[vip_students] Excel Tutorials: Lesson 11, Saving a workbook!
- From: "NCBI Technical Support" <paul.traynor@xxxxxxx>
- To: <vip_students@xxxxxxxxxxxxx>
- Date: Wed, 28 Mar 2007 08:57:58 +0100
Topic: Saving a Workbook
Introduction. Once you have entered data into a worksheet or made changes
to an existing worksheet, you are ready to save the workbook. You can use
several methods to save workbooks. The method you use depends on whether the
workbook has been saved at least once.
1. If you have not saved the workbook before, you must use the Save As
dialog box to assign a name to the workbook and to indicate in which drive
and folder you want to save it.
2. If you have saved the workbook at least once and do not want to change
the name or location of the workbook, you can use Ctrl-S to save it quickly.
3. If you want to change the name or location of a workbook you have saved
at least once, use the Save As dialog box to make the change.
This topic explains how to save a new workbook, execute a quick save, and
save an existing workbook under a different name. You should save your
workbooks frequently. Otherwise, you run the risk of losing the information
you entered since the last time you saved the workbook.
Workbook Name Guidelines. You must follow naming guidelines when you assign
a name to a workbook. Workbook names can be from 1 to 255 characters long.
You can use most characters except the following characters: equal sign,
plus sign, question mark, semicolon, colon, quotation marks, left and right
brackets, forward and back slashes, greater than and less than signs. You
may use spaces to separate words in the workbook name. For example,
"Budget.xls" and "Personal Budget 2002 and 2003.xls" are valid filenames.
By default, Excel automatically adds the.xls extension to all Excel
workbooks. Using the .xls extension makes it easier to find and open your
Excel workbooks.
Exercise Objectives. In the following four exercises, you will review the
Save As dialog box. You will also save the workbook you created in the
previous topic, execute a quick save, and save information in the Budget
2003.xls workbook under a new name using the Save As command.
Exercise: Reviewing the Save As Dialog Box
Complete the following twelve steps to review the Save As dialog box.
Step 1: Press Insert-T to verify that Book1 is the active workbook. JAWS
announces, "Title Equals Microsoft Excel - Book1."
Step 2: Press Alt-F to pull down the File menu. JAWS announces, "Menu
Active New Dot Dot Dot Ctrl+N."
Step 3: Select the Save As command by pressing the Down Arrow key until
JAWS announces, "Save As Dot Dot Dot A." Then, press Enter to execute the
Save As command.
The Save As dialog box appears. JAWS announces, "Save As Dialog File Name:
Edit Combo Book1.xls."
A selection cursor appears around the default name (Book1.xls) in the File
Name field. The dialog box is prompting you to assign a name and specify the
drive and folder in which you want to save the workbook.
Step 4: Press Insert-Tab to verify the focus is in the File Name field.
JAWS announces, "File Name: Edit Combo Book1.xls."
Use the File Name field to type in a name for the workbook. Do not type a
three-character file extension in this field. Excel automatically adds .xls
to all Excel workbooks.
Note: A file extension is a type of code which contains "3 letters". This
code tells windows which program to use to open up the document you are
working on. In the case of microsoft excel the 3 letter code is"XLS". All
you need to do is just give the file a name and "do not add anything else to
the filename as windows will do this itself.
If you want to use a different file type, choose one from the Save As Type
combo box.
Tip: If you know in which drive and folder you want to save the workbook,
you can type the full path to indicate in which drive and folder you want to
save the workbook. (For example, you can type a:\example\my budget.) If you
type the path and file name in the File Name field, you do not have to use
the Save In combo box and list box to designate a drive and folder.
Step 5: Press Tab to move to the Save As Type combo box. JAWS announces,
"Save As Type Combo Box Microsoft Excel Workbook (*.xls)."
The Save As Type combo box lists the file types in which you can choose to
save the workbook. You can use the Up or Down Arrow key to select a
different type. By default, the field is set to the Microsoft Excel Workbook
file type - which is .xls.
Step 6: Press Tab to move to the Save button. JAWS announces, "Save
Button."
Activate the Save button once you have assigned a name to the workbook AND
designated a drive and folder in which you want to save it.
Step 7: Press Tab to move to the Cancel button. JAWS announces, "Cancel
Button."
Activate the Cancel button when you decide you do not want to save the
workbook. The focus will return to the worksheet.
Step 8: Press Tab to move to the Save In combo box. JAWS announces, "Save
In: Combo Box My Documents."
The Save In combo box lists the drives and folders on your computer. Use the
Save In combo box to designate in which drive or folder you want to save
your workbook. You can use the Up or Down Arrow key to select a drive or
folder. (You can press Insert-Tab to verify the selection.) The contents of
the selected drive or folder appear in the list box.
Step 9: Press Tab to move to the first button on the Tools toolbar. JAWS
announces, "Back List Box Unavailable," indicating that the first button is
selected. Press the Left and Right Arrow keys to review the buttons. The
following list describes the purpose of each button.
Back. When you activate the Back button, the contents of the previous folder
appear in the list box. JAWS refers to this button as a list box.
Up One Level. When you activate the Up One Level button, the contents of the
folder one level from the open folder appear in the list box.
Search the Web. When you activate the Search the Web button, Excel closes
the Save As dialog box and opens your Web browser to a search page.
Delete. When you activate the Delete button, Excel deletes the selected
folder or file.
Create New Folder. When you activate the Create New Folder button, Excel
creates a new folder in the open folder.
Views. When you activate the Views button, Excel switches the folder view
between List, Details, Properties, and Preview. Each view provides different
information about the selected file or folder.
Tools. When you activate the Tools button, the Tools menu appears. It has
the following menu commands: Delete, Rename, Add to Favorites, Map Network
Drive, Properties, Web Options, General Options, and Save Versions.
Step 10: Press Tab to move to the first folder listed in the Places Bar.
Then, press the Up and Down Arrow keys to review the buttons.
The Places Bar appears on the left side of the dialog box. It has shortcuts
to the History, My Documents, Desktop, Favorites, and My Network Places
folders. When you choose one of these folders, the contents of the folder
appear in the list view.
Step 11: Press Tab to move to the list view. JAWS announces, "Folder View
List View Not Selected," followed by the first item in the list.
The list view displays the contents of the selected drive or folder. Each
time you select a new drive or open a new folder, the information in this
list view changes.
To open a folder in the list view, press the Up or Down Arrow key until JAWS
reads the folder you want. Then, press Enter. Repeat this process until you
have opened the folder in which you want to save your workbook.
Step 12: Press Escape to activate the Cancel button and close the Save As
dialog box without saving the workbook.
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