Microsoft Office EXCEL keyboard shortcuts PDF Tutorial


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Excel> Accessibility

Ribbon, Help, and other Microsoft Office keyboard shortcuts

You can use the keyboard to access commands on the Ribbon and to navigate to and move around in the Help window. This topic also provides keyboard shortcuts for basic Microsoft Office functionality.

In this article

 

Keyboard access to the Ribbon

1.  Press ALT. 

The KeyTips are displayed over each feature that is available in the current view. The following example is from Microsoft Office Word.

The preceding image was excerpted from Training on Microsoft Office Online.

2.  Press the letter that appears in the KeyTip over the feature that you want to use. 

3.  Depending on which letter you press, additional KeyTips may appear. For example, if the Home tab is active and you press I, the Insert tab is displayed, along with the KeyTips for the groups on that tab. 

4.  Continue pressing letters until you press the letter of the command or control that you want to use. In some cases, you must first press the letter of the group that contains the command. 

NOTE    To cancel the action that you are taking and hide the KeyTips, press ALT.

TIP  If the Watch Window does not get focus after you select it by using the KeyTips, press ALT, and then press CTRL+TAB.

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Keyboard shortcuts for using the Help window

The Help window provides access to all Office Help content. The Help window displays topics and other Help content.

To do this

Press

Open the Help window.

F1

Close the Help window.

ALT+F4

Switch between the Help window and the active program.

ALT+TAB

Go back to Program Name Home.

ALT+HOME

Select the next item in the Help window.

TAB

Select the previous item in the Help window.

SHIFT+TAB

Perform the action for the selected item.

ENTER

In the Browse Program Name Help section of the Help window, select the next or previous item.

TAB or SHIFT+TAB

In the Browse Program Name Help section of the Help window, expand or collapse the selected item.

ENTER

Select the next hidden text or hyperlink, including Show All or Hide All at the top of a Help topic.

TAB

Select the previous hidden text or hyperlink.

SHIFT+TAB

Perform the action for the selected Show All, Hide All, hidden text, or hyperlink.

ENTER

Move to the previous Help topic (Back button).

ALT+LEFT ARROW or BACKSPACE

Move to the next Help topic (Forward button).

ALT+RIGHT ARROW

Scroll small amounts up or down within the current Help topic.                UP ARROW, DOWN ARROW

Scroll larger amounts up or down within the current Help topic.

PAGE UP, PAGE DOWN

Change whether the Help window appears connected to (tiled) or separate from (untiled) the active program.

ALT+U

Display a menu of commands for the Help window. This requires that the Help window is the active focus. (Click in the Help window.)

SHIFT+F10

Stop the last action (Stop button).

ESC

Refresh the window (Refresh button).

F5

Print the current Help topic. 

NOTE    If the cursor is not in the current Help topic, press F6 and then press CTRL+P.

CTRL+P

Change the connection state.

F6, and then click DOWN

ARROW

Type text in the Type words to search for box.

F6, and then click DOWN

ARROW

Switch among areas in the Help window; for example, switch between the toolbar, Type words to search for box, and Search list.

F6

In a Table of Contents in tree view, select the next or previous item.

UP ARROW, DOWN ARROW

In a Table of Contents in tree view, expand or collapse the selected item.

LEFT ARROW, RIGHT ARROW

Keyboard shortcuts for Microsoft Office basics 

 

To do this

Press

Switch to the next window.

ALT+TAB

Switch to the previous window.

ALT+SHIFT+TAB

Close the active window.

CTRL+W or CTRL+F4

Restore the size of the active window after you maximize it.

CTRL+F5

Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once. 

NOTE    If pressing F6 doesn't display the task pane that you want, try pressing ALT to place focus on the menu bar or the Ribbon, and then press CTRL+TAB to move to the task pane.

F6

Move to a pane from another pane in the program window (counterclockwise direction).

SHIFT+F6

When more than one window is open, switch to the next window.

CTRL+F6

Switch to the previous window.

CTRL+SHIFT+F6

     

When a document window is not maximized, perform the Move command (on the Control menu for      CTRL+F7 the window). Use the arrow keys to move the window, and, when finished, press ESC.

When a document window is not maximized, perform the Size command (on the Control menu for the window). Press the arrow keys to resize the window, and, when finished, press ESC.

CTRL+F8

Minimize a window to an icon (works for only some Microsoft Office programs).

CTRL+F9

Maximize or restore a selected window.

CTRL+F10

Copy a picture of the screen to the Clipboard.

PRINT SCREEN

Copy a picture of the selected window to the Clipboard.

ALT+PRINT SCREEN

Change or resize the font

To do this

Press

Change the font.

CTRL+SHIFT+F

Change the font size.

CTRL+SHIFT+P

Increase the font size of the selected text.

CTRL+SHIFT+>

Decrease the font size of the selected text.

CTRL+SHIFT+<

Move around in text or cells

To do this

Press

Move one character to the left.

LEFT ARROW

Move one character to the right.

RIGHT ARROW

Move one line up.

UP ARROW

Move one line down.

DOWN ARROW

Move one word to the left.

CTRL+LEFT ARROW

Move one word to the right.

CTRL+RIGHT ARROW

Move to the end of a line.

END

Move to the beginning of a line.

HOME

Move up one paragraph.

CTRL+UP ARROW

Move down one paragraph.

CTRL+DOWN ARROW

Move to the end of a text box.

CTRL+END

Move to the beginning of a text box.

CTRL+HOME

In Microsoft Office PowerPoint, move to the next title or body text placeholder. If it is the last CTRL+ENTER placeholder on a slide, this will insert a new slide with the same slide layout as the original slide.

Repeat the last Find action.

 

SHIFT+F4

Move around in and work in tables

To do this

Press

Move to the next cell.

TAB

Move to the preceding cell.

SHIFT+TAB

Move to the next row.

DOWN ARROW

Move to the preceding row.

UP ARROW

Insert a tab in a cell.

CTRL+TAB

Start a new paragraph.

ENTER

     Add a new row at the bottom of the table.        TAB at the end of the last row

Access and use task panes

To do this

Press

Move to a task pane from another pane in the program window. (You may need to press F6 more than once.) 

NOTE    If pressing F6 doesn't display the task pane that you want, try pressing ALT to place focus on the menu bar, and then press CTRL+TAB to move to the task pane.

F6

When a menu or toolbar is active, move to a task pane. (You may need to press CTRL+TAB more than once.)

CTRL+TAB

When a task pane is active, select the next or previous option in the task pane.

TAB or SHIFT+TAB

Display the full set of commands on the task pane menu.

CTRL+DOWN ARROW

Move among choices on a selected submenu; move among certain options in a group of options in a dialog box.

DOWN ARROW or UP ARROW

Open the selected menu, or perform the action assigned to the selected button.

SPACEBAR or ENTER

Open a shortcut menu; open a drop-down menu for the selected gallery item.

SHIFT+F10

When a menu or submenu is visible, select the first or last command on the menu or submenu.

HOME or END

Scroll up or down in the selected gallery list.

PAGE UP or PAGE

DOWN

Move to the top or bottom of the selected gallery list.

CTRL+HOME or CTRL+END

    Open the Research task pane.                                                                                                               ALT+Click

NOTE    This keyboard shortcut does not work in Microsoft Office PowerPoint or Microsoft Office SharePoint Designer.

Access and use smart tags

To do this

Press

Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and display its menu or message.

ALT+SHIFT+F10

Select the next item on a smart tag menu.

DOWN ARROW

Select the previous item on a smart tag menu.

UP ARROW

Perform the action for the selected item on a smart tag menu.

ENTER

     Close the smart tag menu or message.                                                                                                           ESC

      You can ask to be notified by a sound whenever a smart tag appears. To hear audio cues, you must have a sound card. You must also have Microsoft Office Sounds installed on your computer. 

      If you have access to the World Wide Web, you can download Microsoft Office Sounds from the

Microsoft Office Online Web site. After you install the sound files, do the following in Microsoft Office Access 2007, Microsoft Office Excel 2007, Microsoft Office PowerPoint 2007, and Microsoft Office Word 2007: 

1.  Click the Microsoft Office Button , and then click Program Options.

2.  Click Advanced

3.  Under General, select the Provide feedback with sound check box, and then click OK

NOTE    When you select or clear this check box, the setting affects all Office programs that support sound.

Resize and move toolbars, menus, and task panes

1.  Press ALT to select the menu bar. 

2.  Press CTRL+TAB repeatedly to select the toolbar or task pane that you want. 

3.  Do one of the following: 

Resize a toolbar

1.  On the toolbar, press CTRL+SPACEBAR to display the Toolbar Options menu. 

2.  Click the Size command, and then press ENTER. 

3.  Use the arrow keys to resize the toolbar. Press CTRL+ the arrow keys to resize one pixel at a time.

Move a toolbar

4.  On the toolbar, press CTRL+SPACEBAR to display the Toolbar Options menu. 

5.  Click the Move command, and then press ENTER. 

6.  Use the arrow keys to position the toolbar. Press CTRL+ the arrow keys to move one pixel at a time. To undock the toolbar, press DOWN ARROW repeatedly. To dock the toolbar vertically on the left or right side, press LEFT ARROW or RIGHT ARROW when the toolbar is all the way to the left side or right side.

Resize a task pane

7.  In the task pane, press CTRL+SPACEBAR to display a menu of additional commands. 

8.  Use the DOWN ARROW key to select the Size command, and then press ENTER. 

9.  Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys to resize one pixel at a time.

Move a task pane

10.   In the task pane, press CTRL+SPACEBAR to display a menu of additional commands. 

11.   Use the DOWN ARROW key to select the Move command, and then press ENTER. 

12.   Use the arrow keys to position the task pane. Use CTRL+ the arrow keys to move one pixel at a time.

4.  When you finish moving or resizing, press ESC.

Use dialog boxes

To do this

Press

Move to the next option or option group.

TAB

Move to the previous option or option group.

SHIFT+TAB

Switch to the next tab in a dialog box. 

CTRL+TAB

Switch to the previous tab in a dialog box.

CTRL+SHIFT+TAB

Move between options in an open drop-down list, or between options in a group Arrow keys of options.

Perform the action assigned to the selected button; select or clear the selected check box.

SPACEBAR

Open the list if it is closed and move to that option in the list.

First letter of an option in a drop-down list

Select an option; select or clear a check box.

ALT+ the letter underlined in an option

Open a selected drop-down list.

ALT+DOWN ARROW

Close a selected drop-down list; cancel a command and close a dialog box.

ESC

     Perform the action assigned to a default button in a dialog box.                                     ENTER

Use edit boxes within dialog boxes

To do this

Press

Move to the beginning of the entry.

HOME

Move to the end of the entry.

END

Move one character to the left or right.

LEFT ARROW or RIGHT ARROW

Move one word to the left.

CTRL+LEFT ARROW

Move one word to the right.

CTRL+RIGHT ARROW

Select or cancel selection one character to the left.

SHIFT+LEFT ARROW

Select or cancel selection one character to the right.

SHIFT+RIGHT ARROW

Select or cancel selection one word to the left.

CTRL+SHIFT+LEFT ARROW

Select or cancel selection one word to the right.

CTRL+SHIFT+RIGHT ARROW

Select from the insertion point to the beginning of the entry.

SHIFT+HOME

     Select from the insertion point to the end of the entry.                 SHIFT+END

Use the Open and Save As dialog boxes

To do this

Press

Go to the previous folder.  

ALT+1

Up One Level button: open the folder up one level above the open folder.

ALT+2

ALT+3 Search the Web button: close the dialog box and open your Web search page.

Delete button: delete the selected folder or file.

ALT+3

ALT+4 Create New Folder button: create a new folder.

Views button: switch among available folder views.

ALT+5

Tools button: show the Tools menu.

ALT+L

Display a shortcut menu for a selected item, such as a folder or file.

SHIFT+F10

Move between options or areas in the dialog box. 

TAB

Open the Look in list.

F4 or ALT+I

     Refresh the file list.                                                                                                          F5

 

Use the keyboard to work with Ribbon programs

If you prefer to use the keyboard instead of the mouse, the programs that use the Ribbon in the 2007 Microsoft Office system provide keyboard shortcuts that enable you to quickly perform tasks without reaching for the mouse.

 

Access any command in a few keystrokes

Access keys provide a way to quickly use a command by pressing a few keystrokes, no matter where you are in the program. Every command in a Ribbon program can be accessed by using an access key. You can get to most commands by using two to four keystrokes.

