, everything you do is stored in only one place: random access memory or RAM. The contents of RAM are a lot like the light in a lightbulb—as soon as you turn it off or pull the plug, it's gone. Your hard disk or a floppy disk provides a much more permanent type of storage area. You use the Save command to copy the workbook file in RAM to disk.

Tip

It's a very good idea to save documents frequently as you work to prevent data loss in the event of a computer problem.


To save a workbook file for the first time

1.
Choose File > Save or File > Save As (Figure 34), or press Error! Filename not specified.

or

Click the Save button on the Standard toolbar.

2.
Use the Save dialog box that appears (Figure 49) to navigate to the folder (and disk, if necessary) in which you want to save the file:

Figure 49. The Save dialog box.


  • Use the directory pop-up menu near the top of the dialog box (Figure 50) to back out of the current folder.

    Figure 50. Use the directory pop-up menu to back out of the current folder.


  • Double-click a folder to open it.

  • Click the New button to create a new folder within the current folder. Enter the name for the folder in the New Folder dialog box (Figure 51) and click the Create button.

    Figure 51. The New Folder dialog box.


3.
Enter a name for the file in the Name edit box.

4.
Click the Save button.

The file is saved to disk. Its name appears in the window's title bar (Figure 52).

Figure 52. The File's name appears in the title bar, along with a tiny Excel workbook file icon.


Tip

You can use the Format pop-up menu at the bottom of the Save dialog box (Figure 53) to specify a format for the file or active sheet. This enables you to save the document as a template or in a format that can be opened and read by other versions of Excel or other applications.

Figure 53. Use the Format pop-up menu to save the document as a template or another type of file.



Tip

Mac OS file names can be up to 31 characters long and can contain any character except a colon (:).


Tip

If you save a file with the same name and same disk location as another file, a dialog box appears, asking if you want to replace the file (Figure 54).

Figure 54. Excel double-checks to make sure you want to overwrite a file with the same name.


  • Click the Replace button to replace the file already on disk with the file you are saving.

  • Click the Cancel button to return to the Save dialog box where you can enter a new name or specify a new disk location.


To save changes to a file

Choose File > Save (Figure 34), or press .

or

Click the Save button on the Standard toolbar.

The file is saved with the same name in the same location on disk.

To save a file with a different name or in a different location

1.
Choose File > Save As (Figure 34).

2.
Follow steps 2 and/or 3 on the previous page to select a new disk location and/or enter a different name for the file.

3.
Click the Save button.

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