Creating, Saving, Opening, Print & Print Preview, and Closing of Spreadsheet (MS Excel)

 

1. Creating a Spreadsheet

Creating a spreadsheet means starting a new worksheet in Microsoft Excel to enter, organize, and analyze data.

Steps to Create a Spreadsheet

  1. Open Microsoft Excel.
  2. Click Blank Workbook.
  3. A new worksheet opens with rows, columns, and cells.
  4. Enter data into the required cells.
  5. Use formulas, functions, and formatting as needed.

 

2. Saving a Spreadsheet

Saving stores the workbook permanently on a computer or storage device so it can be opened later.

Steps to Save

  1. Click the File tab.
  2. Select Save or Save As.
  3. Choose the folder/location.
  4. Type the file name.
  5. Click Save.

Shortcut Key: Ctrl + S

 

3. Opening a Spreadsheet

Opening a spreadsheet means loading an existing Excel workbook for viewing or editing.

Steps to Open

  1. Open Microsoft Excel.
  2. Click File → Open.
  3. Browse to the folder.
  4. Select the workbook.
  5. Click Open.

Shortcut Key: Ctrl + O

 

4. Print and Print Preview

Print: Printing creates a hard copy of the spreadsheet on paper.

Steps to Print

  1. Click File → Print.
  2. Select the printer.
  3. Choose print settings (pages, orientation, margins, etc.).
  4. Click Print.

Shortcut Key: Ctrl + P

 

Print Preview: Print Preview shows how the worksheet will appear when printed. It helps check layout, margins, and page breaks before printing.

Benefits

  • Detects formatting mistakes.
  • Saves paper and ink.
  • Adjusts page settings before printing.

 

5. Closing a Spreadsheet

Closing a spreadsheet means exiting the current workbook after saving your work.

Steps to Close

  1. Save the workbook (Ctrl + S) if needed.
  2. Click File → Close, or
  3. Click the X (Close) button in the top-right corner.

Shortcut Key: Ctrl + W (Close Workbook)

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