How to save a spreadsheet. Saving data in Excel. Other file formats

Tools for working with tables in MS Word are implemented very conveniently. This, of course, is not Excel, however, you can create and modify tables in this program, and often nothing more is required.

So, for example, copying a finished table in Word and pasting it into another place in the document, or even into a completely different program, is not difficult. The task becomes noticeably more complicated if you need to copy a table from a website and paste it into Word. We will tell you exactly how to do this in this article.

Tables presented on various Internet sites may differ noticeably not only visually, but also in their structure. Therefore, they may also look different after pasting into Word. And yet, if you have a so-called skeleton filled with data that is divided into columns and rows, you can always give the table the desired appearance. But first, of course, you need to insert it into the document.

1. Go to the site from which you need to copy the table and select it.

Advice: Start selecting the table from its first cell, located in the upper left corner, that is, where its first column and row begin. It is necessary to end the selection of the table at the diagonally opposite corner - the lower right.

2. Copy the selected table. To do this, click “CTRL+C” or click right click mouse on the selected table and select "Copy".

3. Open the Word document into which you want to insert this table, and left-click in the place where it should be located.

4. Insert a table by clicking “CTRL+V” or by selecting "Insert" V context menu(can be called by one click with the right mouse button).

5. The table will be inserted into the document in almost the same form as it was on the website.

Note: Be prepared for the fact that the table head may move to the side. This is due to the fact that it can be added to the site as individual element. So, in our case, this is just text above the table, not cells.

In addition, if there are elements in the cells that Word does not support, they will not be inserted into the table at all. In our example, these were the circles from the “Shape” column. Also, the symbolism of the command was “cut off”.

Changing the appearance of a table

Looking ahead, let's say that the table copied from the website and pasted into Word in our example is quite complex, since in addition to text it also contains graphic elements, there are no visual column separators, but only rows. With most tables you will have to tinker much less, but with such a difficult example you will learn exactly how to give any table a “human” look.

To make it easier for you to understand how and what operations we will do below, be sure to read our article on creating tables and working with them.

Size Alignment

The first thing that can and should be done is to adjust the size of the table. Simply click on its upper right corner to display the “working” area, and then drag the handle located in the lower right corner.

Also, if necessary, you can always move the table anywhere on the page or document. To do this, click on the square with a plus sign inside, which is located in the upper left corner of the table, and drag it in the desired direction.

Displaying table borders

If in your table, as in our example, the borders of rows/columns/cells are hidden, for greater convenience in working with the table you need to enable their display. To do this, follow these steps:

1. Select the table by clicking on the plus sign in its upper right corner.

2. In the tab "Home" in Group "Paragraph" click on the button “Borders” and select “All Borders”.

3. The table borders will become visible; now it will be much easier to combine and align a separate header with the main table.

If necessary, you can always hide the table borders, making them completely invisible. You can learn how to do this from our material:

As you can see, empty columns appeared in our table, as well as missing cells. This all needs to be fixed, but first we will straighten the header.

Header Alignment

In our case, the table header can only be aligned manually, that is, you need to cut the text from one cell and paste it into another, in which it is located on the site. Since the “Form” column was not copied, we will simply delete it.

To do this, right-click on the empty column and click the button in the top menu "Delete" and select “Delete Column”.

In our example, there are two empty columns, but in the header of one of them there is text that should be in a completely different column. Actually, it's time to move on to aligning the header. If you have as many cells (columns) in the header as there are in the entire table, simply copy it from one cell and move it to the one where it is located on the site. Repeat the same action for the remaining cells.

Advice: Use the mouse to select text, making sure that only the text, from the first to the last letter of the word or words, is selected, but not the cell itself.

To cut a word from one cell, press the keys “CTRL+X” to insert it, click in the cell in which you want to insert it and click “CTRL+V”.

If for some reason you cannot insert text into empty cells, you can convert the text to a table (only if the header is not a table element). However, it would be much more convenient to create a one-row table with the same number of columns as the one you copied, and enter the corresponding names from the header in each cell. You can read about how to create a table in our article (link above).

