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Open an Existing Workbook
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Excel offers a variety of ways to open an existing workbook from the Getting Started task pane, the Open dialog box, the File menu, a Windows Explorer window, or the Desktop And those are only the conventional means of opening a workbook (I won t discuss the unconventional means here)
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Open a Workbook from the Getting Started Task Pane
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The newest way of opening a workbook is by using the Getting Started task pane, which displays a brief list of the workbooks you ve used recently Click a link to open the workbook, or click the Open link to display the Open dialog box (discussed next)
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If you have the Getting Started task pane displayed by default, this can be a convenient way of opening recently used files (If not, the recently used list at the bottom of the File menu is more convenient) But if you do have this task pane displayed all the time, you re probably wasting precious screen space So your chances of finding the Getting Started task pane a key way of opening a workbook seem destined to remain slim
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Open a Workbook from the Open Dialog Box
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The most conventional way of opening an existing workbook is to use the Open dialog box To do so, follow these steps: 1 Click the Open button on the Standard toolbar or the Open link in the Getting Started task pane, or choose File | Open, or press CTRL-O, to display the Open dialog box:
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2 Navigate to the folder that contains the workbook:
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Use the My Recent Documents button on the Places bar to display a list of your
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recently opened workbooks
Use the other buttons on the Places bar to quickly access your desktop, My Documents
folder, My Computer folder, or My Network Places folder as necessary
Navigate up and down the folder tree as usual
3 Select the workbook If the Open dialog box doesn t show the workbook file, you may need to choose a different filter in the Files of Type drop-down list The default filter is All Microsoft Excel Files, which displays all the file types that Excel claims as its own 4 Click the Open button to close the Open dialog box and open the workbook
CHAPTER 1: Get Started with Excel
Know When to Use the Alternate Open Commands
As well as opening the workbook for editing, the Open dialog box also enables you to open the workbook in the following ways by clicking the drop-down button on the Open button and choosing the action from the resulting menu:
Open Read Only Opens the workbook in a read-only format, which prevents you from
saving changes to this copy of the file You can save changes by using a Save As command to save the workbook under a different file name or path Use this command when you need to ensure that you don t unthinkingly save changes to a workbook that you re not supposed to change (If an administrator or another user decides to allow you to view their workbooks but not change them, Excel enforces the read-only status automatically when you try to open the workbook)
Open As Copy Opens a copy of the workbook under the name Copy (1) of filename
for example, Copy (1) of Project Budgetxls This command can be useful for quickly creating a copy of the workbook, but renaming the copy from its default name is cumbersome: even if you use a Save As command to save the copy under a different name, you ll need to subsequently delete the Copy (1) Of file so as not to leave it lying around
Open in Browser Opens the file in your computer s default browser (for example,
Internet Explorer) This command is available only for HTML files
Open and Repair Opens the workbook and attempts to repair the damage it has
sustained With luck, you ll rarely need to use this command
Open a Recently Used Workbook from the File Menu
The bottom of the File menu lists the workbooks you ve used most recently You can open one of these workbooks by displaying the File menu (for example, press ALT-F) and choosing the appropriate entry By default, Excel lists your four most recently used workbooks You can change this number by setting the Recently Used File List Entries text box on the General tab of the Options dialog box (Tools | Options)
Open a Workbook from Windows Explorer or Your Desktop
You can open a workbook directly from a Windows Explorer window (or from your desktop) by double-clicking it This technique is useful for files you ve chosen to store on your desktop and when you ve just used Windows Explorer to find, move, or copy a file By opening the folder directly from Windows Explorer, you avoid having to navigate in the Open dialog box to the folder Another advantage is that when you open a workbook in this way, Excel doesn t change the working directory to the folder that contains the workbook So the next time you display the Open dialog box, it still displays the folder from which you last opened a workbook using the dialog box
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