18. Saving and Managing Files


After you’ve finished working with your spreadsheets, you’ll want to save them and share them with others. Learn how in this lesson.

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  1. Lesson Goal (00:10)

    The goal of this lesson is to learn how to save our work and share it with others.

  2. Saving Excel Files (00:17)

    To save an Excel file, you can open the File menu and select Save As. Here you can decide where to save the file, what to name it, and what file format to use.

    There are many file formats that Excel accommodates. The most common type is the Excel workbook, which has the file extension xlsx. Other formats you might use include xlsm, which is used when your workbook contains macros, csv and txt files, which can be useful when using your data in other applications, and pdf files, which are useful when you want to distribute your file to other people without them editing the contents of the file.

    Excel also provides an Autosave option, which can be used if you have a Onedrive account. This option regularly saves your file to Onedrive, and allows you to access previous versions of your file.

  3. Commenting and Sharing (02:28)

    When collaborating with others, you may want to add comments and notes to your file. You can right click a cell to add a comment or a note. Comments are used when you want to discuss something with other people, while notes are used to add more information that doesn’t require discussion.

    Selecting Comments in the top right of the screen lets you see all the comments in the current file, while the Share option lets you share your file online through Onedrive, or send it as an attachment to an email.

  4. Protecting Content (03:58)

    When sharing a file with other people, you may want to protect content to restrict people’s ability to modify or edit the file. Protecting options can be accessed by selecting the File menu, then Info. You can encrypt your workbook with a password, preventing anyone without the password from editing the file. Alternatively, you can select the Protect Current Sheet option, which presents you with a range of options that lets you customize the actions that users can or cannot take on the worksheet.