# Managing Workbooks

Course: [Excel](https://www.devtutorials.ai/learn/excel) · Section: Getting Started
Source: https://www.devtutorials.ai/learn/excel/getting-started/managing-workbooks

> Create, open, and save workbooks, know when to use Save As, and choose between XLSX, XLS, CSV, and PDF.

Building a spreadsheet is only half the job. You also need to start a new workbook, find it again later, and keep it safe. In this lesson, you'll create, open, and save workbooks, learn when to use **Save As**, and see which file format to pick.

Open the **Excel sandbox** and follow along.

## Create workbooks

Every workbook starts as a **blank workbook**: one empty worksheet with cell **A1** selected.

**In the sandbox:**

1. Open the **File** menu and choose **New**.
2. A blank workbook appears, ready for data.

**In Excel:**

1. Open Excel and click **Blank workbook** on the start screen.
2. Already working in a workbook? Press **Ctrl + N** for a new one.

The start screen in Excel also offers **templates**: ready-made workbooks for budgets, calendars, invoices, and more.

## Open workbooks

**Opening** loads a workbook you saved earlier.

**In the sandbox:**

1. Open the **File** menu and choose **Open**.
2. Pick an Excel file (`.xlsx`, `.xls`) or a CSV file from your computer.

**In Excel:**

1. Press **Ctrl + O**, or go to **File** > **Open**.
2. Choose a file from **Recent**, or click **Browse** to look through your folders.
3. You can also double-click an `.xlsx` file in your folders to open it.

The **Recent** list in Excel remembers the workbooks you used last. It's the quickest way back to yesterday's work.

## Save

**Saving** writes the workbook to a file, so you can close Excel and come back later.

**In the sandbox:**

- **Save draft** in the sandbox header keeps the workbook for this lesson, in your browser.
- **Save** in the sandbox header downloads the workbook as an `.xlsx` file.

**In Excel:**

1. Press **Ctrl + S**.
2. The **first** time, choose a folder and type a file name, then click **Save**.
3. After that, **Ctrl + S** saves straight to the same file.

If the file is stored in OneDrive, **AutoSave** keeps it up to date as you work.

## Save As

**Save As** saves a **copy** with a new name, in a new place, or in a new format. The original stays exactly as it was.

Use Save As to:

- Keep last month's version and start a new one, like `Budget_March.xlsx` and `Budget_April.xlsx`.
- Save in a different folder.
- Save in a different format, such as CSV or PDF.

**In the sandbox:** open the **File** menu, choose **Save As**, and pick a format. The copy downloads to your computer.

**In Excel:** press **F12**, or go to **File** > **Save As**, then choose a folder, a name, and a format.

**Save** updates the file you're working on. **Save As** creates a new file and leaves the old one alone. After a Save As, you're working in the new copy.

## File formats

| Format | Extension | Use it when |
|---|---|---|
| Excel Workbook | `.xlsx` | You want to keep working on it. This is the default. |
| Excel 97-2003 Workbook | `.xls` | Someone has a very old version of Excel |
| CSV (comma-separated values) | `.csv` | You need plain data for another program, like a database or an online form |
| PDF | `.pdf` | You're sharing a finished report that must look the same everywhere |

A **CSV** file keeps only the values on **one** sheet: no formatting, no formulas, no charts, and no other sheets. Always keep an `.xlsx` copy as well. You'll learn more about formats and sharing in the next lesson.

## Common mistakes

| Mistake | What happens | How to fix it |
|---|---|---|
| Never saving | All your work is lost | Save early, then press **Ctrl + S** often |
| Using **Save** when you meant **Save As** | Last month's file is replaced | Use **Save As** first whenever you want to keep the original |
| Saving only as CSV | Formulas, formatting, and other sheets are lost | Save again as `.xlsx` from your workbook before closing |
| Editing the old copy after a Save As | Changes go into the wrong file | Check the file name before you continue |
| Opening a CSV and expecting formatting | It's plain data | Format it, then save it as `.xlsx` |

## Exercise

Do each task in the Excel sandbox, then press **Check** or **Mark as done**.

## What to remember

- **New** (**Ctrl + N**) starts a blank workbook; **Open** (**Ctrl + O**) loads a saved one.
- **Save** (**Ctrl + S**) updates the current file; the first save asks for a name and folder.
- **Save As** (**F12**) makes a new copy with a new name, place, or format.
- In the sandbox, **Save draft** keeps your work for the lesson, **Save** downloads an `.xlsx`, and **File** > **Save As** picks a format.
- Use **`.xlsx`** for working files, **CSV** for plain data, and **PDF** for finished reports.

In the next lesson, you'll learn about rows, columns, cell addresses, and how to select cells and ranges.