Are you saving a workbook for the first time? Saving it as another name? Sharing it with someone who doesn't have Excel 2010? There are many ways you share and receive workbooks, which will affect how you need to save the file.
In this lesson, you will learn how to use the Save and Save As commands, how to save as an Excel 97-2003 compatible workbook, and how to save as a PDF.
When you create a new workbook in Excel, you'll need to know how to save it to access and edit it later. Excel allows you to save your documents in several ways.
Optional: You can download this example for extra practice.
Save As allows you to choose a name and location for your workbook. Use it if you are saving a workbook for the first time or if you want to save a different version of a workbook while keeping the original.
If you are using Windows 7, you will most likely want to save files to your Documents library. For other versions of Windows, you will most likely want to save files to the My Documents folder. For more information, check out our lessons on Windows 7 and Windows XP.
If you are saving for the first time and select Save, the Save As dialog box will appear.
Excel automatically saves your workbooks to a temporary folder while you're working on them. If you forget to save your changes or if Excel crashes, you can recover the autosaved file.
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 do not see the file you're looking for—or if you're looking for an autosaved version of a file that has no previously saved versions—you can browse all autosaved files by clicking the Manage Versions button and selecting Recover Unsaved Workbooks from the drop-down menu.
You can share your workbooks with anyone using Excel 2010 or 2007 because they use the same file format. However, earlier versions of Excel use a different file format, so if you want to share your workbook with someone using an earlier version of Excel you will need to save it as an Excel 97-2003 workbook.
Saving your workbook as an Adobe Acrobat Document—which is called a PDF file—can be especially useful when your recipients do not have Excel. A PDF will make it possible for recipients to view the content from your workbook, but they will not be able to edit anything. If you are not sure what a PDF looks like, you can download our PDF example for this lesson.
Excel defaults to saving the active worksheet only. If you have multiple worksheets and want to save all of them in the same PDF file, click Options. The Options dialog box will appear. Select Entire workbook from the Options dialog box, then click OK.