Excel 2010 Introduction – Lesson 7 – Working with Excel Files

Lesson Seven: Working with Excel Files

This module working with Excel files, including how to open files and how to save them. It is important to save files early and often to protect your work. The file format introduced in Excel 2007 provides new options. In this module, we’ll cover how to publish your worksheets as PDF files and how to send a workbook via E-mail. This module also discusses how to close Excel files.

Saving Files

The new Backstage View provides options for saving your files. You can also save a previously saved file using the keyboard shortcut or the Quick Access Toolbar.

Use the following procedure to save a new file.

  1. Select the File tab to open the Backstage view.

  1. Select Save or Save As. (For unsaved data, either works the same.)

  1. Navigate to the location where you want to store the file.
  2. Enter the File Name.
  3. Select Save.

Publishing Files to PDF

PDF stands for Portable Document Format. Almost all computers have software to read a PDF file, making it an extremely portable file format. After loading the PDF add-in, it’s just as easy to save a PDF as a regular workbook file.
Use the following procedure to publish a workbook to a PDF file.

  1. Select the File tab to open the Backstage view. Select the Share tab.

  1. Select Create PDF/XPS Document under File Types. Select Create PDF/XPS Document.

  1. Navigate to the location where you want to store the file.
  2. Enter the File Name.
  3. The default type is PDF. The Open file after publishing and Standard optimization are selected by default. These can be changed, if necessary.
  4. Select Publish.

Sending Files via E-Mail

Use the following procedure to attach their files to an E-mail.

  1. Select the File tab to open the Backstage view. Select the Share tab.

  1. Select Send as Attachment.

Excel opens an E-mail message with the file attached. You can enter the addressee and message contents as needed.

Closing Files

If you have finished working on a workbook, but are continuing to work in Excel, you should close the file.

Use the following procedure to close a file.

  1. Select the File tab to open the Backstage view.

  1. Select Close.

Opening Files

The Backstage View includes the Open command, as well as a list of recently used files. You can use either method, or the Ctrl + O keyboard shortcut to open a file.

Shown here is the Recent list in the Backstage View.

Use the following procedure to open a file.

  1. Select Open from the Backstage View.

  1. Navigate to the location of the file you want to open. Highlight one or more files to open them.
  2. Select Open.

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