WEBVTT
Kind: captions
Language: en

00:00:08.670 --> 00:00:13.470
Most features in Microsoft Office, including
Excel, are geared towards saving and sharing

00:00:13.470 --> 00:00:15.270
files online.

00:00:15.270 --> 00:00:20.110
This is done with OneDrive, which is an online
storage space for your documents and files,

00:00:20.110 --> 00:00:23.860
so you can access them even when you’re
away from your computer.

00:00:23.860 --> 00:00:29.250
If you want to use OneDrive, make sure you’re
logged into Excel with your Microsoft account.

00:00:29.250 --> 00:00:32.981
Whether or not you’re using OneDrive, it's
important to save your work frequently, in

00:00:32.981 --> 00:00:36.820
case Excel (or your computer) shuts down unexpectedly.

00:00:36.820 --> 00:00:40.220
Let’s take a look at the regular Save command
first.

00:00:40.220 --> 00:00:42.820
You'll find it on the quick access toolbar.

00:00:42.820 --> 00:00:47.790
Just click… and if it's a new workbook,
you'll be taken to the backstage view.

00:00:47.790 --> 00:00:51.839
Here you can save the workbook to OneDrive
or your computer.

00:00:51.839 --> 00:00:55.390
In this example, we're going to save the file
to this computer.

00:00:55.390 --> 00:00:58.210
Click browse to choose a location.

00:00:58.210 --> 00:01:05.260
Next enter a file name for the workbook…
and click Save when you're done.

00:01:05.260 --> 00:01:08.350
Now you can save anytime as you continue to
work.

00:01:08.350 --> 00:01:13.049
All you have to do is click the Save command
on the quick access toolbar again.

00:01:13.049 --> 00:01:16.860
If you want to save a different version (maybe
in a different location, or with a different

00:01:16.860 --> 00:01:22.659
file name), you can go to Save As in the backstage
view, and follow the same steps.

00:01:22.659 --> 00:01:27.340
If you primarily save workbooks to your computer,
you might want to change the default setting,

00:01:27.340 --> 00:01:29.970
so Computer is always selected.

00:01:29.970 --> 00:01:35.580
To do this, click Options in the backstage
view.

00:01:35.580 --> 00:01:43.070
Then click Save in the left pane… and check
the box that says Save to Computer by default.

00:01:43.070 --> 00:01:47.530
When you're done, click OK to close the dialog
box.

00:01:47.530 --> 00:01:52.420
If you ever forget to save, or if Excel crashes
while you're working, not to worry.

00:01:52.420 --> 00:01:57.030
The AutoRecover feature saves a backup copy
of your workbook automatically.

00:01:57.030 --> 00:02:01.950
To recover a file that was lost without saving,
all you have to do is reopen Excel.

00:02:01.950 --> 00:02:04.880
The document recovery pane should appear on
the left.

00:02:04.880 --> 00:02:08.690
Here you can access any auto-saved versions
of the file.

00:02:08.690 --> 00:02:11.980
By default, Excel auto-saves every 10 minutes.

00:02:11.980 --> 00:02:15.790
So if you're working on something for less
than 10 minutes, you may not be able to use

00:02:15.790 --> 00:02:17.590
this feature.

00:02:17.590 --> 00:02:22.360
Next I'd like to show you how to export your
file to an alternative file type.

00:02:22.360 --> 00:02:26.430
You can access your options in the backstage
view under Export.

00:02:26.430 --> 00:02:31.680
PDF is a good choice if you need to send a
file to someone who doesn't have Excel.

00:02:31.680 --> 00:02:35.720
This format will make it possible for them
to view, but not edit the workbook, using

00:02:35.720 --> 00:02:39.310
a free program that anyone can download.

00:02:39.310 --> 00:02:43.989
Under Change File Type, you can access several
other formats depending on what you need.

00:02:43.989 --> 00:02:50.150
For example, if the person you're sharing
with has Excel, but it's Excel 2003 or earlier,

00:02:50.150 --> 00:02:54.420
you'll need to send them a 97-2003 Workbook
instead.

00:02:54.420 --> 00:02:59.800
Finally, let's take a look at more ways that
you can share by going to Share in the backstage

00:02:59.800 --> 00:03:00.849
view.

00:03:00.849 --> 00:03:05.690
Here, your choices will vary depending on
whether or not the file is saved to your OneDrive

00:03:05.690 --> 00:03:06.690
account.

00:03:06.690 --> 00:03:11.650
For example, if it is saved to OneDrive, you
can share it online, and invite specific people

00:03:11.650 --> 00:03:13.459
to collaborate with you.

00:03:13.459 --> 00:03:18.060
This lets you work on the exact same file
with friends, co-workers, and other OneDrive

00:03:18.060 --> 00:03:22.569
users, so you don't have to keep track of
multiple versions (or pass the workbook back

00:03:22.569 --> 00:03:24.069
and forth).

00:03:24.069 --> 00:03:29.549
Alternately, you can get a link that you can
share any way you want…

00:03:29.549 --> 00:03:34.379
How you choose to save and share in Excel
is up to you—it just depends on the workbook.

00:03:34.379 --> 00:03:38.221
With so many options, you should be able to
accomplish exactly what you need, whether

00:03:38.221 --> 00:03:41.489
it's exporting your file as a PDF, or sharing
it online.