1.  Press and release the ALT key. 

The KeyTips are displayed over each feature that is available in the current view. The following example is from Microsoft Office Word.

The above image was excerpted from Training on Microsoft Office Online.

2.  Press the letter shown in the KeyTip over the feature that you want to use. 

3.  Depending on which letter you pressed, you may be shown additional KeyTips. For example, if the Home tab is active and you pressed N, the Insert tab is displayed, along with the KeyTips for the

groups in that tab. 

4.  Continue pressing letters until you press the letter of the specific command or option that you want to use. In some cases, you have to first press the letter of the group that contains the command. 

TIP  To cancel the action that you are taking and hide the KeyTips, press and release the ALT key.

Top of Page

Change the keyboard focus without using the mouse

Another way to use the keyboard to work with Ribbon programs is to move the focus among the tabs and commands until you find the feature that you want to use. The following table lists some ways to move the keyboard focus without using the mouse.

To do this

Press

     Select the active tab of the Ribbon and activate the access keys.                         ALT or F10. Press either of these keys again

to move back to the document and cancel the access keys.

Move to another tab of the Ribbon.

ALT or F10 to select the active tab, and then

LEFT ARROW or RIGHT ARROW

Minimize or restore the Ribbon.

CTRL+F1

Display the shortcut menu for the selected command.

SHIFT+F10

     

     Move the focus to select each of the following areas of the window:                     F6

        Active tab of the Ribbon 

        View status bar at the bottom of the window 

        Your document

Move the focus to each command in the Ribbon, forward or backward.

ALT or F10, and then TAB or SHIFT+TAB

Move down, up, left, or right among the items in the Ribbon.

DOWN ARROW, UP ARROW, LEFT ARROW, or RIGHT ARROW

Activate the selected command or control in the Ribbon.

SPACE BAR or ENTER

Open the selected menu or gallery in the Ribbon.

SPACE BAR or ENTER

Activate a command or control in the Ribbon so you can modify a value.

ENTER

Finish modifying a value in a control in the Ribbon, and move focus back to             ENTER the document.

Get help on the selected command or control in the Ribbon. (If no Help topic is associated with the selected command, the Help table of contents for that program is shown instead.)

F1

See Also

Excel> Accessibility

Excel shortcut and function keys

The following lists contain CTRL combination shortcut keys, function keys, and some other common shortcut keys, along with descriptions of their functionality.

TIP  To keep this reference available when you work, you may want to print this topic. To print this topic, press CTRL+P.

NOTE    If an action that you use often does not have a shortcut key, you can record a macroto create one.

In this article

 

CTRL combination shortcut keys

Key

Description

CTRL+SHIFT+(

Unhides any hidden rows within the selection.

CTRL+SHIFT+)

Unhides any hidden columns within the selection.

CTRL+SHIFT+&

Applies the outline border to the selected cells.

CTRL+SHIFT_

Removes the outline border from the selected cells.

CTRL+SHIFT+~

Applies the General number format.

CTRL+SHIFT+$

Applies the Currency format with two decimal places (negative numbers in parentheses).

CTRL+SHIFT+%

Applies the Percentage format with no decimal places.

CTRL+SHIFT+^

Applies the Exponential number format with two decimal places.

CTRL+SHIFT+#

Applies the Date format with the day, month, and year.

[email protected]

Applies the Time format with the hour and minute, and AM or PM.

CTRL+SHIFT+! Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values.

CTRL+SHIFT+*

Selects the current region around the active cell (the data area enclosed by blank rows and blank columns). 

In a PivotTable, it selects the entire PivotTable report.

     CTRL+SHIFT+:                Enters the current time.

CTRL+SHIFT+"

Copies the value from the cell above the active cell into the cell or the Formula Bar.

CTRL+SHIFT+Plus (+)

Displays the Insert dialog box to insert blank cells.

CTRL+Minus (-)

Displays the Delete dialog box to delete the selected cells.

     CTRL+;                           Enters the current date.

CTRL+`

Alternates between displaying cell values and displaying formulas in the worksheet.

CTRL+'

Copies a formula from the cell above the active cell into the cell or the Formula Bar.

CTRL+1

Displays the Format Cells dialog box.

CTRL+2

Applies or removes bold formatting.

CTRL+3

Applies or removes italic formatting.

CTRL+4

Applies or removes underlining.

CTRL+5

Applies or removes strikethrough.

CTRL+6

Alternates between hiding objects, displaying objects, and displaying placeholders for objects.

CTRL+8

Displays or hides the outline symbols.

CTRL+9

Hides the selected rows.

     CTRL+0                          Hides the selected columns.

CTRL+A

Selects the entire worksheet. 

If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the current region and its summary rows. Pressing CTRL+A a third time selects the entire worksheet.

When the insertion point is to the right of a function name in a formula, displays the Function Arguments dialog box.

CTRL+SHIFT+A inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula.

     CTRL+B                          Applies or removes bold formatting.

CTRL+C

Copies the selected cells.

CTRL+C followed by another CTRL+C displays the Clipboard.

CTRL+D                          Uses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below.

CTRL+F

Displays the Find and Replace dialog box, with the Find tab selected. 

SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action.

CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected.

     CTRL+G                          Displays the Go To dialog box. 

F5 also displays this dialog box.

CTRL+H 

Displays the Find and Replace dialog box, with the Replace tab selected.

CTRL+I

Applies or removes italic formatting.

CTRL+K

Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for

 

selected existing hyperlinks.

     CTRL+N                          Creates a new, blank workbook.

CTRL+O 

Displays the Open dialog box to open or find a file. 

CTRL+SHIFT+O selects all cells that contain comments.

     CTRL+P                          Displays the Print dialog box. 

CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected.

CTRL+R

Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right.

CTRL+S

Saves the active file with its current file name, location, and file format.

CTRL+T

Displays the Create Table dialog box.

CTRL+U

Applies or removes underlining. 

CTRL+SHIFT+U switches between expanding and collapsing of the formula bar. 

CTRL+V 

Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents.

CTRL+W

Closes the selected workbook window.

CTRL+X 

Cuts the selected cells.

     CTRL+Y                          Repeats the last command or action, if possible.

CTRL+Z

Uses the Undo command to reverse the last command or to delete the last entry that you typed. 

CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last automatic correction when AutoCorrect Smart Tags are displayed.

Function keys

Key

Description

     F1           Displays the Microsoft Office Excel Help task pane. 

CTRL+F1 displays or hides the ribbon.

ALT+F1 creates a chart of the data in the current range.

ALT+SHIFT+F1 inserts a new worksheet.

F2

Edits the active cell and positions the insertion point at the end of the cell contents. It also moves the insertion point into the Formula Bar when editing in a cell is turned off. 

SHIFT+F2 adds or edits a cell comment.

CTRL+F2 displays the Print Preview window.

     F3          Displays the Paste Name dialog box. 

SHIFT+F3 displays the Insert Function dialog box.

F4

Repeats the last command or action, if possible. 

CTRL+F4 closes the selected workbook window.

     F5           Displays the Go To dialog box. 

CTRL+F5 restores the window size of the selected workbook window.

F6

Switches between the worksheet, ribbon, task pane, and Zoom controls. In a worksheet that has been split (View menu, Manage This Window, Freeze Panes, Split Window command), F6 includes the split panes when switching between panes and the ribbon area. 

SHIFT+F6 switches between the worksheet, Zoom controls, task pane, and ribbon.

CTRL+F6 switches to the next workbook window when more than one workbook window is open.

     F7          Displays the Spelling dialog box to check spelling in the active worksheet or selected range. 

CTRL+F7 performs the Move command on the workbook window when it is not maximized. Use the arrow keys to move the window, and when finished press ENTER, or ESC to cancel.

F8

Turns extend mode on or off. In extend mode, Extended Selection appears in the status line, and the arrow keys extend the selection. 

SHIFT+F8 enables you to add a nonadjacent cell or range to a selection of cells by using the arrow keys.

CTRL+F8 performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized.

ALT+F8 displays the Macro dialog box to create, run, edit, or delete a macro.

     F9           Calculates all worksheets in all open workbooks. 

SHIFT+F9 calculates the active worksheet.

CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.

CTRL+ALT+SHIFT+F9 rechecks dependent formulas, and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated.

CTRL+F9 minimizes a workbook window to an icon.

F10

Turns key tips on or off. 

SHIFT+F10 displays the shortcut menu for a selected item.

ALT+SHIFT+F10 displays the menu or message for a smart tag. If more than one smart tag is present, it switches to the next smart tag and displays its menu or message.

CTRL+F10 maximizes or restores the selected workbook window.

     F11        Creates a chart of the data in the current range. 

SHIFT+F11 inserts a new worksheet.

ALT+F11 opens the Microsoft Visual Basic Editor, in which you can create a macro by using Visual Basic for Applications (VBA).

F12

Displays the Save As dialog box.

Other useful shortcut keys

Key

Description

     ARROW               Move one cell up, down, left, or right in a worksheet. 

KEYS

CTRL+ARROW KEY moves to the edge of the current data region in a worksheet.

SHIFT+ARROW KEY extends the selection of cells by one cell.

CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell in the same column or row as the active cell, or if the next cell is blank, extends the selection to the next nonblank cell.

LEFT ARROW or RIGHT ARROW selects the tab to the left or right when the ribbon is selected. When a submenu is open or selected, these arrow keys switch between the main menu and the submenu. When a ribbon tab is selected, these keys navigate the tab buttons.

DOWN ARROW or UP ARROW selects the next or previous command when a menu or submenu is open. When a ribbon tab is selected, these keys navigate up or down the tab group.

In a dialog box, arrow keys move between options in an open drop-down list, or between options in a group of options.

DOWN ARROW or ALT+DOWN ARROW opens a selected drop-down list.

BACKSPACE

Deletes one character to the left in the Formula Bar. 

Also clears the content of the active cell.

In cell editing mode, it deletes the character to the left of the insertion point.

     DELETE               Removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments. 

In cell editing mode, it deletes the character to the right of the insertion point. 

END

Moves to the cell in the lower-right corner of the window when SCROLL LOCK is turned on. 

Also selects the last command on the menu when a menu or submenu is visible.

CTRL+END moves to the last cell on a worksheet, in the lowest used row of the rightmost used column. If the cursor is in the formula bar, CTRL+END moves the cursor to the end of the text. 

CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet (lower-right corner). If the cursor is in the formula bar, CTRL+SHIFT+END selects all text in the formula bar from the cursor position to the end—this does not affect the height of the formula bar. 

     ENTER                 Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default). 

In a data form, it moves to the first field in the next record.

Opens a selected menu (press F10 to activate the menu bar) or performs the action for a selected command.

In a dialog box, it performs the action for the default command button in the dialog box (the button with the bold outline, often the OK button).

ALT+ENTER starts a new line in the same cell.

CTRL+ENTER fills the selected cell range with the current entry.

SHIFT+ENTER completes a cell entry and selects the cell above.

ESC

Cancels an entry in the cell or Formula Bar. 

Closes an open menu or submenu, dialog box, or message window.

It also closes full screen mode when this mode has been applied, and returns to normal screen mode to display the Ribbon and status bar again.

    HOME                  Moves to the beginning of a row in a worksheet. 

Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on.

Selects the first command on the menu when a menu or submenu is visible.

CTRL+HOME moves to the beginning of a worksheet.

CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet.

PAGE DOWN

Moves one screen down in a worksheet. 

ALT+PAGE DOWN moves one screen to the right in a worksheet.

CTRL+PAGE DOWN moves to the next sheet in a workbook.

CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook.

    PAGE UP              Moves one screen up in a worksheet. 

ALT+PAGE UP moves one screen to the left in a worksheet.

CTRL+PAGE UP moves to the previous sheet in a workbook.

CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook.

SPACEBAR

In a dialog box, performs the action for the selected button, or selects or clears a check box. 

CTRL+SPACEBAR selects an entire column in a worksheet.

SHIFT+SPACEBAR selects an entire row in a worksheet.

CTRL+SHIFT+SPACEBAR selects the entire worksheet. 

    If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region. Pressing CTRL+SHIFT+SPACEBAR a second time selects the current region and its summary rows. Pressing CTRL+SHIFT+SPACEBAR a third time selects the entire worksheet. 

    When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet.

ALT+SPACEBAR displays the Control menu for the Microsoft Office Excel window.

     TAB                    Moves one cell to the right in a worksheet. 

Moves between unlocked cells in a protected worksheet.

