Introduction to Workbook

What is Workbook?
Workbook is another name of MS excel file. when a user open MS Excel and it automatically display an empty workbook.

Opening Workbook

If you have created a file (Workbook) and you have saved in you PC. There are two options to open that file.
 
1. Open the file from saved location (directory)
To open the saved file just to to the location where you have saved your file (ie drive and folder). Find and double click the file and it will open and display all your working that you have saved in that workbook. See below there are two Excel Workbook files located in my drive. just click on which you want to open
 
2. Open the file from MS Excel
To open the file from MS excel follow these steps
  • Go to File tab located at top left of the workbook. See below the green FILE button.
  • To open the file click on Open  option, see below. here you will face many more option to open the file.
  • After clicking on OPEN, you will see some locations like Recent Workbooks, Computer, Onedrive, Google drive and + Add a Place to add more location.
  • If you have recently used the file that you want to open, you can see that file in Recent Workbooks option. that have all the file which have been used in near past. see below
  • If you didn’t used the workbook before and it is not being shown in Recent Workbook then you can click other location like Computer. (See Below)
  • Click the COMPUTER will display all the important location in Computer like, Documents, Desktop or etc. If file is on Desktop then jump to that location other wise click the brows button (See below Arrow 3), a new directory window will open, go to location find your Workbook and click to open.

 

Done. that’s all. You required File (Workbook) will be opened

Create a New Workbook

How to Create a New Workbook, When you open MS excel, it automatically create a new Workbook in black, but some time during work, you want to create another New Workbook. To create a new MS Excel File follow these steps.

  • To open with shortcut key press Ctrl + N on your keyboard, new blank windows will be opened.
  • The other way is, Go to File and click the New button

 

  • After Clicking the New Button, a side page will display, there will be a very 1st layout named Blank Workbook, Click on it, new blank workbook will be opened.

Close a Workbook

There are three ways to close the workbook
1. Short cut key: just press Ctrl + W to close the current (opened) workbook
2. Click on Lower X button

3. Go to File and click the Close Button to Close the Current file. see below

Done, You have successfully closed the file.

Save in 97-2003 Format

If you want to save your file in 97-2003 format, its very easy to do this. Whole the saving process is same but just to change a little bit.

.xls is the extension of MS Excel 97-2003 and .xlsx is the extension of MS Excel 2007 and later. Follow these steps to save in .xls format

  • Open the workbook
  • Go to File
  • Click Save As (See below Arrow 1)



  • When you will click on Save As , a white page will appear having some option to select location (See below Arrow 2 and 3), select your location for example DESKTOP, click on it and a new Save As window will appear, see below
 

 

  • See in above window, Save as Type click on this bar to change the format of from later to 97-2003 (.xls), click on this bar and find Excel 97-2003 Workbook, Click on it to select this format, see below

 
  • Click Save. You have successfully saved your workbook in 97-2003 format (.xls)
But if you want to set this format as DEFAULT FORMAT then go to File > Option. a new General Setting window will open. On left side select Save Tab and see on right side (Save file in this format)
Click on it and change Excel Workbook to Excel 97-2003 Format. See Below


Click OK.
You have successfully set the .xls format (97-2003) but MS Excel may give you a warning message while saving that this feature is not supported in 97-2003 format, that why there is no any other option left to change back the format to later. so you can save the file in the new .xlsx format (Excel Workbook, later than 97-2003).


AutoRecover

If you don’t know then I want to tell you that MS Excel periodically save the the file that you have not saved yet. or in  other case if MS excel crashed that closed then it means all of you data has lost but MS Excel Latest version have auto Recovery feature that helps the user to recover the unsaved file.

If MS Excel crashed and you close it. then next time when you open MS excel, it show a recovery panel on left side that have all those files which you had used in you working and never been saved. See below



This is very quick and shortcut way o access your lost and unsaved Excel file.

