课程: Excel Essential Training (Microsoft 365)

Use Save or Save As

课程: Excel Essential Training (Microsoft 365)

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Use Save or Save As

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- After doing a certain amount of work with a worksheet if it's a new one, you certainly want to save it. And at different times when you work with much larger worksheets, you certainly want to save periodically. And most people familiar with computer software develop a certain habit, a cycle of say it's every five minutes or so and the more changes you make to a given worksheet in Excel the more likely you are to want to save more frequently. And all of us at one time or another has gotten burned by the fact that either there was a power failure or perhaps we turned off the computer by mistake and we lost all the changes we made from the last save. Now, the question comes up when you go to the file tab in the ribbon. Remember, this is the one that's different than all the other tabs at the top of the screen. When you click file, we do see save, but there's also a save as. The question sometimes comes up, well which one should I use? If there's any doubt about what you're trying to do, choose save as. Now, if it's the first time that you're saving a file, automatically you will see a screen. And screen appearances will vary widely here but you do have the opportunity of saying if it's an existing file, I simply want to save it again. Now, if this is the very first time that you're saving a file you want to consider the name that you're using. I've got a file that's open right now called O2 - Entering Data, but I could be typing in a whole new name here if I want to save this with a different name. And most of us, most of the time, I'd say for most Excel users, probably 99% of the time, we don't choose this other drop arrow to consider the other options. But there could be those rare times when you need to save your Excel file in a different file form. Perhaps in an older version of Excel. And there's just a ton of choices here. But, most users don't need to worry about that. It's simply a save, and what it really means is replace. If the file has already been worked on and you've been using it in the past, this already exists do you want to replace the existing file? Now, if for some reason I didn't of course I'd choose cancel, but then click okay. But imagine if I put in formulas here and add five more lines of data, and I forget to save. What happens if there's a power failure? I've lost all those changes. The larger the file is when you do save, and you can by the way, save it faster with the button that we see at the top of the screen, says save. Notice, it has a keystroke shortcut, Control S. If I click this right now, you'll see a slight blip in the bottom of the screen just to the right of the word ready. Sometimes that's so fast you don't see it. But with larger files, with more data in them there's a slight pause between the actual indication that you want to save and the actual saving. But you want to develop a habit if you haven't already in working with Excel every so often click this button to make sure that your saved version is in sync with what you have on your screen.

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