Moves to the next option or option group in a dialog box.

SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box.

CTRL+TAB switches to the next tab in dialog box.

CTRL+SHIFT+TAB switches to the previous tab in a dialog box.

See Also

    Ribbon, Help, and other Microsoft Office keyboard shortcuts

 

Use access keys from Office 2003 in Ribbon programs

In some Microsoft Office programs, menus and toolbars have been replaced by the Ribbon. However, if you have memorized and gotten used to using the access keys from Microsoft Office 2003, you can still use them.

NOTE    In Microsoft Office Outlook, menus and toolbars are still part of the main window of the program.

However, in open items such as e-mail messages, the access keys have been replaced with the Ribbon.

When you are using an access key from Office 2003, a message is displayed to alert you and to remind you which keys you have pressed. For example, in either Microsoft Office Word or Microsoft Office Excel, you want to insert a hyperlink in your file, and you are used to using the access key sequence from Office 2003, so you press ALT+I. The following message is shown to remind you of which keys you have pressed: Office 2003 access key: ALT, I,. When you press the I key again, the Insert Hyperlink dialog box is displayed.

See Also

 

Use Windows to make your Office experience accessible

There are several ways to make Microsoft Office easier to use for people with disabilities. In most cases, the way to customize your system to make it more accessible is by using the Accessibility settings in Microsoft Windows. For more information, do one of the following:

      See the Accessibility pageon the Microsoft Web site. 

      See the Help topics in the Windows Help and Support Center

1.  Click Start and then click Help and Support

2.  Type accessibility in the Search field, and then press ENTER. 

3.  Choose a topic in the Search Results list.

 

Keyboard shortcuts for SmartArt graphics

The keyboard shortcuts described in this Help topic refer to the U.S. keyboard layout. Keys on other layouts might not correspond exactly to the keys on a U.S. keyboard.

NOTE    To print this topic, press TAB to select Show All, press ENTER, and then press CTRL+P.

Insert a SmartArt graphic in a 2007 Microsoft Office system document

1.  In the Microsoft Office program where you want to insert the graphic, press ALT, then N, and then M to open the SmartArt Graphic dialog box. 

2.  Press UP ARROW or DOWN ARROW to select the type of graphic that you want. 

3.  Press TAB to move to the Layout task pane. 

4.  Press the arrow keys to select the layout that you want. 

5.  Press ENTER to insert the selected layout.

Work with shapes in a SmartArt graphic

To do this

Press

Select the next element in a SmartArt graphic.

TAB

Select the previous element in a SmartArt graphic.

SHIFT+TAB

Select all shapes.

CTRL+A

Remove focus from the selected shape.

ESC

Nudge the selected shape up.

UP ARROW

Nudge the selected shape down.

DOWN ARROW

Nudge the selected shape left.

LEFT ARROW

Nudge the selected shape right.

RIGHT ARROW

Edit text in the selected shape.

ENTER or F2

Delete the selected shape.

DELETE or BACKSPACE

Cut the selected shape.

CTRL+X or SHIFT+DELETE

Copy the selected shape.

CTRL+C

Paste the contents of the Clipboard.

CTRL+V

Undo the last action.

CTRL+Z

Move and resize shapes in a SmartArt graphic

To do this

Press

Enlarge the selected shape horizontally.

SHIFT+RIGHT ARROW

Reduce the selected shape horizontally.

SHIFT+LEFT ARROW

Enlarge the selected shape vertically.

SHIFT+UP ARROW

Reduce the selected shape vertically.

SHIFT+DOWN ARROW

Rotate the selected shape to the right.

ALT+RIGHT ARROW

Rotate the selected shape to the left.

ALT+LEFT ARROW

 NOTES

      To apply more precise adjustments to shapes, press the CTRL key in addition to any of the above keyboard shortcuts. 

      These keyboard shortcuts apply to multiple selections as if you selected each item individually.

Work with text in a SmartArt graphic

To do this

Press

Move one character to the left.

LEFT ARROW

Move one character to the right.

RIGHT ARROW

Move up one line.

UP ARROW

Move down one line.

DOWN ARROW

Move one word to the left.

CTRL+LEFT ARROW

Move one word to the right.

CTRL+RIGHT ARROW

Move one paragraph up.

CTRL+UP ARROW

Move one paragraph down.

CTRL+DOWN ARROW

Move to the end of a line.

END

Move to the beginning of a line.

HOME

Move to the end of a text box.

CTRL+END

Move to the beginning of a text box.

CTRL+HOME

Cut selected text.

CTRL+X

Copy selected text.

CTRL+C

     Paste selected text.                                                           CTRL+V

Undo the last action.

CTRL+Z

Delete one character to the left.

BACKSPACE

Delete one word to the left.

CTRL+BACKSPACE

Delete one character to the right.

DELETE

Delete one word to the right.

CTRL+DELETE

Promote the selected text.

ALT+SHIFT+RIGHT ARROW

Demote the selected text.

ALT+SHIFT+LEFT ARROW

Check the spelling (not available in Microsoft Office                F7 Word 2007).

Apply character formatting

To do this

Press

Open the Font dialog box.

CTRL+SHIFT+F or CTRL+SHIFT+P

Increase the font size of the selected text.

CTRL+SHIFT+>

Decrease the font size of the selected text.

CTRL+SHIFT+<

Switch the case of selected text (lower case, Title Case, UPPER CASE).

SHIFT+F3

Apply bold formatting to the selected text.

CTRL+B

Apply an underline to the selected text (not available in Office Word 2007).

CTRL+U

Apply italic formatting to the selected text.

CTRL+I

Apply subscript formatting to the selected text.

CTRL+EQUAL SIGN

Apply superscript formatting to the selected text.

CTRL+SHIFT+PLUS SIGN

Adjust the superscript/subscript offset up.

CTRL+ALT+SHIFT+>

Adjust the superscript/subscript offset down.

CTRL+ALT+SHIFT+<

Remove all character formatting from the selected text.

CTRL+SPACEBAR

Copy text formatting

To do this

Press

Copy formatting from the selected text.

CTRL+SHIFT+C

Paste formatting to the selected text.

CTRL+SHIFT+V

NOTE    This functionality is not available in Office Word 2007.

Apply paragraph formatting

To do this

Press

Center a paragraph.

CTRL+E

Justify a paragraph.

CTRL+J

Left align a paragraph.

CTRL+L

Right align a paragraph.

CTRL+R

Demote a bullet point.

TAB or ALT+SHIFT+RIGHT ARROW

Promote a bullet point.

SHIFT+TAB or ALT+SHIFT+LEFT ARROW

Use the Text pane

To do this

Press

Merge two lines of text.

DELETE at the end of the first line of text

Display the shortcut menu.

SHIFT+F10

Switch between the Text pane and the drawing canvas.

CTRL+SHIFT+F2

Close the Text pane.

ALT+F4

Switch the focus from the Text pane to the border of the SmartArt graphic.

ESC

Open the SmartArt graphics Help topic.

CTRL+SHIFT+F1

See Also

Excel> File conversion and compatibility



File formats that are supported in Excel

You can save a Microsoft Office Excel 2007 file in another file format by clicking Microsoft Office Button

, and then Save As. The file formats that are available in the Save As dialog box vary, depending on what type of sheet is active (a worksheet, chart sheet, or other type of sheet). 

You can open a file that was created in another file format (in an earlier version of Microsoft Office Excel or in another program) by clicking Microsoft Office Button , and then Open. You will be prompted to save it to an Office Excel 2007 format, unless you open a workbook that is shared. For files that were created in an earlier version of Excel, you have the option to keep the original format. 

NOTE    Whenever you save a file in another file format, some of its formatting, data, and features may be lost.

For more information, see Formatting and features that are not transferred in Excel file format conversions. In this article

 

Excel formats

Format

Extension

Description

Excel Workbook

.xlsx

The default Office Excel 2007 XML-based file format. Cannot store VBA macro code or Microsoft Office Excel 4.0 macro sheets (.xlm).

Excel Workbook (code)

.xlsm

The Office Excel 2007 XML-based and macro-enabled file format. Stores VBA macro code or Excel 4.0 macro sheets (.xlm). 

Excel Binary

Workbook

.xlsb

The Office Excel 2007 Binary file format (BIFF12). 

Template

.xltx

The default Office Excel 2007 file format for an Excel template. Cannot store VBA macro code or Excel 4.0 macro sheets (.xlm).

Template (code)

.xltxm

The Office Excel 2007 macro-enabled file format for an Excel template. Stores VBA macro code or Excel 4.0 macro sheets (.xlm).

Excel 97- Excel 2003 Workbook

.xls

The Excel 97 - Excel 2003 Binary file format (BIFF8).

Excel 97- Excel 2003 Template

.xlt

The Excel 97 - Excel 2003 Binary file format (BIFF8) for an Excel template.

Microsoft Excel 5.0/95 Workbook

.xls

The Excel 5.0/95 Binary file format (BIFF5).

XML Spreadsheet 2003

.xml

XML Spreadsheet 2003 file format (XMLSS).

XML Data

.xml

XML Data format.

Excel Add-In                                            .xlam     The Office Excel 2007 XML-based and macro-enabled Add-In, a supplemental program that is designed to run additional code. Supports the use of VBA projects and Excel 4.0 macro sheets (.xlm).

Text formats

Format

Extension

Description

     Formatted Text             .prn                   Lotus space-delimited format. Saves only the active sheet.

(Space-delimited)

Text (Tabdelimited)

.txt

Saves a workbook as a tab-delimited text file for use on another Microsoft Windows operating system, and ensures that tab characters, line breaks, and other characters are interpreted correctly. Saves only the active sheet.

Text (Macintosh)

.txt

Saves a workbook as a tab-delimited text file for use on the Macintosh operating system, and ensures that tab characters, line breaks, and other characters are interpreted correctly. Saves only the active sheet.

Text (MS-DOS)

.txt

Saves a workbook as a tab-delimited text file for use on the MS-DOS operating system, and ensures that tab characters, line breaks, and other characters are interpreted correctly. Saves only the active sheet.

Unicode Text

.txt

Saves a workbook as Unicode text, a character encoding standard that was developed by the Unicode Consortium.

CSV (comma

delimited) 

.csv

Saves a workbook as a comma-delimited text file for use on another Windows operating system, and ensures that tab characters, line breaks, and other characters are interpreted correctly. Saves only the active sheet.

CSV (Macintosh)

.csv

Saves a workbook as a comma-delimited text file for use on the Macintosh operating system, and ensures that tab characters, line breaks, and other characters are interpreted correctly. Saves only the active sheet.

CSV (MS-DOS)

.csv

Saves a workbook as a comma-delimited text file for use on the MS-DOS operating system, and ensures that tab characters, line breaks, and other characters are interpreted correctly. Saves only the active sheet.

DIF

.dif

Data Interchange Format. Saves only the active sheet.

SYLK 

.slk

Symbolic Link Format. Saves only the active sheet.

NOTE    If you save a workbook in text format, all formatting is lost.

Other formats

Format 

Extension

Description

Quattro Pro 5.0 (Win) 

.wb1

Quattro Pro version 5.0 for Windows. You can open Quattro Pro files in Excel by using a converter. You cannot save an Excel file to Quattro Pro format. 

Quattro Pro 7.0 (Win)

.wb3

Quattro Pro version 7.0 for Windows. You can open Quattro Pro files in Excel by using a converter. You cannot save an Excel file to Quattro Pro format. 

Clipboard formats

You can paste data from the Microsoft Office Clipboard into Excel by using the Paste or Paste Special command (Home tab, Clipboard group, Paste button) if the Office Clipboard data is in one of the following formats.

Format

Extension

Clipboard type identifiers

Picture

.wmf or .emf

Pictures in Windows Metafile Format (WMF) or Windows Enhanced Metafile Format (EMF). 

NOTE    If you copy a Windows metafile picture from another program, Excel pastes the picture as an enhanced metafile.

Bitmap

.bmp

Pictures stored in Bitmap format (BMP).

Microsoft Excel file formats

.xls

Binary file formats for Excel versions 5.0/95 (BIFF5), Excel 97-2003 (BIFF8), and Office Excel 2007 (BIFF12).

SYLK

.slk

Symbolic Link Format.

DIF

.dif

Data Interchange Format.

Text (tabdelimited) 

.txt

Tab-separated text format.

    CSV                      .csv                       Comma-separated values format.

(Comma-

delimited) 

Formatted text (Spacedelimited)

.rtf

Rich Text Format (RTF). Only from Excel.

