How to Open and Save Excel Files

Microsoft Excel is one of the most widely used spreadsheet applications in the world, supporting tasks ranging from simple budgeting to complex data analysis. While Excel offers advanced features such as formulas, pivot tables, and macros, everything begins with two fundamental actions: opening files and saving files.

Understanding how to open and save Excel files correctly is essential for productivity, data safety, and collaboration. Many users lose work or struggle with file compatibility simply because they are unfamiliar with Excel’s file handling options. This article provides a comprehensive guide to opening and saving Excel files across different scenarios, formats, and platforms.

Understanding Excel File Types

Before learning how to open and save Excel files, it is important to understand the most common Excel file formats:

Common Excel File Extensions

• .xlsx – The default Excel workbook format (introduced in Excel 2007)
• .xls – Legacy Excel format used in older versions (Excel 97–2003)
• .xlsm – Macro-enabled workbook
• .xltx / .xltm – Excel templates
• .csv – Comma-separated values (plain text data)
• .txt – Tab-delimited or plain text files
• .ods – OpenDocument Spreadsheet format (used by LibreOffice)

Each format serves a specific purpose, and choosing the right one when saving is crucial for compatibility and functionality.

How to Open Excel Files

1. Opening Excel Files from the Start Screen

When you launch Microsoft Excel, you are greeted with the Start screen. From here, you can:

1. Click Open
2. Choose Recent to access recently used files
3. Select Browse to locate files on your computer or network

This method is ideal if you frequently work with the same files.

2. Opening an Excel File from Your Computer

To open an Excel file stored on your device:

1. Open Microsoft Excel
2. Click File → Open
3. Select Browse
4. Navigate to the folder containing your file
5. Select the file and click Open

Alternatively, you can double-click the Excel file directly from File Explorer (Windows) or Finder (macOS), provided Excel is set as the default application.

3. Opening Excel Files from OneDrive or Cloud Storage

Excel integrates seamlessly with cloud services such as OneDrive, SharePoint, and Dropbox.

Steps:

1. Open Excel
2. Click File → Open
3. Select OneDrive or SharePoint
4. Choose the file and open it

Cloud-based files enable real-time collaboration and automatic saving, reducing the risk of data loss.

4. Opening Older Excel Files (.xls)

Excel automatically converts older .xls files into Compatibility Mode.

Key points:

• Some newer features may be disabled
• You can continue working without issues
• To upgrade, click File → Info → Convert

Converting old files ensures full access to modern Excel features.

5. Opening CSV and Text Files in Excel

Excel can open text-based files such as .csv and .txt, but these require special attention.

Steps:

1. Click File → Open
2. Browse and select the file
3. Excel opens the Text Import Wizard (in older versions) or auto-detects data structure

Important considerations:

• Data types may change (e.g., dates, leading zeros)
• CSV files do not store formulas or formatting

For better control, use Data → Get Data → From Text/CSV.

6. Opening Password-Protected Excel Files

If an Excel file is password-protected:

1. Open the file normally
2. Enter the password when prompted
3. Click OK

Without the correct password, the file cannot be accessed. Always store passwords securely.

7. Opening Excel Files in Protected View

Files downloaded from the internet or received via email often open in Protected View.

You will see a warning bar with an Enable Editing button.

Protected View helps prevent malware. Only enable editing if you trust the file source.

How to Save Excel Files

Saving your work correctly is just as important as opening it. Excel offers multiple saving options depending on your needs.

1. Saving a New Excel File

When creating a new workbook:

1. Click File → Save As
2. Choose a location (Computer, OneDrive, or network)
3. Enter a file name
4. Select the file type (e.g., .xlsx)
5. Click Save

Once saved, future changes can be saved with Ctrl + S (Windows) or Command + S (macOS).

2. Using Save vs. Save As

Understanding the difference is essential:

• Save: Updates the existing file
• Save As: Creates a new copy with a different name, location, or format

Use Save As when:

• Creating backups
• Sharing different versions
• Changing file formats

3. Saving Excel Files in Different Formats

Excel supports multiple formats depending on how the file will be used.

Saving as XLSX (Default)

• Best for general use
• Supports formulas, charts, and formatting

Saving as XLSM (Macro-Enabled)

• Required if your file contains macros
• Warns users about macro security

Saving as CSV

• Ideal for data exchange
• Only saves the active worksheet
• Removes formulas and formatting

Saving as PDF

• Use File → Save As → PDF
• Best for sharing read-only reports
• Preserves layout and formatting

4. Saving Excel Files to OneDrive

Cloud saving offers automatic backups and collaboration.

Steps:

1. Click File → Save As
2. Select OneDrive
3. Choose a folder
4. Save the file

Benefits:

• AutoSave feature
• Access from any device
• Version history

5. AutoSave and AutoRecover in Excel

Excel includes built-in safety features to prevent data loss.

AutoSave

• Automatically saves changes every few seconds
• Available when files are stored in OneDrive or SharePoint

AutoRecover

• Saves temporary backups at set intervals
• Enable via File → Options → Save

If Excel crashes, AutoRecover helps restore unsaved work.

6. Saving Password-Protected Excel Files

To protect sensitive data:

1. Click File → Info
2. Select Protect Workbook
3. Choose Encrypt with Password
4. Enter and confirm the password
5. Save the file

Be cautious—if the password is lost, the file cannot be recovered.

7. Saving Excel Files with Compatibility Settings

If sharing files with users on older Excel versions:

1. Click File → Save As
2. Select Excel 97–2003 Workbook (.xls)
3. Save the file

Excel may display a compatibility warning highlighting unsupported features.

Best Practices for Opening and Saving Excel Files

To avoid common problems, follow these best practices:

• Save frequently using keyboard shortcuts
• Use descriptive file names and folder structures
• Avoid saving critical data only in CSV format
• Keep backups in multiple locations
• Enable AutoRecover
• Verify file format before sharing
• Convert old files to modern formats when possible

Common Problems and Troubleshooting

File Won’t Open

• Check file extension
• Try opening Excel first, then browsing
• Repair the file via Open → Open and Repair

Data Looks Incorrect After Opening

• Text-to-column issues in CSV files
• Regional date format conflicts

File Size Is Too Large

• Remove unused worksheets
• Compress images
• Save as .xlsx instead of .xls

Conclusion

Opening and saving Excel files may seem like basic tasks, but they form the foundation of effective spreadsheet work. From understanding file formats and compatibility to using cloud storage and data protection features, mastering these fundamentals can save time, prevent data loss, and improve collaboration.

Whether you are a beginner learning Excel for the first time or a professional managing complex datasets, knowing how to open and save Excel files correctly ensures that your work remains secure, accessible, and efficient.

By applying the techniques and best practices outlined in this guide, you will gain confidence in handling Excel files across different platforms and use cases—setting the stage for more advanced Excel skills.