Within Excel, there are two main ways to open an existing workbook that's saved to your hard drive or to a network location. You first select the File tab, which opens Backstage view. Then you either use the Open command or access the Recent tabbed page to open your workbook.
The method you use depends on whether or not you have accessed the file recently.
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Backstage view contains a panel that has Quick Commands, such as Open, and tabs, which include Recent.
Select each method to find out when you would use it.
Open command
The Open command in Backstage view lets you navigate your computer to find the file you want to work with. You would use the Open command if the workbook doesn't appear in your list of most recently opened workbooks.
Recent tabbed page
The Recent tabbed page, which is open by default in Backstage view, displays a list of recently opened files and their locations. It provides you with quick access to a workbook that you've worked on recently. You would also use this page if you've forgotten where you stored the file or if you accidentally saved the file somewhere other than the desired location.
The Recent tabbed page displays two columns: "Recent Workbooks" displays a list of workbooks that have been opened recently, while "Recent Places" displays a list of folder locations that have been accessed recently.
Alternatively, if you don't have Excel open, you can simply use Windows Explorer to browse to the workbook location, then double-click the file to open it.
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In the Documents library in Windows Explorer, a list of Excel files display.
The Open dialog box contains several elements, including the Address Bar, View pane, Navigation pane, and File name drop-down list box.
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Clicking Open in Backstage view launches the Open dialog box. It displays the Document library by default.
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Select each element of the interface to learn more about it.
Address bar
The Address bar identifies your current location and includes a trail of the open folder's parent folders, if applicable.
The Address bar currently displays the path of Libraries - Documents.
View pane
The View pane displays the contents of the file location you are currently browsing.
The contents of the Document library display by default.
Navigation pane
You can use the Navigation pane to quickly gain access to the locations and folders that are commonly used to save files.
The Navigation pane lists the following locations: Favorites, Libraries, and Computer. The Favorites folder includes the links Desktop, Downloads, and Recent Places. The Libraries folder includes the links Documents, Music, Pictures, and Videos.
File name drop-down list box
You can type in the name of the file you want to open into the File name drop-down list box.
When you select a file from the View pane, the name of the file will appear here. You can also filter files in the current folder by using the drop-down list.
Say you want to open a sales report which is saved in a folder named "Sales records" in your Documents library. You follow these steps:
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The Open dialog box appears, with the Computer link selected in the Navigation pane. The View pane is currently empty.
1. you select the Documents library from the Navigation pane
The Documents link is selected in the Navigation pane. The View pane now shows four folders, one of which is titled Sales records.
2. you double-click the relevant folder in the View pane to open it The Sales records folder is clicked.
3. you open the file – either by double-clicking it, or by selecting it and then clicking the Open button, and The Sales Seattle December file is selected and the Open button is clicked.
4. your file will now be displayed
The Sales Seattle December workbook is opened in Excel.
The next time you access the Recent tabbed page, the file will be listed as one of your recent documents.
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Backstage view displays the Sales Seattle December file in the Recent Workbooks column.
Try It
Now you try to open a file using Backstage view's Open command.
A blank workbook is displayed.
To complete the task
1. Click File 2. Click Open
3. Select Documents, then double-click Timesheets
4. Select Week47 Timesheet RLawrence and then click Open
You have opened a file using Backstage view's Open command.
Question
You want to open a financial workbook, "NovemberSalaries.xls," which you were working on earlier in the day. Unfortunately, you don't remember where you saved the workbook.
Which is the best way of accessing the file in Excel 2010?
Options:
1. Use the Quick Access Toolbar to browse to the file 2. Use Backstage view's Recent tabbed page 3. Use Backstage view's Open command 4. Use the Ribbon's View tab to open the file
Answer
Option 1: Incorrect. By default, you can use the Quick Access Toolbar to save a file, undo actions, and redo actions. If you want to use the Toolbar to open files, you have to customize it.
Option 2: Correct. The Recent tabbed page gives you quick access to workbooks that you've worked on recently. Because you don't need to remember where you saved the file, this method is ideal for this situation.
Option 3: Incorrect. You use the Open command to navigate to the location of the file you want to work with. Because you don't know the location of this file, this method is not ideal.
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Option 4: Incorrect. The View tab gives you options regarding how you see the data you're working with. You can't use these options to open a file.
Correct answer(s):
2. Use Backstage view's Recent tabbed page
Summary
Workbooks have many practical uses, including budgeting, record-keeping, and financial analysis. In Excel 2010, you can create and use workbooks to manage your data efficiently.
The main elements of the Excel interface are the Ribbon, the Quick Access Toolbar, and the Backstage view – each performing important functions.
Within Excel, you can access workbooks by using the Open command to navigate to them, or from the Recent tabbed page in Backstage view.