 

Embedded

object

.gif, .jpg,

.doc, .xls, or

.bmp 

Microsoft Excel objects, objects from properly registered programs that support OLE (OLE: A program-integration technology that you can use to share information between programs. All Office programs support OLE, so you can share information through linked and embedded objects.) 2.0 (OwnerLink (OwnerLink: An OLE data format that describes an embedded object, identifying the class, document name, and name of an object. Each of these data items is a null-terminated string.)), and Picture or another

 

           

presentation format.

Linked object

.gif, .jpg,

.doc, .xls, or

.bmp

OwnerLink, ObjectLink (ObjectLink: An OLE data format that describes a linked object, identifying the class, document name, and name of an object. Each of these data items&nbsp;is a null-terminated string.), Link, Picture, or other format.

Office drawing object

.emf

Office drawing object format or Picture (Windows enhanced metafile format, EMF).

Text

.txt

Display Text, OEM Text.

    HTML                    .htm                     Hypertext Markup Language. 

NOTE    When you copy text from another program, Excel pastes the text in HTML format, regardless of the format of the original text.

File formats that are not supported in Excel 

If the file format that you want to use is not supported in Excel, you can try the following:

      Search the World Wide Web (WWW) for a company that makes file format converters for file formats that are not supported in Excel. 

      Save to a file format that another program supports. For example, you may want to import your spreadsheet into another program that does not support the Excel file format. But the other program may be able to import another supported file format, such as an XML spreadsheet or a text file format. In this case, you can save your workbook to the XML spreadsheet format, and then from the other program, import the XML file.

See Also

Excel> File conversion and compatibility

Check a workbook for compatibility with earlier versions of Excel

To ensure that a Microsoft Office Excel 2007 workbook does not have compatibility issues that cause a significant loss of functionality or a minor loss of fidelity in an earlier version of Excel, you can run the Compatibility Checker. The Compatibility Checker finds any potential compatibility issues and helps you create a report so that you can resolve them. 

IMPORTANT  When you work on a workbook in Compatibility Mode, where the workbook is in Excel 97-2003

Binary file format (BIFF8) instead of the new Office Excel 2007 XML-based file format (.xlsx), the Compatibility Checker is automatically run when you save a workbook.

1.  In Office Excel 2007, open the workbook that you want to check for compatibility.

How to open a workbook

1.  Click Microsoft Office Button , and then click Open

2.  In the Look in list, click the drive, folder, or Internet location that contains the workbook that you

want to open. 

3.  In the folder list, locate and open the folder that contains the workbook. 

4.  Click the workbook, and then click Open.

2.  Click Microsoft Office Button , click Prepare, and then click Run Compatibility Checker

3.  To check the workbook for compatibility every time that you save it, select the Check compatibility when saving this workbook check box.

4.  To create a report in a separate worksheet of all the issues that are listed in the Summary box, click Copy to New Sheet

TIP  If available, you can click Fix to resolve simple issues. For more complex issues, click Help for more information.

See Also

    Compatibility Checker

    Use Office Excel 2007 with earlier versions of Excel

Excel> File conversion and compatibility

Open an Office Excel 2007 workbook in an earlier version of Excel

Hide All

For backward compatibility and collaboration with earlier versions of Microsoft Office Excel, you can use one of two ways to open Microsoft Office Excel 2007 workbooks in an earlier version of Excel. You can either use the earlier binary file format (.xls) or the new XML-based file format (.xlsx) to exchange workbooks between different versions of Excel.

      To ensure that a workbook that you save in Office Excel 2007 can be opened in an earlier version of Excel, you can save a copy that is fully compatible with Excel 97-2003 (.xls) in Excel 2007. 

      You can also download the Microsoft Office Compatibility Pack for 2007 Office Word, Excel and PowerPoint File Formats to install updates and converters for an earlier version of Excel. This allows you to open, edit, and save an Excel 2007 workbook in an earlier version of Excel, without having to save it to that version's file format first or without having to upgrade the earlier version of Excel to Excel 2007.

 

Save an Excel 2007 workbook to Excel 97-2003 format

1.     In Excel 2007, open the workbook that you want to save in Excel 97-2003 format. 

How to open a workbook

1.  Click the Microsoft Office Button , and then click Open

2.  In the Look in list, click the drive, folder, or Internet location that contains the workbook that you

want to open. 

3.  In the folder list, locate and open the folder that contains the workbook. 

4.  Click the workbook, and then click Open.

2.  Click the Microsoft Office Button , and then point to the arrow next to Save As

3.  Under Save a copy of the document, click Excel 97-2003 Workbook

The file will be saved in the Excel 97 - Excel 2003 Binary file format (BIFF8) so that it can be opened in versions of Excel 97 through Excel 2003.

NOTE    You can also save a workbook to Excel 5.0/95 binary file format (BIFF5). Click Microsoft Office

Button , click Save As, and then in the Save as type box, click Microsoft Excel 5.0/95 Workbook. You will be able open the workbook in that version of Excel, but Excel 2007 formatting and features will not be preserved.

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Download and install updates and converters for an earlier version of Excel

On the computer that has the earlier version of Excel installed, do one of the following:

      Download the 2007 Microsoft Office system Compatibility Pack for Excel from the Microsoft Office Downloads: Download updates, add-ins, converters, viewers, and moreWeb site and install the updates and converters that are needed to open Office Excel 2007 workbooks. 

All Excel 2007 workbooks that you open after installing the updates and converters will automatically be converted so that you can edit and save them without having to upgrade to Excel 2007.Office Excel 2007-specific features and formatting may not be displayed in the earlier version of Excel, but they are still available when the workbook is saved and then re-opened in Excel 2007. For more information about features and formatting that are not displayed, see Office Excel 2007 features that are not .

      In the earlier version of Excel, open the Excel 2007 workbook. 

How to open a workbook

1.  On the File menu, click Open. 

2.  In the Look in list, click the drive, folder, or Internet location that contains the workbook that you

want to open. 

3.  In the folder list, locate and open the folder that contains the workbook. 

4.  Click the workbook, and then click Open.

If you have not yet installed the updates and converters, you will be prompted to do so. Follow the instructions to install the necessary updates and converters.

See Also

    File formats that are supported in Excel

    Save a workbook in another file format

Excel> File conversion and compatibility

Excel formatting and features that are not transferred to other file formats

The Microsoft Office Excel 2007 Workbook format (.xlsx) preserves all worksheet and chart data, formatting, and other features available in Office Excel 2007, and Macro-Enabled Workbook format (.xlsm) preserves macros and macro sheets in addition to those features. If you save a workbook in another file format, such as a text file format, some of the formatting, data, and other features might be lost.

File format

Feature and formatting differences

Formatted Text

(Space delimited)

This format (.prn) saves only the text and values as they are displayed in cells of the active worksheet. 

If a row of cells contains more than 240 characters, characters beyond 240 wrap to a new line at the end of the converted file. For example, if rows 1 through 10 each contains more than 240 characters, the remaining text in row 1 is placed in row 11, the remaining text in row 2 is placed in row 12, and so on.

Columns of data are separated by commas, and each row of data ends in a carriage return. If cells display formulas instead of formula values, the formulas are converted as text. All formatting, graphics, objects, and other worksheet contents are lost. The euro symbol will be converted to a question mark.

NOTE    Before saving a worksheet in this format, make sure that all of the data that you want converted is visible and that there is adequate spacing between the columns. Otherwise, data may be lost or not properly separated in the converted file. You may need to adjust the column widths of the worksheet before you convert it to formatted text format.

Text (Tab delimited)

This format (.txt) saves only the text and values as they are displayed in cells of the active worksheet. 

Columns of data are separated by tab characters, and each row of data ends in a carriage return. If a cell

 

contains a comma, the cell contents are enclosed in double quotation marks. All formatting, graphics, objects, and other worksheet contents are lost. The euro symbol will be converted to a question mark.

If cells display formulas instead of formula values, the formulas are saved as text. To preserve the formulas if you reopen the file in Microsoft Office Excel, select the Delimited option in the Text Import Wizard, and select tab characters as the delimiters.

NOTE    If your workbook contains special font characters, such as a copyright symbol (©), and you will be using the converted text file on a computer with a different operating system, save the workbook in the text file format that is appropriate for that system. For example, if you are using Microsoft Windows and want to use the text file on a Macintosh computer, save the file in the Text (Macintosh) format. If you are using a Macintosh computer and want to use the text file on a system running Windows or Windows NT, save the file in the Text (Windows) format.

    Text (Unicode)            This format (.txt) saves all text and values as they appear in cells of the active worksheet. 

However, if you open a file in Text (Unicode) format by using a program that does not read Unicode, such as Notepad in Microsoft Windows 95 or a Microsoft MS-DOS-based program, your data will be lost.

NOTE    Notepad in Microsoft Windows NT reads files in Text (Unicode) format.

CSV (Comma

delimited)

This format (.csv) saves only the text and values as they are displayed in cells of the active worksheet. All rows and all characters in each cell are saved. Columns of data are separated by commas, and each row of data ends in a carriage return. If a cell contains a comma, the cell contents are enclosed in double quotation marks. 

If cells display formulas instead of formula values, the formulas are converted as text. All formatting, graphics, objects, and other worksheet contents are lost. The euro symbol will be converted to a question mark.

NOTE    If your workbook contains special font characters such as a copyright symbol (©), and you will be using the converted text file on a computer with a different operating system, save the workbook in the text file format that is appropriate for that system. For example, if you are using Windows and want to use the text file on a Macintosh computer, save the file in the CSV (Macintosh) format. If you are using a Macintosh computer and want to use the text file on a system running Windows or Windows NT, save the file in the CSV (Windows) format.

 

DIF (Data

Interchange

Format)

This format (.dif) saves only the text, values, and formulas on the active worksheet. 

If worksheet options are set to display formula results in the cells, only the formula results are saved in the converted file. To save the formulas, display the formulas on the worksheet before saving the file. 

 

       

How to display formulas in worksheet cells

1.   Click the Microsoft Office Button , and then click Excel Options

2.   Click Advanced, and then under Display options for this worksheet, select the Show formulas in cells instead of their calculated results check box.

Column widths and most number formats are saved, but all other formats are lost.

Page setup settings and manual page breaks are lost.

Cell comments, graphics, embedded charts, objects, form controls, hyperlinks, data validation settings, conditional formatting, and other worksheet features are lost.

The data displayed in the current view of a PivotTable report is saved; all other PivotTable data is lost.

Visual Basic code is lost.

The euro symbol will be converted to a question mark.

SYLK (Symbolic Link)

This format (.slk) saves only the values and formulas on the active worksheet, and limited cell formatting. 

 

Up to 255 characters are saved per cell.

If an Excel function is not supported in SYLK format, Excel calculates the function before saving the file and replaces the formula with the resulting value.

Most text formats are saved; converted text takes on the format of the first character in the cell. Rotated text, merged cells, and horizontal and vertical text alignment settings are lost. The font color might be converted to a different color if you reopen the converted SYLK sheet in Excel. Borders are converted to single-line borders. Cell shading is converted to a dotted gray shading.

Page setup settings and manual page breaks are lost.

Cell comments are saved. You can display the comments if you reopen the SYLK file in Excel.

Graphics, embedded charts, objects, form controls, hyperlinks, data validation settings, conditional formatting, and other worksheet features are lost.

Visual Basic code is lost.

The data displayed in the current view of a PivotTable report is saved; all other PivotTable data is lost.

NOTE    You can use this format to save workbook files for use in Microsoft Multiplan. Excel does not include file format converters for converting workbook files directly into the Multiplan format.

 

Web Page and

Single File Web Page

These Web Page file formats (.htm, .html), Single File Web Page file formats (.mht, .mhtml) can be used for exporting Excel data. 

 

           

Visual Basic for Application projects are not supported in this file format.

New Excel 2007 features are not supported in this file format.

PivotTables and charts can be exported to this file format, but they are lost when you open a file in this file format again in Excel.

 

See Also

    File formats that are supported in Excel

    Save a workbook in another file format

Excel> File conversion and compatibility

Use Office Excel 2007 with earlier versions of Excel

Hide All

After you've installed Microsoft Office Excel 2007, you may want to know how you can continue working with workbooks that are created in an earlier version of Excel, how you can keep these workbooks accessible for users who don't have the current version of Excel installed, and how the differences between the versions affect the way that you work.

