Excel - Save, publish, and share Tutorial

In this video, you will learn how to save, publish, and share files using Microsoft 365. The video covers the features of Office apps like Word, Excel, and PowerPoint, which allow you to be creative and work together securely.
You can save your files in the cloud with OneDrive, making them accessible from anywhere.
Microsoft 365 allows you to store any type of file, including images, spreadsheets, and presentations.
You can also share and collaborate in real-time with your coworkers, whether you're in the office or on the go.
With the mobile apps and Office for the web, you can stay organized, connected, and productive from any device and browser.
This tutorial will help you master the essential skills of saving, publishing, and sharing files using Microsoft 365, enhancing your productivity and efficiency.

2:22
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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of the various options available in Excel for saving, sharing, and ensuring compatibility with older versions. It highlights the transition from Excel 2003 to the newer formats and offers practical steps for users to follow.

Chapitres :

Introduction to Excel Saving Options
Excel offers a variety of options for saving, printing, exporting, and sharing workbooks. Understanding these options is crucial for efficient file management and collaboration.
Saving Workbooks
Typically, users save files directly to their computers. However, Excel also allows saving workbooks to online services such as Office 365, SharePoint, and OneDrive. By logging into your account, you can save your workbook to OneDrive, enabling access from any internet-connected computer.
Sharing Workbooks
After saving a workbook, you can share it with others by clicking the 'Share' button. Additionally, Excel provides options to export your workbook in various file formats, including PDF.
Compatibility with Excel 2003
When transitioning from Excel 2003 to the newer Excel formats, it's important to consider compatibility. The older Excel 2003 uses the .xls format, while the newer versions use .xlsx. To share a workbook with someone using Excel 2003, you can save it in the .xls format. Here’s how to do it:
Using the Compatibility Checker
1. Navigate to the backstage view and select 'Info'. 2. Run the Compatibility Checker to identify any potential issues when saving in the older format. 3. Review the results and make necessary modifications. 4. Choose a location to save the file, and in the 'Save As' dialog box, change the 'Save as type' to 'Excel 97-2003 Workbook'. By following these steps, the recipient can open the workbook in Excel 2003.
Alternative Compatibility Option
Another option for users of Excel 2003 is to download an add-in called the Compatibility Pack, which allows them to open newer Excel files.
Conclusion
In summary, this guide provides essential information for users transitioning to the new Excel. While there is always more to learn, understanding these saving, sharing, and compatibility options will enhance your experience with Excel.

FAQ :

How do I save my Excel workbook to OneDrive?

To save your Excel workbook to OneDrive, first ensure you are logged into your OneDrive account in Excel. Then, click on 'File', select 'Save As', and choose OneDrive as the location to save your workbook. This allows you to access it from any computer connected to the Internet.

What is the difference between XLS and XLSX file formats?

XLS is the file format used by Excel 2003 and earlier versions, while XLSX is the format used by Excel 2007 and later. XLSX supports more features and larger file sizes compared to XLS.

How can I share my Excel workbook with others?

After saving your workbook, you can share it by clicking on the 'Share' button in Excel. This allows you to send a link to others so they can access the workbook.

What should I do if I need to share a workbook with someone using Excel 2003?

If you need to share a workbook with someone using Excel 2003, you can run the Compatibility Checker in Excel to identify any potential issues. Then, save the workbook in the older XLS format by selecting 'Excel 97-2003 Workbook' in the 'Save As' dialog box.

What is the Compatibility Checker in Excel?

The Compatibility Checker is a tool in Excel that checks for potential issues when saving a workbook in an older file format. It helps ensure that the document can be opened without problems in previous versions of Excel.

Quelques cas d'usages :

Saving Workbooks for Remote Access

Professionals can save their Excel workbooks to OneDrive to ensure they can access their files from any location. This is particularly useful for remote work or when collaborating with team members in different locations.

Sharing Reports with Clients

Consultants can use the sharing feature in Excel to send reports directly to clients. By saving the workbook to OneDrive and sharing the link, clients can view the latest updates without needing to email files back and forth.

Ensuring Compatibility with Older Versions

When working in a team that includes members using Excel 2003, users can utilize the Compatibility Checker to ensure their workbooks are saved in a format that is accessible to everyone, preventing any issues with file sharing.

Exporting Data for Presentations

Users can export their Excel workbooks as PDF files to create professional presentations. This is useful for sharing data in a format that is easy to read and does not require the recipient to have Excel installed.

Using Compatibility Pack for Legacy Systems

Organizations still using Excel 2003 can download the Compatibility Pack to enable them to open and edit files created in newer versions of Excel, ensuring they can work with the latest data without upgrading their software.

Glossaire :

Excel

A spreadsheet program developed by Microsoft that allows users to organize, format, and calculate data with formulas using a system of rows and columns.

Workbook

A file created in Excel that contains one or more worksheets, which are individual pages where data is stored and manipulated.

Office 365

A subscription service offered by Microsoft that includes access to Office applications and other productive tools through the cloud.

OneDrive

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

SharePoint

A web-based collaboration platform from Microsoft that integrates with Microsoft Office, allowing users to share and manage content, knowledge, and applications.

PDF

Portable Document Format, a file format developed by Adobe that presents documents in a manner independent of application software, hardware, and operating systems.

Compatibility Checker

A tool in Excel that checks for potential issues when saving a workbook in an older file format, ensuring that the document can be opened without problems in previous versions of Excel.

XLS

The file format used by Excel 2003 and earlier versions, which is different from the newer XLSX format.

XLSX

The file format used by Excel 2007 and later versions, which supports more features and larger file sizes compared to the older XLS format.

Compatibility Pack

An add-in for older versions of Excel that allows users to open and edit files created in newer versions of Excel.

00:00:06

for saving, printing, exporting and sharing it,

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and you'll find all those options here in the backstage,

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like Save as.

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Typically you save a file to your computer,

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but you could also save a workbook to an online service

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like Office 365 SharePoint and OneDrive.

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I've already logged on to my account in Excel,

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so now I can save the workbook to my OneDrive

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the same way I'd save it to my computer,

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only now I can access it from any computer connected to the Internet,

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click share after you save a workbook if you want to share it with others.

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Or you can export it in a number of other file types such as PDF.

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Now you have a pretty good idea of what's involved in

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making the switch from Excel 2003 to the new Excel.

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There's just one more thing you should know

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and it's about compatibility.

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In the second video we converted an Excel 2003 xls file to the new xslx format,

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the two formats are different but in most cases

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you'll only run into a problem when you want to share

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your workbook with someone who uses Excel 2003.

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If that's the case you have two options:

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the first option is to save the file in the older xls format, here's how to do that.

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First go to the backstage, with Info selected here,

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click Check for issues and then run the compatibility checker,

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the compatibility checker checks to see if there will be

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any problems when saving in the older format.

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Take a look at the results and modify the workbook if you feel that's necessary.

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Finally click Save as,

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choose a location,

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and then in the save as dialog box change the save as type

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to Excel 97 to 2003.

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Now the person you're sharing the file with can open the workbook in the older version of Excel.

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The second option for the person using Excel 2003 is to

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download an add-in called the compatibility pack.

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So that's it, you should have all the information

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you need to make the switch to the new Excel.

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Of course there is always more to learn.

Mandarine AI: WHAT YOU SHOULD KNOW

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