Microsoft Office Tutorials and References
In Depth Information
TIP Readers frequently ask, “How often should I save my files?” It is good practice to save
your changes every half hour or even every five minutes, but the best time to save a file is
whenever you make a change that you would hate to have to make again.
When you save a file, you overwrite the previous copy of the file. If you have made changes
that you want to save, but you also want to keep a copy of the file as it was when you saved
it previously, you can use the Save As command to specify a name for the new file. To open
the Save As dialog box, in the Backstage view, click Save As.
KEYBOARD SHORTCUT Press F12 to open the Save As dialog box.
You can also use the controls in the Save As dialog box to specify a different format for the
new file and a different location in which to save the new version of the file. For example,
Lori Penor, the chief operating officer of Consolidated Messenger, might want to save an
Excel file that tracks consulting expenses as an Excel 2003 file if she needs to share the file
with a consulting firm that uses Excel 2003.
After you create a file, you can add information to make the file easier to find when you
search by using File Explorer or Windows 8 Search to search for it. Each category of
information, or property, stores specific information about your file. In Windows, you can search
for files based on the file’s author or title, or by keywords associated with the file. A file that
tracks the postal code destinations of all packages sent from a vendor might have the
keywords postal , destination , and origin associated with it.
To set values for your workbook’s built-in properties, you can display the Backstage view,
click Info, click Properties, and then click Show Document Panel to display the Document
Properties panel below the ribbon. The standard version of the Document Properties panel
has fields for the file’s author, title, subject, keywords, category, and status, and any
comments about the file.