For backward compatibility and collaboration with earlier versions of Microsoft Office Excel (Excel 97-2003), you can use one of several ways to exchange workbooks between the different versions. In Office Excel

2007, you can open a workbook that was created in an earlier version of Excel and work in Compatibility

Mode so that the workbook remains in a file format that can easily be opened again in the earlier version. An Excel 2007 workbook can also be opened in an earlier version of Excel by using file converters that can be downloaded. 

And if you decide to upgrade the workbook to the current file format, you can always check the upgraded workbook for compatibility with earlier versions of Excel, so that you can make the necessary changes to avoid the loss of data or fidelity that might occur when that workbook is opened in an earlier version of Excel.

 

Work in compatibility mode in Excel 2007

In Excel 2007, when you open a workbook that was created in an earlier version, it is automatically opened in Compatibility Mode, and you see Compatibility Mode in square brackets next to the file name in the

Excel title bar (title bar: A horizontal bar at the top of a window, dialog box, or toolbar that shows the name of

the document, program, or toolbar.). In Compatibility Mode, any new or enhanced Excel 2007 features are not available when you work in a workbook, which prevents the loss of data and fidelity when the workbook is opened in an earlier version of Excel. Also, rather than using the current XML-based file format (.xlsx), the workbook is saved in Excel 97-2003 file format (.xls), a binary file format that is easily opened in an earlier version of Excel.

Unlike other 2007 Microsoft Office system programs, such as Microsoft Office Word 2007, you cannot manually turn on Compatibility Mode in Excel, and you don't have the option to include any new features when you work in a workbook in Compatibility Mode.

If you no longer want to work in Compatibility Mode, you can upgrade the workbook to the current file format.

For information, see Upgrade a workbook to Excel 2007 file format.

Use file converters in earlier versions of Excel to open an Excel 2007 workbook

Specific updates and file converters are available on Microsoft Office Online that can help you open an Excel 2007 workbook in an earlier version of Excel (Excel 97-2003). If you have not yet installed the updates and converters, when you try to open an Excel 2007 workbook, you may be prompted to do so.

After installing the updates and converters, all Excel 2007 workbooks can be opened so that you can edit and save them without having to upgrade your version of Excel to Excel 2007.Excel 2007-specific features and formatting may not be displayed in the earlier version of Excel, but they are still available when the workbook is saved and then re-opened in Excel 2007. For more information about features and formatting that are not displayed, see Office Excel 2007 features that are not supported in earlier versions of Excel.

Download and use file converters

1.  On the computer that has the earlier version of Excel installed, download the Microsoft Office Compatibility Pack for 2007 Office Word, Excel and PowerPoint File Formats from the Microsoft Office DownloadsWeb site and install the updates and converters that are needed to open Excel 2007 workbooks. 

2.  In the earlier version of Excel (Excel 97-2003), open the Excel 2007 workbook. 

Upgrade a workbook to Excel 2007 file format

When you open a workbook that was created in an earlier version of Excel, and you no longer plan for anyone to work on this workbook in the earlier version, you can upgrade the workbook to the current Excel 2007 file format. When you upgrade to the current file format, you will have access to all of the new and enhanced features and functionality that Excel 2007 offers, and the file size will be smaller. 

To upgrade the workbook, you can:

      Convert the workbook to the current file format  When you convert a workbook, it is replaced with a copy of the workbook in the current file format (.xlsx). After the workbook is converted, it is no longer available in the original file format. 

      Save the workbook in the current file format  If you want to keep a copy of the workbook in the original file format, rather than converting the workbook, you may want to save the workbook in the current file format (.xlsx). For more information, see Save a workbook in another file format.

Convert a workbook to the current file format

1.  Open the workbook that you want to convert to the current file format. 

NOTE    The workbook is opened in Compatibility Mode.

2.  Click the Microsoft Office Button , and then click Convert

3.  If you receive a message about converting workbooks, click OK

TIP  If you don't want to see this message about converting workbooks, select the Do not ask me again about converting workbooks.

4.  To work in the current file format, click Yes to close and reopen the workbook.

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Check an Excel 2007 workbook for compatibility with earlier versions of Excel

To ensure that a Excel 2007 workbook does not have compatibility issues that cause a significant loss of functionality or a minor loss of fidelity in an earlier version of Excel, you can run the Compatibility Checker. The Compatibility Checker finds any potential compatibility issues and helps you create a report so that you can resolve them. 

IMPORTANT When you work on a workbook in Compatibility Mode, where the workbook is in Excel 97-2003 file format (.xls) instead of the new Excel 2007 XML-based file format (.xlsx) or binary file format (.xlsb), the Compatibility Checker runs automatically when you save a workbook.

1.  In Excel 2007, open the workbook that you want to check for compatibility. 

2.  Click Microsoft Office Button , click Prepare, and then click Run Compatibility Checker

3.  To check the workbook for compatibility every time that you save it, select the Check compatibility when saving workbook check box. 

4.  To create a report in a separate worksheet of all the issues that are listed in the Summary box, click Copy to New Sheet

TIP  If available, you can click Fix to resolve simple issues. For more complex issues, click Help for more information.

See Also

    Check a workbook for compatibility with earlier versions of Excel

    File formats that are supported in Excel

    Open an Office Excel 2007 workbook in an earlier version of Excel

Excel> File conversion and compatibility

Save a workbook in another file format

IMPORTANT If you save a workbook in a different file format, formats and features unique to Microsoft Office Excel will not be retained. For more information, see Formatting and features thatare not transferred in Excel file format conversions.

1.  Open the workbook that you want to save for use in another program. 

2.  Click the Microsoft Office Button , and then point to the arrow next to Save As

3.  In the File name box, type a new name for the workbook. 

TIP  You can also accept the suggested name.

4.  In the Save as type list, click a file format that you know you can open in the other program. 

For more information on file formats, see File formats that are supported in Excel.

5.  Click Save

NOTE    By default, some file formats save only the active worksheet and some file formats (such as the Web Page format) save all worksheets in the workbook. If you want to save only specific worksheets, you can hide the worksheets that you don't want to save. To hide the active worksheet, right-click its sheet tab at the bottom of the screen, and then click Hide.

See Also

    Excel formatting and features that are not transferred to other file formats

     File formats that are supported in Excel

Excel> Workbook management> Managing workbooks

Create a new workbook

Hide All

A Microsoft Office Excel workbook is a file that contains one or more worksheets (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.) that you can use to organize various kinds of related information. To create a new workbook, you can open a blank workbook. You can also base a new workbook on an existing workbook, the default workbook template (default workbook template: The template that you create to change the default format of new workbooks. Excel uses the template to create a blank workbook when you start Excel or create a new workbook without specifying a template.), or any other template (template: A workbook that you create and use as the basis for other similar workbooks. You can create templates for workbooks and worksheets. The default template for workbooks is called . The default template for worksheets is called .).

What do you want to do?

 

Open a new, blank workbook

1.  Click Microsoft Office Button , and then click New

Keyboard shortcut  You can also press CTRL+N.

2.  Under Templates, make sure that Blank and recent is selected, and then under Blank and recent in the right pane, click Blank Workbook.

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Base a new workbook on an existing workbook

1.  Click Microsoft Office Button , and then click New

Keyboard shortcut  You can also press CTRL+N.

2.  Under Templates, click New from existing

3.  In the New from Existing Workbook dialog box, browse to the drive, folder, or Internet location that

contains the workbook that you want to open. 

4.  Click the workbook, and then click Create New.

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Base a new workbook on a template

1.  Click Microsoft Office Button , and then click New

Keyboard shortcut  You can also press CTRL+N.

2.  Under Templates, click Installed Templates or My templates

3.  Do one of the following: 

§  To use an installed template, under Installed Templates, click the template that you want, and then click Create

§  To use your own template, on the My Templates tab, double-click the template that you want. 

NOTE    The My Templates tab lists the templates that you have created. If you don't see the template that you want to use, make sure that it is located in the correct folder. Custom templates are typically stored in the Templates folder, which is usually C:\Documents and

Settings\user_name\Application Data\Microsoft\Templates in Microsoft Windows XP, and C:\Users\user_name\Application Data\Microsoft\Templates in Microsoft Windows Vista.

TIP  To obtain more workbook templates, you can download them from Microsoft Office Online. In the New Workbook dialog box, under Microsoft Office Online, click a specific template category, click the template that you want to download, and then click Download.

 

When you save a file, you can save it to a folder on your hard disk drive, a network location, disk, CD, the desktop, or another storage location. You need to identify the target location in the Save in list. Otherwise, the saving process is the same, no matter what location you choose.

What do you want to do?

 

Save a file

Do the following in these 2007 Microsoft Office system programs:

Word, Excel, or PowerPoint

          Click the Microsoft Office Button , and then click Save

Keyboard shortcut  To save the file, press CTRL+S.

InfoPath, OneNote, Project, Publisher, or Visio

      On the File menu, click Save

Keyboard shortcut  To save the file, press CTRL+S.

NOTE    If you are saving the file for the first time, you are asked to give it a name.

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Save a copy of a file

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Project, Publisher, or Visio

§  On the File menu, click Save As.

2.  In the Save in list, click the folder or drive to which you want to save. 

TIP  To save the copy in a different folder, click a different drive in the Save in list or a different folder in the folder list. To save the copy in a new folder, click Create New Folder .

3.  In the File name box, enter a new name for the file. 

4.  Click Save

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Save a file to another format

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Project, Publisher, or Visio

§  On the File menu, click Save As.

2.  In the File name box, enter a new name for the file. 

3.  In the Save as type list, click the file format that you want to save the file in. 

4.  Click Save

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Save AutoRecover information automatically

AutoRecover is not a replacement for regularly saving your files. If you choose not to save the recovery file after you open it, the file is deleted, and your unsaved changes are lost. If you save the recovery file, it replaces the original file (unless you specify a new file name). The more frequently your files are saved, the more information is recovered if there is a power failure or other problem while a file is open.

Do the following in these 2007 Microsoft Office system programs:

Excel, PowerPoint, or Word

1.  Click the Microsoft Office Button , and then click Program Name Options

2.  Click Save

3.  Select the Save AutoRecover information every check box. 

4.  In the minutes box, type or select a number to determine how often you want to save files. 

Publisher  

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the Save AutoRecover info every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

Visio

1.  On the Tools menu, click Options, and then click the Save/Open tab. 

2.  Select the Save AutoRecover info every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

Project

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the Save every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

InfoPath

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the When filling out forms, save AutoRecover information every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

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See Also

 

Print a file

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, PowerPoint, or Access

§  Click the Microsoft Office Button , and then click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

TIP  To print without using the Print dialog box, click the Microsoft Office Button , point to the arrow next to Print, and then click Quick Print.

OneNote, Outlook, Project, Publisher, or Visio

§  On the File menu, click Print

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

SharePoint Designer

§  On the File menu, point to Print, and then click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

2.  Click the options that you want, such as the number of pages or which pages you want to print. 

Excel> Workbook management> Saving and printing> Page layout

Add, delete, or move page breaks

Hide All

To print the exact number of pages that you want, you can use Page Break Preview view to quickly adjust page breaks (page break: Divider that breaks a worksheet into separate pages for printing. Excel inserts automatic page breaks based on the paper size, margin settings, scaling options, and the positions of any manual page breaks that you insert.). In this view, manually-inserted page breaks appear as solid lines.

Dashed lines indicate where Microsoft Office Excel will break pages automatically.

Page Break Preview view is especially useful for seeing how other changes that you make (such as page orientation and formatting changes) affect the automatic page breaks. For example, changing the row height and column width can affect the placement of the automatic page breaks. You can also make changes to the page breaks that are affected by the margin settings of the current printer driver.

1.  On the View tab, in the Workbook Views group, click Page Break Preview

TIP  You can also click Page Break Preview on the status bar.

2.  Do one of the following:

§  To move a page break, drag the page break to a new location. 

NOTE    Moving an automatic page break changes it to a manual page break.

§  To insert a vertical page break or a horizontal page break, select a row or column below or to the right of where you want to insert the page break, right-click, and then click Insert Page Break on the shortcut menu. 

§  To remove a manual page break, drag the page break outside of the page break preview area. 

§  To remove all manual page breaks, right-click any cell on the worksheet, and then click Reset All Page Breaks on the shortcut menu.

3.  To return to Normal view after you finish working with the page breaks, on the View tab, in the Workbook Views group, click Normal.

TIP  You can also click Normal on the status bar.

