How to Save Excel File
MS Excel is currently one of the most commonly used spreadsheet software worldwide. It has a distinct range of powerful features. Whenever we create a new workbook in Excel and put the data in it, we must save it so that we don't need to start from the beginning when something unexpected (i.e., power failure, shut down, application close, etc.) happens. We can open a saved Excel file and start working from the same position where we left earlier.
Therefore, it is crucial to know how to save an Excel file to access, modify, or share it easily. In this article, we are discussing few simple methods to understand how to save Excel files locally on the computer. The tutorial is created using MS Excel 2013. However, the process is the same for other versions. MS Excel 2013 or later allows us to save an Excel file to the cloud using OneDrive. Moreover, few other options (such as export, share workbook, etc.) make working with Excel more effective.
Save and Save As
Before discussing the methods, let us first understand the difference between 'Save' and 'Save As' commands as Excel offers these two basic options to save a file.
Now, let us discuss the steps of saving excel file using both options:
Using 'Save' command to save Excel File
In most cases, Quickly saving an Excel file can prevent hard work from being lost. We must save a file in a specific location so that we can find it later. We can make changes to the existing file and use the same command (Save command) to keep the file updated according to the applied changes.
We can follow the steps discussed below to save Excel file using the 'Save' command:
Note: We can also access the Save command from the quick toolbar or by pressing the shortcut 'Ctrl +S' through the keyboard.
Using 'Save As' command to save Excel File
In case we want to save an Excel file to a different location or want to save it by adding more data without affecting the existing one, we can use the 'Save As' option. It is mainly used to create a copy of an Excel file while keeping the original file intact from the changes. For instance, suppose we have an Excel file 'Data1'; we can create the file 'Data2' using the 'Save As' option after making some changes in a Data1 file. This will eventually create a Data2 file with the updated data, and Data1 will still be the same as earlier. Moreover, the content of the Data2 file can be changed accordingly.
Following are the steps using which we can save Excel files through the 'Save As' command.
Note: The 'Save As' is not only limited to be used with the existing files. This command can also save a newly created excel file to a particular location in the desired file type and file name.
Exporting a workbook
Apart from the above two methods of saving an Excel file, we can also export the Excel file to save it as some specific file formats. However, this method is mostly used to save excel files in a PDF format. But, we can also export to other formats accordingly.
Export a workbook as a PDF
Using this method, we can save an Excel file in a PDF format. Exporting a workbook in a PDF format is mainly beneficial when sharing the file with someone who does not have Excel software installed. Additionally, PDF allows others to view the document but does not allow them to edit the content.
The following are the steps to export a workbook as PDFs:
As per the default settings of Excel, the export feature only saves the active worksheet. In case we have several worksheets and want to export all of them, we need to click on the 'Options' button and select the 'Entire Workbook' option. The 'Options' window looks like the following image:
It is important to note that whenever we export or save an excel file in a PDF format, we must check the workbook data after it is saved. This is important because the formatting in PDFs generally does not appear accurate. In such a case, we need to adjust the formatting in the Excel file using the Page Layout section and then follow the entire process again to save it with proper formatting. This applies to all the worksheets in a workbook.
Export a workbook to other file formats
Using the Export feature in Excel, we can also save an Excel file or workbook in many other file formats/types instead of just PDFs. This method can also save an Excel file in 'Excel 97-2003 workbook (.xls)', which is mainly beneficial for older versions of Excel. Therefore, we can easily share files created in the latest Excel version with those using earlier versions of Excel. Other popular file formats that are available with the export feature are .CSV, .ODS, .XLSB, .XLTX and many more.
The following are steps to export the workbook to other file types: