1-866-245-5224 sales@keystonelearning.com

Excel 2003: Save vs. Save As

Excel 2003: Save vs. Save As

When saving your Excel files, using the Save command versus Save As is an important distinction. The Save As command allows you to name your Excel file every time it is chosen while the Save command saves the Excel file under the existing name.

However, many users become confused because the first time a file is saved, both commands prompt you to name the file by opening the Save As Dialog Box.

Figure 4. Save As Dialog Box

File & Folder Management

When saving a file and choosing a filename, you’ll also need to choose the location. Your computer stores files in much the same way you would if you were filing papers in an office. When thinking of your computer file management system, picture a filing cabinet – it doesn’t matter how many drawers your cabinet has: 2, 3, 4; any old filing cabinet it fine.

Most computers have two permanent storage places. So, it’s often easiest to picture a 2-drawer file cabinet.

Your computer’s drawers come pre-labeled as “C” & “D”. Think of drawer “C” as your main storage drawer – your “root directory” or “drive”. Everything you could ever need to hold will fit in this drawer. In drawer “D”, you have backup information and miscellaneous files that often only a computer expert will need.

Now, what do you see when you open the top drawer of any filing cabinet? Hanging folders, right? Well, your computer has these as well. The only difference is they don’t come in pretty colors and they don’t take up any space.

So, any hanging folder in drawer “C” is a “main folder” off the “root directory”. For example:

Assume you have a hanging folder in the top drawer of this filing cabinet labeled: “Finances”. In computer terms, you would say “C:/Finances”. In other words, a hanging folder called “Finances” in the drawer labeled “C”.

Now, placing everything related to “Finances” in one, big, green hanging file folder may make it difficult to find later. That’s why manila folders were created. Manila folders allow us to be even more organized. With these, you can now separate my “Finances” information into: “Budget Projections”, “Expenses”, “Travel”, “Fiscal Year 07”, “Fiscal Year 08”, etc. In computer terms, these would be listed as:

     
  • C:/Finances/Budget Projections
     
  •  
  • C:/ Finances /Expenses
     
  •  
  • C:/ Finances /Travel
     
  •  
  • C:/ Finances /Fiscal Year 07
     
  •  
  • C:/ Finances /Fiscal Year 08
     

In the physical world, you are limited in the number of manila folders you can have based on the size of the hanging folder. On your computer, however, a folder takes up absolutely zero storage space, which means you can be as organized as you want.

You can label your computer file folders in many different screens, but since we’ve been discussing Save vs. Save As, these instructions will cover working with folders from the Save As Dialog Box.

Remember – When creating names for your file folders, you’re limited to 255 characters and you should stay away from symbols.

Creating a New File Folder from the Save As Dialog Box

     
  1. Open the Save As Dialog box
     
  2.  
  3. Click the Create New Folder button
     
  4.  
  5. Enter a name for your folder
     
  6.  
  7. Click OK
     

Deleting a File Folder from the Save As Dialog Box

     
  1. Open the Save As Dialog box
     
  2.  
  3. Right-Click the folder you want to delete button
     
  4.  
  5. Choose Delete from the shortcut menu
     
  6.  
  7. Click Yes