See Also

    Preview worksheet pages before printing

     Print a worksheet or workbook

Excel> Workbook management> Saving and printing> Page layout

Use Page Layout view to fine-tune pages before printing

Before you print a Microsoft Office Excel worksheet that contains large amounts of data or charts, you can quickly fine-tune it in the new Page Layout view to achieve professional-looking results. In this view, you can change the layout and format of data the way that you can in Normal view. But you can also use the rulers to measure the width and height of the data, change the page orientation, add or change page headers and footers, set margins for printing, and hide or display row and column headers. 

NOTE    Page Layout view is useful to get your data ready for printing. Page breaks are more easily adjusted in Page Break Preview view. For an exact preview of how the data will be printed, you can preview the worksheet pages in Print Preview view. For more information, see the topics Add, delete, or move page breaksand Preview worksheet pages before printing.

 

Use rulers in Page Layout view

In Page Layout view, Excel provides a horizontal ruler and a vertical ruler, so that you can take precise measurements of cells, ranges, objects, and page margins. Rulers can help you to position objects and to view or edit page margins directly on the worksheet.

By default, the ruler displays the default units that are specified in the regional settings in Control Panel, but you can change the units to inches, centimeters, or millimeters. Rulers are displayed by default, but you can easily hide them.

Change the measurement units

1.  Click the worksheet that you want to work on in Page Layout view. 

2.  On the View tab, in the Workbook Views group, click Page Layout View

TIP  You can also click Page Layout View on the status bar. 

3.  Click the Microsoft Office Button , and then click Excel Options

4.  In the Advanced category, under Display, select the units that you want to use in the Ruler units list.

Hide or display the rulers

1.  On the View tab, in the Workbook Views group, click Page Layout View.

TIP  You can also click Page Layout View on the status bar. 

2.  On the View tab, in the Show/Hide group, clear the Ruler check box to hide the rulers, or select the

check box to display the rulers. 

TIP  When the rulers are displayed, Display Ruler is highlighted in the Sheet Options group.

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Change page orientation in Page Layout view

1.  Click the worksheet that you want to work on in Page Layout view. 

2.  On the View tab, in the Workbook Views group, click Page Layout View

TIP  You can also click Page Layout View on the status bar. 

3.  On the Page Layout tab, in the Page Setup group, click Orientation, and then click Portrait or Landscape

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Add or change page headers and footers in Page Layout view

1.  Click the worksheet that you want to work on in Page Layout view. 

2.  On the View tab, in the Workbook Views group, click Page Layout View

TIP  You can also click Page Layout View on the status bar. 

3.  Do one of the following: 

§  To add a header or footer, point to Click to add header at the top of the worksheet page or Click to add footer at the bottom of the worksheet page, and then click in the left, center, or right header or footer text box. 

§  To change a header or footer, click the header or footer text box at the top of the worksheet page or at the bottom of the worksheet page that contains header or footer text, and then select the text that you want to change.

TIP  You can also display headers or footers in Normal view. On the Insert tab, in the Text group, click Header & Footer. Excel displays Page Layout view and places the pointer inside the header text box

at the top of the worksheet page.

4.  Type the text that you want.

 NOTES

       To start a new line in a section box, press ENTER. 

      To delete a portion of a header or footer, select the portion that you want to delete in the section box, and then press DELETE or BACKSPACE. You can also click in the text and then press BACKSPACE to delete the preceding characters. 

      To include a single ampersand (&) within the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services

       To close the headers or footers, click anywhere in the worksheet, or press ESC.

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Set page margins in Page Layout view

1.  Click the worksheet that you want to work on in Page Layout view. 

2.  On the View tab, in the Workbook Views group, click Page Layout View

TIP  You can also click Page Layout View on the status bar. 

3.  On the Page Layout tab, in the Page Setup group, click Margins, and then click Normal, Narrow, or Wide.

TIP  For more options, click Advanced, and then on the Margins tab, choose the margin sizes that you want.

4.  To change margins by using the mouse, do one of the following: 

§  To change the top or bottom margin, click the top border or the bottom border of the margin area in the ruler. When a vertical two-headed arrow appears, drag the margin to the size that you want. 

§  To change the right or left margin, click the right or left border of the margin area in the ruler.

When a horizontal two-headed arrow appears, drag the margin to the size that you want.

TIP  A ScreenTip displays the margin size while you are dragging the margin to the size that you want.

NOTE    The header and footer margins automatically adjust when you change the page margins. You can also change the header and footer margins by using the mouse. Click inside the header or footer area at the top of the page or the bottom of the page, and then click the ruler until the double-headed arrow appears. Drag the margin to the size that you want.

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Hide or display headers, footers, and margins in Page Layout view

Headers, footers, and margins are displayed by default in Page Layout view. To maximize the workspace to make entering, editing, or working with large amounts of data easier, you can quickly hide them.

1.  Click the worksheet that you want to work on in Page Layout view. 

2.  On the View tab, in the Workbook Views group, click Page Layout View

TIP  You can also click Page Layout View on the status bar. 

3.  Click any border of the worksheet to hide or display the white space around the cells. 

TIP  You can also click between pages to hide or display the white space around the cells.

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Hide or display gridlines, row headings, and column headings in Page Layout view

Gridlines, row headings, and column headings are displayed by default in Page Layout view, but they are not printed automatically.

1.  Click the worksheet that you want to work on in Page Layout view. 

2.  On the View tab, in the Workbook Views group, click Page Layout View

TIP  You can also click Page Layout View on the status bar. 

3.  On the Page Layout tab, in the Sheet Options group, do one or more of the following: 

§  To hide or display gridlines, under Gridlines, clear or select the View check box. 

§  To print gridlines, under Gridlines, select the Print check box. 

§  To hide or display row and column headings, under Headings, clear or select the View check

box. 

§  To print row and column headings, under Headings, select the Print check box.

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Select scaling options in Page Layout view

1.  Click the worksheet that you want to work on in Page Layout view. 

2.  On the View tab, in the Workbook Views group, click Page Layout View

TIP  You can also click Page Layout View on the status bar. 

3.  On the Page Layout tab, in the Scale to Fit group, do one of the following: 

§  To shrink the width of the printed worksheet to fit a maximum number of pages, select the number of pages that you want in the Width list. 

§  To shrink the height of the printed worksheet to fit a maximum number of pages, select the number of pages that you want in the Height list. 

§  To stretch or shrink the printed worksheet to a percentage of its actual size, select the percentage that you want in the Scale box. 

4.  NOTE    To scale a printed worksheet to a percentage of its actual size, the maximum width and height must be set to Automatic.

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Return to Normal view

      On the View tab, in the Workbook Views group, click Normal

TIP  You can also click Normal on the status bar.

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In Microsoft Office Excel, you can quickly add or change headers or footers to provide useful information in your worksheet printouts. You can add predefined header and footer information or insert elements such as page numbers, the date and time, and the file name.

To define where in the printout the headers or footers should appear and how they should be scaled and aligned, you can choose header and footer options.

 

Add or change the header or footer text

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with headers and footers in the Page Setup dialog box.

Add or change the header or footer text for a worksheet in Page Layout view

1.  Click the worksheet to which you want to add headers or footers, or that contains headers or footers that you want to change. 

2.  On the Insert tab, in the Text group, click Header & Footer.

NOTE    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3.  Do one of the following: 

§  To add a header or footer, click the left, center, or right header or footer text box at the top or at the bottom of the worksheet page. 

§  To change a header or footer, click the header or footer text box at the top or at the bottom of the worksheet page that contains header or footer text, and then select the text that you want to change.

4.  Type the text that you want. 

TIP  To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You can also click Normal on the status bar.

 NOTES

       To start a new line in a header or footer text box, press ENTER. 

      To delete a portion of a header or footer, select the portion that you want to delete in the header or footer text box, and then press DELETE or BACKSPACE. You can also click in the text and then press BACKSPACE to delete the preceding characters. 

      To include a single ampersand (&) within the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services

       To close the headers or footers, click anywhere in the worksheet, or press ESC. 

Add or change the header or footer text for a chart

1.  Click the chart sheet or embedded chart to which you want to add headers or footers, or that contains headers or footers that you want to change. 

2.  On the Insert tab, in the Text group, click Header & Footer.

NOTE    Excel displays the Page Setup dialog box.

3.  Click Custom Header or Custom Footer

4.  Click in the Left section, Center section, or Right section box, and then click the buttons to insert

the header or footer information that you want in that section. 

5.  To add or change the header or footer text, type additional text or edit the existing text in the Left section, Center section, or Right section box. 

 NOTES

       To start a new line in a section box, press ENTER. 



      To delete a portion of a header or footer, select the portion that you want to delete in the section box, and then press DELETE or BACKSPACE. You can also click in the text and then press BACKSPACE to delete the preceding characters. 

      To include a single ampersand (&) within the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services

      To base a custom header or footer on an existing header or footer, click the header or footer in the Header or Footer box. 

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Add a predefined header or footer

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with the headers and footers in the Page Setup dialog box.

Add a predefined header or footer to a worksheet in Page Layout view

1.  Click the worksheet to which you want to add a predefined header or footer. 

2.  On the Insert tab, in the Text group, click Header & Footer.

NOTE    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3.  Click the left, center, or right header or footer text box at the top or at the bottom of the worksheet page. 

TIP Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4.  On the Design tab, in the Header & Footer group, click Header or Footer, and then click the predefined header or footer that you want. 

TIP  To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You can also click Normal on the status bar.

Add a predefined header or footer to a chart

1.  Click the chart sheet or embedded chart to which you want to add a predefined header or footer. 

2.  On the Insert tab, in the Text group, click Header & Footer.

NOTE    Excel displays the Page Setup dialog box.

3.  Click the predefined header or footer in the Header or Footer box. 

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Insert specific elements in a header or footer

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with headers and footers in the Page Setup dialog box.

Insert specific header and footer elements for a worksheet 

1.  Click the worksheet to which you want to add specific header or footer elements. 

2.  On the Insert tab, in the Text group, click Header & Footer.

NOTE    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3.  Click the left, center, or right header or footer text box at the top or at the bottom of the worksheet page. 

TIP  Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4.  On the Design tab, in the Header & Footer Elements group, click the element that you want. 

TIP  To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You can also click Normal on the status bar.

Insert specific header and footer elements for a chart 

1.  Click the chart sheet or embedded chart to which you want to add a predefined header or footer. 

2.  On the Insert tab, in the Text group, click Header & Footer.

NOTE    Excel displays the Page Setup dialog box.

3.  Click Custom Header or Custom Footer

4.  Use the buttons in the Header or Footer dialog box to insert specific header and footer elements. 

TIP  When you rest the mouse pointer on a button, a ScreenTip displays the name of the element that the button inserts.

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Choose the header and footer options

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with headers and footers in the Page Setup dialog box.

Choose the header and footer options for a worksheet

1.  Click the worksheet for which you want to choose header and footer options. 

2.  On the Insert tab, in the Text group, click Header & Footer.

NOTE    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3.  Click the left, center, or right header or footer text box at the top or at the bottom of the worksheet page. 

TIP Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4.  On the Design tab, in the Options group, select one or more of the following: 

§  To insert a different header or footer for odd pages on an odd page and for even pages on an even page, select the Different Odd & Even Pages check box. 

§  To remove headers and footers from the first printed page, select the Different First Page

check box. 

§  To use the same font size and scaling as the worksheet, select the Scale with Document check box. To make the font size and scaling of the headers or footers independent of the worksheet scaling for a consistent display on multiple pages, clear this check box. 

§  To make sure that the header margin or footer margin is aligned with the left and right margins of the worksheet, select the Align with Page Margins check box. To set the left and right margins of the headers and footers to a specific value that is independent of the left and right margins of the worksheet, clear this check box.

TIP  To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You can also click Normal on the status bar.

Choose the header and footer options for a chart

1.  Click the chart sheet or embedded chart to which you want to add a predefined header or footer. 

2.  On the Insert tab, in the Text group, click Header & Footer.

NOTE    Excel displays the Page Setup dialog box.

3.  Select one or more of the following: 

§  To insert a different header or footer for odd pages on an odd page and for even pages on an even page, select the Different Odd & Even Pages check box. 

§  To remove headers and footers from the first printed page, select the Different First Page

check box. 

§  To use the same font size and scaling as the worksheet, select the Scale with Document check box. To make the font size and scaling of the headers or footers independent of the worksheet scaling for a consistent display on multiple pages, clear this check box. 

§  To make sure that the header margin or footer margin is aligned with the left and right margins of the worksheet, select the Align with Page Margins check box. To set the left and right margins of the headers and footers to a specific value that is independent of the left and right margins of the worksheet, clear this check box.

