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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 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. This ensures that the most recent versions are always saved to disk 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 47), press , or click the Save button on the Standard toolbar to display the Save As dialog sheet (Figure 50).

Figure 50. The Save As dialog sheet with the file name suggested by Éxcel. This is the collapsed version of the dialog.


2.
Click the triangle beside the Where pop-up menu to expand the dialog so it shows the file hierarchy (Figure 51).

Figure 51. Clicking the triangle beside the Where menu expands the dialog to show the file hierarchy.


3.
Navigate to the folder in which you want to save the file:

  • Use the Where pop-up menu (Figure 52) to select a different location.

    Figure 52. Use the Where pop-up menu open a different folder.


  • Double-click a folder to open it.

  • Click the New Folder button to create a new folder within the current folder. Enter the name for the folder in the New Folder dialog (Figure 53) and click the Create button.

    Figure 53. The New Folder dialog.


4.
Enter a name for the file in the Save As text box.

5.
Click Save.

The file is saved to disk. Its name appears in the window's title bar (Figure 54).

Figure 54. The File's name appears in the title bar, along with a tiny Excel workbook file icon.


Tips

  • You can use the Format pop-up menu in the Save As dialog (Figure 55) 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 55. Use the Format pop-up menu to save the document as a template or another type of file.

  • If you save a file with the same name and same disk location as another file, a dialog appears, asking if you want to replace the file (Figure 56).

    • 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 As dialog where you can enter a new name or specify a new disk location.

    Figure 56. Excel double-checks to make sure you want to overwrite a file with the same name.


To save changes to a file

Choose File > Save (Figure 47), 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 47).

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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