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Excel - Save and print an Excel workbook Tutorial

In this video, you will learn how to save and print an Excel workbook.
The video covers the process of saving a workbook to your computer or the cloud, as well as sharing it with others.
It also demonstrates how to print the workbook and export it in different formats.
This tutorial will help you effectively save and share your Excel work, ensuring that your hard work is not lost and can be easily accessed and shared with others.

1:53
4090 views

Available in Microsoft365

Objectifs :

Understand the importance of saving a workbook in Excel, learn how to use the Quick Access Toolbar for saving, and explore the Backstage view for various file management options.

Chapitres :

The Importance of Saving Your Workbook
Saving your workbook is crucial to prevent loss of work, especially in the event of unexpected power outages. Without saving, all your hard work could be lost. Therefore, it is essential to develop a habit of saving frequently.
Using the Quick Access Toolbar
To save your workbook, navigate to the Quick Access Toolbar located at the top of the Excel window. Click on the 'Save' icon to initiate the saving process.
Exploring the Backstage View
Upon saving for the first time, you will enter the Backstage view. This area is dedicated to file management tasks such as opening, saving, printing, sharing, exporting, and modifying Excel options. It provides a comprehensive overview of all behind-the-scenes operations.
Saving Options: Local vs. Cloud
When you first save a workbook, you will be prompted to choose a location. You can save it either to your computer or to the cloud. If you opt for cloud storage, ensure you are signed into your online account. Select a location on your cloud service, enter a filename, and click 'Save'. This process is similar to saving on a local computer but allows for online access.
Sharing Your Workbook
If you wish to share your workbook with others, you can do so by sending an email that contains a link to the online file. This feature enhances collaboration and accessibility.
Printing Your Workbook
To print your workbook, click 'Save' one last time to ensure all changes are recorded. Then, access the print option to see a preview of how the workbook will appear once printed. Select your desired printer from the list and click 'Print' to complete the process.
Exporting Your Workbook
Excel also allows you to export your workbook in various formats, including PDF. This feature is useful for sharing your work in a universally accessible format.
Next Steps: Expanding Your Workbook
In the upcoming section, we will learn how to expand our workbook by inserting additional columns and rows, enhancing the functionality and organization of our data.

FAQ :

What is the importance of saving a workbook in Excel?

Saving a workbook is crucial to prevent data loss. If the power goes out or the application crashes, unsaved work will be lost. Regularly saving ensures that your progress is preserved.

How do I save a workbook for the first time?

To save a workbook for the first time, click on the Save command in the Quick Access Toolbar. This will open the Backstage View where you can choose to save the file on your computer or in the cloud.

What is the Backstage View in Excel?

The Backstage View is a feature in Excel that provides access to file management options such as opening, saving, printing, sharing, and modifying Excel settings.

Can I save my workbook to the cloud?

Yes, you can save your workbook to the cloud using services like SkyDrive. After signing into your online account, you can select a location on SkyDrive to save your file.

How can I share my workbook with others?

You can share your workbook by sending an email with a link to the online file. This allows others to access the workbook stored in the cloud.

What formats can I export my workbook to?

You can export your workbook to various formats, including PDF, which is useful for sharing or printing your data in a non-editable format.

Quelques cas d'usages :

Saving Workbooks for Data Analysis

In a data analysis role, regularly saving workbooks is essential to ensure that all data manipulations and analyses are preserved. By saving to the cloud, analysts can access their work from different devices and collaborate with team members in real-time.

Collaborative Projects

When working on a team project, using the Save and Share features in Excel allows team members to work on the same workbook simultaneously. This enhances collaboration and ensures that everyone has access to the latest version of the document.

Creating Reports

When preparing reports, using the Print Preview feature helps ensure that the layout and formatting are correct before printing. Exporting the report as a PDF can also facilitate easy sharing with stakeholders who may not have Excel.

Backup and Recovery

In any professional setting, saving workbooks to both local storage and cloud services provides a backup option. This is crucial for data recovery in case of hardware failure or accidental deletion.

Glossaire :

Workbook

A workbook is a file in Excel that contains one or more worksheets, where users can store and manipulate data.

Quick Access Toolbar

A customizable toolbar in Excel that provides easy access to frequently used commands, such as Save, Undo, and Redo.

Backstage View

A feature in Microsoft Office applications that provides access to file management tasks such as opening, saving, printing, and sharing files.

Save As

A command that allows users to save a file with a new name or in a different location, including options to save to local storage or cloud services.

SkyDrive

A cloud storage service from Microsoft that allows users to store files online and access them from any device connected to the Internet.

Export

The process of saving a file in a different format, such as PDF, to facilitate sharing or printing.

Print Preview

A feature that allows users to see how a document will look when printed, including layout and formatting.

00:00:03

other than writing it of course, is saving it.

00:00:05

For example, if the power were to go out right now,

00:00:09

all of our hard work would be gone, unless we saved it to a file.

00:00:13

Move up here, to this set of commands called

00:00:15

the Quick Access Toolbar, and click Save.

00:00:19

The first time you save a workbook, you come to this area called the Backstage.

00:00:23

You won't find any formatting commands here.

00:00:26

The Backstage is all about opening, saving,

00:00:29

printing, sharing, exporting, and modifying Excel options.

00:00:33

In other words all that behind the scenes stuff.

00:00:36

When you first save a workbook, you come here to Save as.

00:00:42

You can choose whether you want to save it to your computer,

00:00:45

or to the cloud using Office 365 Sharepoint, or Skydrive.

00:00:51

I've already signed into my online account, so now I can click here

00:00:55

and browse for a location on my Skydrive.

00:00:58

Enter a filename and click Save.

00:01:05

It's just like saving to a computer, except that now

00:01:08

I can access the file on any computer connected to the Internet.

00:01:11

Or I can share it with others,

00:01:15

by sending an e-mail message, containing a link to the online file.

00:01:25

When you want to show your workbook to others click Save one last time,

00:01:29

then click the File tab to go to the backstage.

00:01:32

Click here to print the workbook.

00:01:34

See a preview of how the workbook will look after it's printed.

00:01:38

Select a printer in this list.

00:01:40

Then click Print.

00:01:41

You can also export your workbook in a number of formats such as PDF.

00:01:47

Up next we'll expand our workbook by inserting more columns and rows.

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