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See Also

    Preview worksheet pages before printing

    Print a worksheet or workbook

    Use Page Layout view to fine-tune pages before printing

Excel> Workbook management> Saving and printing> Setup and options

Preview worksheet pages before printing

1.  Click the worksheet that you want to preview before you print it. 

2.  Click the Microsoft Office Button , click the arrow next to Print, and then click Print Preview

Keyboard shortcut  You can also press CTRL+F2.

3.  On the Print Preview tab, do one or more of the following: 

§  To preview the next and previous page, in the Preview group, click Next Page and Previous Page

§  To view page margins, in the Preview group, select the Show Margins check box. 

This displays the margins in the Print Preview view. To make changes to the margins, you can drag the margins to the height and width that you want. You can also change the column widths by dragging handles at top of print preview page.

TIP  To make page setup changes, on the Print Preview tab, in the Print group, click Page Setup, and then select the options that you want on the Page, Margins, Header/Footer, or Sheet tab of the Page Setup dialog box.

See Also

    Add, delete, or move page breaks

    Print a worksheet or workbook

    Use Page Layout view to fine-tune pages before printing

Excel> Workbook management> Saving and printing> Setup and options

Print a worksheet or workbook

Hide All

You can print entire or partial worksheets and workbooks, one at a time, or several at once. And if the data that you want to print is in a Microsoft Office Excel table, you can print just the Excel table.

You can also print a workbook to a file instead of to a printer. This is useful when you need to print the workbook on a different type of printer from the one that you originally used to print it.

What do you want to do?

 

Print a partial or entire worksheet or workbook

1.  Do one of the following: 

§  To print a partial worksheet, click the worksheet, and then select the range of data that you want

to print. 

§  To print the entire worksheet, click the worksheet to activate it. 

§  To print a workbook, click any of its worksheets.

2.  Click Microsoft Office Button , and then click Print

Keyboard shortcut  You can also press CTRL+P.

3.  Under Print what, select an option to print the selection, the active sheet or sheets, or the entire workbook. 

NOTE    If a worksheet has a defined print area, Excel will print only the print area. If you don't want to print a defined print area, select the Ignore print areas check box. 

TIP  To print quickly or to preview the printout before you print, click Microsoft Office Button , click the arrow next to Print, and then click Quick Print or Print Preview.

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Print several worksheets at once

1.  Select the worksheets that you want to print. 

How to select multiple worksheets

To select

Do this

A single sheet

Click the sheet tab. 

If you don't see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab.

Two or more adjacent sheets

Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the last sheet that you want to select.

Two or more nonadjacent sheets

Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the other sheets that you want to select.

All sheets in a workbook

Right-click a sheet tab, and then click Select All Sheets on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

Tip  When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.

2.  Click Microsoft Office Button , and then click Print

Keyboard shortcut  You can also press CTRL+P.

TIP  To print quickly or to preview the printout before you print, click Microsoft Office Button , click the arrow next to Print, and then click Quick Print or Print Preview.

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Print several workbooks at once

All workbook files that you want to print must be in the same folder.

1.  Click Microsoft Office Button , and then click Open

Keyboard shortcut  You can also press CTRL+O.

2.  Hold down CTRL and click the name of each workbook that you want to print. 

3.  In the Open dialog box, click Tools, and then click Print

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Print an Excel table

1.  Click a cell within the table to activate the table. 

2.  Click Microsoft Office Button , and then click Print

Keyboard shortcut  You can also press CTRL+P.

3.  Under Print what, select Table.

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Print a workbook to a file

1.  Click Microsoft Office Button , and then click Print

Keyboard shortcut  You can also press CTRL+P.

2.  In the Name box, select the printer on which you want to print the file. 

3.  Select the Print to file check box, and then click OK

4.  In the Print to File dialog box, under Output File Name, type a name for the file that you want to

print. 

NOTE    If you print a workbook to a file so that you can later print the file on a different type of printer from the one that was originally used to print the document, the page breaks and font spacing may change.

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You can change the orientation of a worksheet page directly in the worksheet, so that you can see how your worksheet will be printed while you work, or you can select the orientation in the Printer Properties dialog box when you are ready to print.

 

Change the page orientation of worksheets while you work

1.  Select the worksheet or worksheets for which you want to change the orientation. 

How to select worksheets

To select

Do this

A single sheet

Click the sheet tab. 

If you don't see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab.

Two or more adjacent sheets

Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the last sheet that you want to select.

Two or more nonadjacent sheets

Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the other sheets that you want to select.

All sheets in a workbook

Right-click a sheet tab, and then click Select All Sheets on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

Tip  When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.

2.  On the Page Layout tab, in the Page Setup group, click Orientation, and then click Portrait or Landscape

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Change the page orientation in the Printer Properties dialog box

1.  Do one of the following: 

§  To print a partial worksheet, click the worksheet, and then select the range of data that you want

to print. 

§  To print the entire worksheet, click the worksheet to activate it. 

§  To print a workbook, click any of its worksheets.

2.  Click Microsoft Office Button , and then click Print

Keyboard shortcut  You can also press CTRL+P.

3.  Under Printer, click Properties

4.  On the Layout tab, under Orientation, click Portrait or Landscape.

NOTE    The name of the tab that displays the orientation options varies, depending on the printer that you are using.

5.  Click OK

6.  In the Print dialog box, select any other options that you want, and then click OK

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See Also

    Preview worksheet pages before printing

    Print a worksheet or workbook

Excel> Workbook management> Saving and printing> Setup and options

Print row and column headings or labels on every page

Hide All

To make rows and columns easier to identify in a printout, you can display their headings. Row headings are the row numbers to the left of a worksheet. Column headings are the letters or numbers that appear at the top of the columns on a worksheet.

You can also print column or row labels (or print them as titles) on every page by specifying the rows and columns that you want to repeat at the top or at the left of every printed page.

What do you want to do?

 

Print row and column headings

1.  Select the worksheet or worksheets that you want to print. 

How to select worksheets

To select

Do this

A single sheet

Click the sheet tab. 

If you don't see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab.

Two or more adjacent sheets

Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the last sheet that you want to select.

Two or more nonadjacent sheets

Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the other sheets that you want to select.

All sheets in a workbook

Right-click a sheet tab, and then click Select All Sheets on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

Tip  When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.

2.  On the Page Layout tab, in the Sheet Options group, select the Print check box under Headings

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Print row or column labels on every page

1.  Select the worksheet or worksheets that you want to print. 

How to select worksheets

To select

Do this

A single sheet

Click the sheet tab. 

If you don't see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab.

Two or more adjacent sheets

Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the last sheet that you want to select.

Two or more nonadjacent sheets

Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the other sheets that you want to select.

All sheets in a workbook

Right-click a sheet tab, and then click Select All Sheets on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

Tip  When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.

2.  On the Page Layout tab, in the Page Setup group, click Print Titles

3.  On the Sheet tab, in the Page Setup dialog box, do one or both of the following: 

§  In the Rows to repeat at top box, type the reference of the rows that contain the column labels. 

§  In the Columns to repeat at left box, type the reference of the columns that contain the row

labels.

TIP  You can also click the Collapse Dialog button at the right end of the Rows to repeat at top and Columns to repeat at left boxes, and then select the title rows or columns that you want to repeat in the worksheet. When you finish selecting the title rows or columns, click the Collapse Dialog button again to return to the dialog box.  

4.  Click Print

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See Also

    Preview worksheet pages before printing

     Print a worksheet or workbook

Excel> Workbook management> Saving and printing> Setup and options

Print with or without cell gridlines

Hide All

To make a printed worksheet or workbook easier to read, you can print the worksheet or workbook with gridlines displayed around the cells.

1.  Select the worksheet or worksheets that you want to print. 

How to select worksheets

To select

Do this

A single sheet

Click the sheet tab. 

If you don't see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab.

Two or more adjacent sheets

Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the last sheet that you want to select.

Two or more nonadjacent sheets

Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the other sheets that you want to select.

All sheets in a workbook

Right-click a sheet tab, and then click Select All Sheets on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

Tip  When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.

2.  On the Page Layout tab, in the Sheet Options group, select the Print check box under Gridlines

3.

Keyboard shortcut  You can also press CTRL+P.

NOTE     Worksheets print faster if you print without gridlines.

See Also

    Preview worksheet pages before printing

    Print a worksheet or workbook

Excel> Workbook management> Saving and printing> Setup and options

Print comments

Hide All

If your worksheet contains comments, you can print them as they appear on the sheet or at the end of the sheet.

1.  Click the worksheet that contains the comments that you want to print. 

2.  To print the comments in place on the worksheet, display them by doing one of the following: 

§  To display an individual comment, click the cell that contains the comment, and then on the Review tab, in the Comments group, click Show/Hide Comment

TIP  You can also right-click the cell and then click Show/Hide Comments on the shortcut menu.

§  To display all comments, on the Review tab, in the Comments group, click Show All Comments

TIP  You can move and resize any overlapping comments.

How to move or resize comments

1.  Click the border of the comment box so that handles (sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) appear: 

2.  Do one or both of the following: 

§  To move the comment, drag the border of the comment box. 

§  To change the size, drag the handles on the sides and corners of the comment box.

3.  On the Page Layout tab, in the Page Setup group, click the dialog box launcher next to Page Setup

4.  On the Sheet tab, in the Comments box, click As displayed on sheet or At end of sheet

5.  Click Print

TIP  To see how comments are printed, you can click Print Preview before you click Print.

See Also

Excel> Workbook management> File management

Enable support for other file formats, such as PDF and XPS

There are many situations where it is useful to save your file in a fixed-layout format that is easy to share and print and hard to modify. Examples of these situations include resumes, legal documents, newsletters, and any other file that is intended to be primarily read and printed. The 2007 Microsoft Office system offers a free add-in to save or export this type of file, but you must first install the add-in before you can use it. Other third-party products may also be available to export a Microsoft Office file into a fixed-layout document.

What do you want to do?

 

Learn about PDF and XPS file formats

By using an add-in, you can save or export a file from your Microsoft Office program into the following formats:

      Portable Document Format (PDF)   PDF is a fixed-layout electronic file format that preserves document formatting and enables file sharing. The PDF format ensures that when the file is viewed online or printed, it retains exactly the format that you intended, and that data in the file cannot be easily changed. The PDF format is also useful for documents that will be reproduced by using commercial printing methods. 

      XML Paper Specification (XPS)   XPS is a fixed-layout electronic file format that preserves document formatting and enables file sharing. The XPS format ensures that when the file is viewed online or printed, it retains exactly the format that you intended, and that data in the file cannot be easily changed.

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Install and use the Publish as PDF or XPS add-in from Microsoft

To save or export a file to PDF or XPS, you must first install the Publish as PDF or XPS add-in for the 2007 Microsoft Office system.

1.  Go to the Microsoft Save as PDF orXPS Add-in for 2007 Microsoft Office programsand follow the instructions on that page. 

2.  After you install the Publish as PDF or XPS add-in, you can export your file to PDF or XPS. Find links to more information about how to do this in the See Also section.

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Install a third-party solution

There may be other solutions available to save or export data from your Microsoft Office program into another format.

1.  Visit and browse or search for an add-in. 

2.  After you obtain the add-in, follow the vendor's instructions on installing and using the add-in.

NOTE    The third-party products discussed in this article are manufactured by vendors independent of Microsoft; Microsoft makes no warranty, implied or otherwise, regarding the performance or reliability of these products.

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See Also

Excel> Workbook management> File management

Introduction to new file name extensions and Office XML Formats

The 2007 Microsoft Office system introduces a new file format that is based on XML. It is called Microsoft

Office Open XML Formats and applies to Microsoft Office Word 2007, Microsoft Office Excel 2007, and Microsoft Office PowerPoint 2007. This article summarizes key benefits of the new format, describes what the new file name extensions are, and discusses how you can share the 2007 Office release files with people who are using earlier versions of Office.

In this article

 

What are the benefits of Office XML Formats?

The Office XML Formats introduces a number of benefits — not only for developers and the solutions that they build, but also for individual people and organizations of all sizes:

      Compact files Files are automatically compressed and can be up to 75 percent smaller in some cases. The Office XML Formats uses zip compression technology to store documents, offering potential cost savings as it reduces the disk space required to store files and decreases the bandwidth needed to send files via e-mail, over networks, and across the Internet. When you open a file, it is automatically unzipped. When you save a file, it is automatically zipped again. You do not have to install any special zip utilities to open and close files in the 2007 Office release. 

