2.2.   Creating and Opening Workbooks

Excel files are called workbooks. Whenever you start a new project in Excel, you'll need to create a new workbook. There are several ways to start working with a workbook in Excel 2013. You can choose to create a new workbook—either with a blank workbook or a predesigned template—or open an existing workbook.

2.2.1.  Create a new blank workbook

  1. Select the File Backstage view will appear.

  1. Select New, then click Blank workbook.

  1. A new blank workbook will appear.


2.2.2.  Open an existing workbook

In addition to creating new workbooks, you'll often need to open a workbook that was previously saved.

  1. Navigate to Backstage view, then click Open. 

  1. Select Computer, and then click Browse. 

  1. The Open dialog box will appear. Locate and select your workbook, then click Open. 
TIP: If you've opened the desired workbook recently, you can browse your Recent Workbooks rather than searching for the file. 



To pin a workbook

If you frequently work with the same workbook, you can pin it to Backstage view for quick access.

  1. Navigate to Backstage view and then click Open. Your recently edited workbooks will appear.

  1. Hover the mouse over the workbook you wish to pin. A pushpin icon will appear next to the workbook. Click the pushpin icon. 


  1. The workbook will stay in Recent Workbooks. To unpin a workbook, simply click the pushpin icon again.

TIP: You can also pin folders to Backstage view for quick access. From Backstage view, click Open, then locate the folder you wish to pin and click the pushpin icon.



2.2.3.  Compatibility mode

Sometimes you may need to work with workbooks that were created in earlier versions of Microsoft Excel, such as Excel 2003 or Excel 2000. When you open these kinds of workbooks, they will appear in Compatibility mode. 


Compatibility mode disables certain features, so you'll only be able to access commands found in the program that was used to create the workbook. For example, if you open a workbook created in Excel 2003, you can only use tabs and commands found in Excel 2003.


In order to exit Compatibility mode, you'll need to convert the workbook to the current version type. However, if you're collaborating with others who only have access to an earlier version of Excel, it's best to leave the workbook in Compatibility mode so the format will not change.


To convert a workbook

If you want access to all of the Excel 2013 features, you can convert the workbook to the 2013 file format.

Note that converting a file may cause some changes to the original layout of the workbook.

  1. Click the File tab to access Backstage view.

  1. Locate and select Convert. 

  1. The Save As dialog box will appear. Select the location where you wish to save the workbook, enter a file name for the presentation, and click Save.

  1. The workbook will be converted to the newest file type.



Challenge!

  1. Create a new blank workbook.

  1. Open an existing workbook from your computer.

  1. Pin a folder to Backstage view.


2.3.   Saving and Sharing Workbooks

Whenever you create a new workbook in Excel, you'll need to know how to save it in order to access and edit it later. As with previous versions of Excel, you can save files locally to your computer. But unlike older versions, Excel 2013 also lets you save a workbook to the cloud using OneDrive. You can also export and share workbooks with others directly from Excel.



2.3.1.  Save and Save As

Excel offers two ways to save a file: Save and Save As. These options work in similar ways, with a few important differences:

Save: When you create or edit a workbook, you'll use the Save command to save your changes. You'll use this command most of the time. When you save a file, you'll only need to choose a file name and location the first time. After that, you can just click the Save command to save it with the same name and location.

Save As: You'll use this command to create a copy of a workbook while keeping the original. When you use Save As, you'll need to choose a different name and/or location for the copied version.


To save a workbook

It's important to save your workbook whenever you start a new project or make changes to an existing one. Saving early and often can prevent your work from being lost. You'll also need to pay close attention to where you save the workbook so it will be easy to find later.

  1. Locate and select the Save command on the Quick Access Toolbar. 

  1. If you're saving the file for the first time, the Save As pane will appear in Backstage view.

  1. You'll then need to choose where to save the file and give it a file name. To save the workbook to your computer, select Computer, then click Browse. Alternatively, you can click OneDrive to save the file to your OneDrive.

  1. The Save As dialog box will appear. Select the location where you wish to save the workbook.

  1. Enter a file name for the workbook, then click Save. 

  1. The workbook will be saved. You can click the Save command again to save your changes as you modify the workbook.

Using Save As to make a copy

If you want to save a different version of a workbook while keeping the original, you can create a copy. For example, if you have a file named "Sales Data" you could save it as "Sales Data 2" so you'll be able to edit the new file and still refer back to the original version.

To do this, you'll click the Save As command in Backstage view. Just like when saving a file for the first time, you'll need to choose where to save the file and give it a new file name.


2.3.2.  Auto-Recover

Excel automatically saves your workbooks to a temporary folder while you are working on them. If you forget to save your changes, or if Excel crashes, you can restore the file using Auto-Recover.

To use Aut-oRecover

  1. Open Excel 2013. If auto-saved versions of a file are found, the Document Recovery pane will appear.

  1. Click to open an available file. The workbook will be recovered. 


TIP: By default, Excel autosaves every 10 minutes. If you are editing a workbook for less than 10 minutes, Excel may not create an autosaved version.

If you don't see the file you need, you can browse all autosaved files from Backstage view. Just select the File tab, click Manage Versions, and then choose Recover Unsaved Workbooks.



2.3.3.  Exporting workbooks
By default, Excel workbooks are saved in the .xlsx file type. However, there may be times when you need to use another file type, such as a PDF or Excel 97-2003 workbook. It's easy to export your workbook from Excel in a variety of file types.


To export a workbook as a PDF file

Exporting your workbook as an Adobe Acrobat document, commonly known as a PDF file, can be especially useful if sharing a workbook with someone who does not have Excel. A PDF will make it possible for recipients to view, but not edit, the content of your workbook.

  1. Click the File tab to access Backstage view.

  1. Click Export, then select Create PDF/XPS. 

  1. The Save As dialog box will appear. Select the location where you wish to export the workbook, enter a file name, and then click

TIP: By default, Excel will only export the active worksheet. If you have multiple worksheets and want to save all of them in the same PDF file, click Options in the Save as dialog box. The Options dialog box will appear. Select Entire workbook, then click OK. 



To export a workbook in other file types

You may also find it helpful to export your workbook in other file types, such as an Excel 97-2003 Workbook if you need to share with people using an older version of Excel, or a .CSV file if you need a plain-text version of your workbook.

  1. Click the File tab to access Backstage view.

  1. Click Export, then select Change File Type.

  1. Select a common file type, then click Save As.

  1. The Save As dialog box will appear. Select the location where you wish to export the workbook, enter a file name, and then click Save.




Challenge!

  • Create a new blank workbook.

  • Use the Save command to save the workbook to your desktop.

  • Save the workbook to OneDrive and invite someone else to view it.

  • Export the workbook as a PDF
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