show you the many ways in which you can create new worksheet
books in Excel, open existing books, save books, rename and close books. You
will learn how to do so using the menu bar, the standard toolbar and the keyboard.
Creating a new book
To create a new book using the menu bar:
On the menu bar click on File.
In the pop-down menu click on New.
A taskpane called 'New Workbook' will appear on the screen.
Under the heading New click on Blank Workbook.
A new Excel window will appear on the screen called Book
followed by a number.
To create a new book using the standard toolbar:
Have a look at the standard toolbar.
Click on the new book button:
A new Excel window will appear on the screen called Book
followed by a number.
To create a new document using the keyboard:
Hold down the keyboard button CTRL (which is the bottom
left corner button on your keyboard).
While holding down this key quickly press the N key
on the keyboard (CTRL+N). Then release the CTRL key.
A new Word window will appear on the screen called Book
followed by a number.
Saving a new book
To save a new book using the menu bar:
On the menu bar click on File.
In the pop-down menu click on Save.
The Save As box will appear on the screen (see below).
To save a new book using the standard toolbar:
Have a look at the standard toolbar.
Click on the Save document button:
The Save As box will appear on the screen (see below).
To save a new book using the keyboard:
Hold down the keyboard button CTRL (which is the bottom
left corner button on your keyboard).
While holding down this key quickly press the S key
on the keyboard (CTRL+S). Then release the CTRL key.
The Save As box will appear on the screen (see below).
To save a new book in the Save As box:
Whichever of the above methods you use, if you are saving
a new book for the first time a box called Save As will appear on the
screen so you can give the document a name:
Next to File name: delete Book1 and type in a name (keep
it simple and avoid using punctuation signs).
Click on Save. You will need to remember where you save the file so you
can open it up next time. One way to make this easier is to open up a folder
called My Documents which is already on your computer. Within
this folder you could save another folder and name it in relation to the files
you will save in it. If, for example, different members of your family use
the same computer you might want to save all of your own documents in your
own folder with your name. Other family members may have their own individual
folders in which to save their own documents.
Saving a book in your own folder
To save a book in your own folder:
Click on File in the menu bar, then click
on Save As (see above).
At the top of this box you will see Save in.
The folder My Documents must be shown
in the box next to this to show that you are going to save your new folder
in this existing folder.
If this folder is not open click on the black triangle at the end of the white
box. Click on (C:) then double-click on My Documents.
Or click on the My Documents icon on the left of the box. You should now be able to see Save in: My Documents.
Along from this, place the pointer on to the small yellow
folder with a star, it should have a tab that says Create New Folder.
Click on this folder and a box called New Folder will appear.
Next to Name: type in the name you want to give
the folder then click on OK.
The Save As box on the screen will include the
new folder with the name you have given it. Double click on the folder icon
for your new folder to open.
Next to File name: type in a name for the file
(again, keep it simple and avoid using punctuation signs).
Click on Save.
Renaming an existing book
To Rename an existing book using a shortcut menu:
Click on File in the menu bar.
In the pop-down menu click on Open.
The Open box will appear on the screen:
Find the file you want to rename and use the mouse to right-click
on it.
In the shortcut menu select Rename.
Type the new name of the document.
Press the Enter or Return key on your keyboard.
To rename an existing book using the delete and type method:
Click on File.
Click on Open.
Left click on the file name so that it is highlighted.
Click on the title of the file again.
A box should appear around the file name with a blinking cursor in it.
Use the delete and/or backspace keys to delete the existing
name.
Type in a new name.
Press the Enter (Return)
key.
To learn how to insert, delete and rename worksheets click
here.
Opening an existing book
To open an existing book using the menu bar:
On the menu bar click on File.
In the pop-down menu click on Open.
The Open box will appear on the screen (see below).
To open an existing document using the standard toolbar:
Have a look at the standard toolbar.
Click on the Open document button:
The Open box will appear on the screen (see below).
To open an existing document using the keyboard:
Hold down the keyboard button CTRL (which is the bottom
left corner button on your keyboard).
While holding down this key quickly press the O key
on the keyboard (CTRL+O). Then release the CTRL key.
The Open box will appear on the screen (see below).
To open an existing document listed in the Open box:
Whichever of the three methods above that you use the Open box
will appear on the screen.
Click on the name of the book you want to open.
Click on Open.
The document will appear on the screen.
Opening more than one book at a time
You can have more than one book open at any one time. This
allows you to work on several books without having to keep opening and closing
them as you work between them.
To open more than one book:
Click on File.
In the pop-down menu click on Open.
Click on the name of the book you want to open.
Click on Open.
The document will appear on your screen.
Repeat steps 1. to 4. for each book you want to open.
Your books will be 'piled up' with the first one opened at the back and the
last one opened at the top and visible on the screen.
To see and 'jump to' a book when many books are open:
Click on Window on the menu bar.
The pop-down menu will show which books are open:
The illustration above shows books 1, 2, 3 and 4 are open.
Book 4 is visible on the screen and has a tick next to its name while books1,
2 and 3 piled behind it out of sight.
Click on the name of the book you want to 'jump to'.
The menu will automatically close and the book you selected will be visible
on the screen.
Closing a book
You can close a book using either the menu bar or the standard
tool bar.
To close a book using the menu bar:
Ensure that the document is visible on the screen.