      Improved damaged-file recovery   Files are structured in a modular fashion that keeps different data components in the file separate from each other. This allows files to be opened even if a component within the file (for example, a chart or table) is damaged or corrupted. 

      Easier detection of documents that contain macros   Files that are saved by using the default "x" suffix (such as .docx and .pptx) cannot contain Visual Basic for Applications (VBA) macros or ActiveX controls, and therefore do not pose the security risks associated with those types of embedded code. Only files whose file name extension ends with an "m" (such as .docm and xlsm) can contain VBA macros and ActiveX controls, which are stored in a separate section within the file. The distinct file name extensions make it easy to distinguish files that contain macros from those that don't, and make it easier for antivirus software to identify files that contain potentially malicious code. In addition, IT administrators can block the documents that contain unwanted macros or controls, making it safer to open documents. 

      Better privacy and more control over personal information   Documents can be shared

confidentially, because personally identifiable information and business-sensitive information, such as author names, comments, tracked changes, and file paths can be easily identified and removed by using Document Inspector. For details, see Remove hidden data and personal information from Office documents. 

      Better integration and interoperability of business data   Using Office XML Formats as the data interoperability framework for the 2007 Office release set of products means that documents, worksheets, presentations, and forms can be saved in an XML file format that is freely available for anyone to use and to license, royalty free. Office also supports customer-defined XML Schemas that enhance the existing Office document types. This means that customers can easily unlock information in existing systems and act upon it in familiar Office programs. Information that is created within Office can be easily used by other business applications. All you need to open and edit an Office file is a ZIP utility and an XML editor.

NOTE    You might sometimes need to save your files in the binary file format that was used in earlier versions of Office. For example, you might be working on a document with someone who has an earlier version of Office. For this reason, the 2007 Office release still allows you to save files in in binary format.

Before you decide to save your file in a binary format, read the Can different versions of Office share the same files?section of this article.

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What are the new file name extensions?

By default, documents, worksheets, and presentations that you create in the 2007 Office release are saved in XML format with new file name extensions that add an "x" or an "m" to the file name extensions that you are already familiar with. The "x" signifies an XML file that has no macros, and the "m" signifies an XML file that does contain macros. For example, when you save a document in Word, the file now uses the .docx file name extension by default, rather than the .doc file name extension.

When you save a file as a template, you see the same sort of change. The template extension used in earlier versions is there, but it now has an "x" or an "m" on the end. If your file contains code or macros, you must save it by using the new macro-enabled XML file format, which adds an "m" for macro to the file extension.

The following tables list all of the default file extensions in Office Word 2007, Office Excel 2007, and Office PowerPoint 2007.

Word

XML file type

Extension

Document

.docx

Macro-enabled document

.docm

Template

.dotx

Macro-enabled template

.dotm

Excel

XML file type

Extension

Workbook

.xlsx

Macro-enabled workbook

.xlsm

Template

.xltx

Macro-enabled template

.xltm

Non-XML binary workbook

.xlsb

Macro-enabled add-in 

.xlam

PowerPoint

XML file type

Extension

Presentation

.pptx

Macro-enabled presentation

.pptm

Template

.potx

Macro-enabled template

.potm

Macro-enabled add-in

.ppam

Show

.ppsx

     Macro-enabled show                          .ppsm

Slide

.sldx

Macro-enabled slide

.sldm 

Office theme

.thmx

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Can different versions of Office share the same files?

The 2007 Office release allows you to save files in the new Office XML Formats and in the binary file format of earlier versions of Office. The 2007 Office release includes both compatibility checkers and file converters to facilitate file-sharing between different versions of Office.

Opening existing files in the 2007 Office release   You can open and work on a file that was created in an earlier version of Office, and then save it in its existing format. Because you might be working on a document with someone who uses an earlier version of Office, you don't want to introduce any features supported only by the 2007 Office release. The 2007 Office release uses a compatibility checker that checks to make sure that you have not introduced a feature that an earlier version of Office does not support. When you save the file, the compatibility checker reports those features to you and then allows you to remove them before continuing with the save.

For more information about using the 2007 Office release to open documents, workbooks, and presentations created in earlier versions of Word, Excel, and PowerPoint, see the links in the See Also section.

Opening the 2007 Office release files in earlier versions of Office   You can open and edit a 2007 Office release file in an earlier version of Word, Excel, or PowerPoint by downloading the necessary file converters.

On the computer with an earlier version of Office, go to the Download Centerand download the Microsoft Office Compatibility Pack for 2007 Office Word, Excel and PowerPoint File Formats

IMPORTANT  For the converters to work, your version of Microsoft Office must first be updated to one of the service packs listed here. After you have installed the service pack for your version of Office, then download the converter.

      Microsoft Office 2000 Service Pack 3

      Microsoft Office XP Service Pack 3

      Microsoft Office 2003 Service Pack 1

For more information about opening the 2007 Office release documents, workbooks, and presentations in earlier versions of Word, Excel, and PowerPoint, see the links in the See Also section.

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See Also

    Open an Office Excel 2007 workbook in an earlier version of Excel

    Use Office Excel 2007 with earlier versions of Excel

Excel> Workbook management> File management

Organize quick file access by using the My Places bar

You likely have one or more folders where you store files of certain types, and you often need to find or store files in these folders. You can use the My Places bar to quickly go to a folder to save or find a file that you need. The My Places bar is most useful if you customize it. In this article, you will learn how to customize the My Places bar.

 

What is the My Places bar?

The My Places bar is an area at the left side in some dialog boxes, such as Save As, Open, and Insert Picture. You can use the My Places bar to specify a folder where you want to store your files for easier access. Making changes to the My Places bar in any one dialog box causes the same changes to appear in other dialog boxes that have the My Places bar.

By default, the My Places bar contains shortcuts to the My Recent Documents, Desktop, My Documents, My Computer, and My Network Places folders. You can add up to 256 folders to the My Places bar. You cannot add files to the My Places bar.

To choose a folder, use the Save in list.

To view the contents of a folder on the My Places bar, click the folder's shortcut on the My Places bar.

To see more shortcuts that you added to the My Places bar, click the arrow.

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Add a shortcut to the My Places bar

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Outlook, Project, Publisher, SharePoint Designer, or Visio

§  On the File menu, click Save As.

2.  In the Save in list, click the drive, folder, or Internet location for which you want to create a My Places

bar shortcut. 

3.  Right-click a blank space in the My Places bar below the existing shortcuts, and then click Add folder name.

Your new shortcut appears at the bottom of the My Places bar.

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Remove a shortcut from the My Places bar

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Outlook, Project, Publisher, SharePoint Designer, or Visio

§  On the File menu, click Save As.

2.  On the My Places bar, right-click the shortcut that you want to remove, and then click Remove on the

shortcut menu.

Caution   Incorrectly editing the registry may severely damage your operating system, requiring you to reinstall it. Microsoft cannot guarantee that problems resulting from editing the registry incorrectly can be resolved. Before editing the registry, back up any valuable data. For the most recent information about using and protecting your computer's registry, see Microsoft Windows Help. 

NOTE    You can remove only the shortcuts that you added to the My Places bar. You cannot remove the default shortcuts, such as My Documents, unless you edit your Microsoft Windows Registry. Find links to more information about how to remove the default shortcuts in the See also section.

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Rearrange shortcuts on the My Places bar

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Outlook, Project, Publisher, SharePoint Designer, or Visio

§  On the File menu, click Save As.

2.  On the My Places bar, right-click the shortcut that you want to move, and then click Move Up or Move Down on the shortcut menu.

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Change the size of icons on the My Places bar

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Outlook, Project, Publisher, SharePoint Designer, or Visio

§  On the File menu, click Save As.

2.  Right-click the My Places bar, and then click Small Icons or Large Icons on the shortcut menu.

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When you save a file, you can save it to a folder on your hard disk drive, a network location, disk, CD, the desktop, or another storage location. You need to identify the target location in the Save in list. Otherwise, the saving process is the same, no matter what location you choose.

What do you want to do?

 

Save a file

Do the following in these 2007 Microsoft Office system programs:

Word, Excel, or PowerPoint

          Click the Microsoft Office Button , and then click Save

Keyboard shortcut  To save the file, press CTRL+S.

InfoPath, OneNote, Project, Publisher, or Visio

      On the File menu, click Save

Keyboard shortcut  To save the file, press CTRL+S.

NOTE    If you are saving the file for the first time, you are asked to give it a name.

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Save a copy of a file

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Project, Publisher, or Visio

§  On the File menu, click Save As.

2.  In the Save in list, click the folder or drive to which you want to save. 

TIP  To save the copy in a different folder, click a different drive in the Save in list or a different folder in the folder list. To save the copy in a new folder, click Create New Folder .

3.  In the File name box, enter a new name for the file. 

4.  Click Save

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Save a file to another format

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Project, Publisher, or Visio

§  On the File menu, click Save As.

2.  In the File name box, enter a new name for the file. 

3.  In the Save as type list, click the file format that you want to save the file in. 

4.  Click Save

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Save AutoRecover information automatically

AutoRecover is not a replacement for regularly saving your files. If you choose not to save the recovery file after you open it, the file is deleted, and your unsaved changes are lost. If you save the recovery file, it replaces the original file (unless you specify a new file name). The more frequently your files are saved, the more information is recovered if there is a power failure or other problem while a file is open.

Do the following in these 2007 Microsoft Office system programs:

Excel, PowerPoint, or Word

1.  Click the Microsoft Office Button , and then click Program Name Options

2.  Click Save

3.  Select the Save AutoRecover information every check box. 

4.  In the minutes box, type or select a number to determine how often you want to save files. 

Publisher  

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the Save AutoRecover info every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

Visio

1.  On the Tools menu, click Options, and then click the Save/Open tab. 

2.  Select the Save AutoRecover info every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

Project

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the Save every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

InfoPath

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the When filling out forms, save AutoRecover information every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

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When you save a file, you can save it to a folder on your hard disk drive, a network location, disk, CD, the desktop, or another storage location. You need to identify the target location in the Save in list. Otherwise, the saving process is the same, no matter what location you choose.

What do you want to do?

 

Save a file

Do the following in these 2007 Microsoft Office system programs:

Word, Excel, or PowerPoint

          Click the Microsoft Office Button , and then click Save

Keyboard shortcut  To save the file, press CTRL+S.

InfoPath, OneNote, Project, Publisher, or Visio

      On the File menu, click Save

Keyboard shortcut  To save the file, press CTRL+S.

NOTE    If you are saving the file for the first time, you are asked to give it a name.

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Save a copy of a file

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Project, Publisher, or Visio

§  On the File menu, click Save As.

2.  In the Save in list, click the folder or drive to which you want to save. 

TIP  To save the copy in a different folder, click a different drive in the Save in list or a different folder in the folder list. To save the copy in a new folder, click Create New Folder .

3.  In the File name box, enter a new name for the file. 

4.  Click Save

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Save a file to another format

1.  Do the following in these 2007 Microsoft Office system programs: 

Word, Excel, or PowerPoint

§  Click the Microsoft Office Button , and then click Save As.

InfoPath, OneNote, Project, Publisher, or Visio

§  On the File menu, click Save As.

2.  In the File name box, enter a new name for the file. 

3.  In the Save as type list, click the file format that you want to save the file in. 

4.  Click Save

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Save AutoRecover information automatically

AutoRecover is not a replacement for regularly saving your files. If you choose not to save the recovery file after you open it, the file is deleted, and your unsaved changes are lost. If you save the recovery file, it replaces the original file (unless you specify a new file name). The more frequently your files are saved, the more information is recovered if there is a power failure or other problem while a file is open.

Do the following in these 2007 Microsoft Office system programs:

Excel, PowerPoint, or Word

1.  Click the Microsoft Office Button , and then click Program Name Options

2.  Click Save

3.  Select the Save AutoRecover information every check box. 

4.  In the minutes box, type or select a number to determine how often you want to save files. 

Publisher  

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the Save AutoRecover info every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

Visio

1.  On the Tools menu, click Options, and then click the Save/Open tab. 

2.  Select the Save AutoRecover info every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

Project

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the Save every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

InfoPath

1.  On the Tools menu, click Options, and then click the Advanced tab. 

2.  Select the When filling out forms, save AutoRecover information every check box. 

3.  In the minutes box, type or select a number to determine how often you want to save files.

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See Also

    Introduction to new file name extensions and Office XML Formats



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