How to recover the data of a File that was Closed Mistakenly and Data was not saved
Suppose you close the workbook and it asks you to save the data with three option, Saved, Don’t Saved and cancel and you have mistakenly click on Dont saved, then how to recover the data of unsaved file

Follow these steps to recover the data.

  • Go to File
  • Click on INFO
  • Go to Manage Version
  • Click on Recover Unsaved Workbooks

 

  • Click on Last Autosaved File.
This will appear that file which was not save. click on that file and recover you data.

If you have saved you file at once but you mistakenly clicked Don’t Save, 
Follow these steps to recover the data.

  • Go to File
  • Click on INFO
  • Go to Manage Version
  • Under this Version, you will see you last once saved file name with time and date etc. click on that name and recover your file data. see below

Workspace

If you work in same windows on daily basis then you don’t need to open all of them one by one. there is another feature hidden in MS Excel to save/open all of these window in one click.

MS Office have provided the facility to show multiple workbooks on same display, a user can fasten his work on same display with multiple workbooks. but how to open all of them in same window. Follow these steps

  • Open two or more workbooks (Excel Files)
  • Then go to View tab of any workbook (See Below Arrow 1)

 

  • Now you have to arrange all these workbooks in one window, Click Arrange all button in View tab, (See above arrow 2)
  • As you click on this button. it will ask you the arrangement style about how you want to arrange them, vertical, horizontal or other. see below,
  • Click on your desired arrangement and click OK
 
  • As you click OK, all the workbooks will be arranged automatically.
 
  • Now Go to View tab
  • Click Save Workspace
  • It will be save in .xlw format in you Computer location.
  • Close all the windows and go to .xlw file.
  • Open it and it will open all those saved workbooks that you have saved with same arrangements.


Note: this feature is added in MS Office 2013 or later. to enjoy this feature you need to jump back to older version. But if you make any change in any file of workspace you will have to save the workbooks all one by one. And also, if you change the location of a any workbook, Microsoft Excel Workspace will not open that workbook.

View Multiple Workbooks

MS Office have provided the facility to show multiple workbooks on same display, a user can fasten his work on same display with multiple workbooks. but how to open all of them in same window. Follow these steps

  • Open two or more workbooks (Excel Files)
  • Then go to View tab of any workbook (See Below Arrow 1)

 

  • Now you have to arrange all these workbooks in one window, Click Arrange all button in View tab, (See above arrow 2)
  • As you click on this button. it will ask you the arrangement style about how you want to arrange them, vertical, horizontal or other. see below,
  • Click on your desired arrangement and click OK
 
  • As you click OK, all the workbooks will be arranged automatically.

 Sharing workbook

If you share a workbook, you can work with other people on the same workbook at the same time. The workbook should be saved to a network location where other people can open it. You can keep track of the changes other people make and accept or reject those changes.

To share a workbook, execute the following steps.

1. Open a workbook.

2. On the Review tab, in the Changes group, click Share Workbook.

The Share Workbook dialog box appears.

3. On the Editing tab, click the check box and click OK.

Excel saves the workbook. You can now work with other people on the same workbook at the same time. The screen above shows you who has the workbook open.

 Sharing from OneDrive

Save your Excel files to your OneDrive location and access your files from any computer or share it with other people.

1. Open a workbook.

2. On the File tab, click Save As.

3. Click OneDrive, Sign In.

Note: if you don’t have a Microsoft account, click on Sign up to create an account. If you’re using Outlook or Xbox live, you already have a Microsoft account.

4. Type your email address and click Next.

5. Enter your password and click Sign in.

6. Select a folder.

7. Click Save.

You can now edit this Excel file with Excel Online from anywhere without having Excel installed on your computer. To share this Excel file with other people, execute the following steps.

8. Go to onedrive.live.com and sign in with your Microsoft account.

9. Click the folder selected at step 6.

10. Right click the Excel file and click Share.

11. Click Email.

12. Enter an e-mail address and click Share.

The recipient receives a link and can edit the Excel file. You can now use Excel Online to work with the recipient on this workbook at the same time.

 

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