Two separate tables, the one-row table you created and the main table copied from the site, need to be merged. To do this, use our instructions.

Directly in our example, in order to align the header, and at the same time also remove an empty column, you must first separate the header from the table, perform the necessary manipulations with each of its parts, and then merge these tables again.

Before joining, our two tables look like this:

As you can see, the number of columns is still different, which means that it is not possible to merge the two tables normally yet. In our case, we will do the following.

1. Delete the “Form” cell in the first table.

2. Let’s add a cell at the beginning of the same table in which “No.” will be indicated, since the first column of the second table has numbering. We will also add a cell called “Teams”, which is missing in the header.

3. Let’s delete the column with command symbols, which, firstly, was crookedly copied from the site, and secondly, we simply don’t need it.

4. Now the number of columns in both tables is the same, which means we can merge them.

5. Done - the table copied from the site has a completely adequate appearance, which you can then change as you wish. Our lessons will help you with this.

Now you know how to copy a table from a website and paste it into Word. In addition, from this article you also learned how to deal with all the complexities of editing and editing that you can sometimes encounter. Let us remember that the table in our example was really complex in terms of its implementation. Fortunately, most tables do not cause such problems.

PDF - was developed as a format for presenting books and magazines on computers. In everyday life and business, it is most often used to create, so to speak, unchangeable documents. For example, you have created a table with tariffs or an agreement and you need to send it to the client, so that the client does not change anything there, it is best to save it in PDF. After all, you can easily use Excel, even if you protect it with a password.

XML— was developed as a language convenient for processing documents by programs and convenient and understandable for a person to work with a document. You could say a format specially created for the Internet. Very often, exchanges between two programs take place through such a universal language. For example, automatic uploading from Access and loading into 1C.

The full list of available formats is shown in the picture:

As shown earlier, to save Excel to PDF, you need to go to the menu, select Save As - then select PDF or XPS (in the first picture).

XPS is also a special format for protecting the contents of a document, one might say an electronic sheet of paper.

Excel to JPEG or PNG

There is no special saving function for the image format, but this is quite easy to do using Windows.

First of all, almost every keyboard has special button Print Screen (screenshot), it is located to the right of F12. Most often something like PrtScn or Prt Sc is written on it.

After clicking this button, the screen image is saved and you can paste it anywhere: in a letter, in Word or in Paint program. From Paint you can already save it as JPEG and PNG.

If you only need to copy active window, press Alt + PrtScn - described in more detail.

It's even easier to find the scissors program (starting in Windows 7 it's built-in). Start - all programs - Standard scissors are there - now you can select any fragment and immediately save it in the desired picture format. Convenient - I recommend it to those who don’t use it.

If you have a MAC, press Shift + Command + 3 to take a screenshot

Save Excel to XML

Again as shown in big picture left-click on Save As - then a saving window will open; in the File type window, look for XML data (*.xml).

If an error occurs when saving, save in XML 2003 table format, also in the list. Most often this happens because An XML document may not accept more than 65 thousand lines, and the 2003 format cuts them off!

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Saving data in Excel

Word users know that it is not enough to create text that appears on the monitor. You still need to save it on your computer’s hard drive so that it doesn’t disappear after exiting the program. The same applies to Excel.

To save your work, select from the menu File team Save or click the corresponding button on Toolbars . In the mini explorer window that appears, select the folder where you want to save the Microsoft Excel workbook and write in the line File name working title, and in the line File type select Microsoft Excel workbook . Press the key Enter and your table or chart will be saved in the folder you specified in the mini explorer.

If you want to save an already named file under a different name, select from the menu File team Save as and in the mini-explorer window, correct the file name to a new one. You can also save it in any other folder on your hard drive or floppy disk.

Do not forget to press the button from time to time while working.Save onToolbars Microsoft Excel to avoid data loss in the event of a program or computer failure. You can enable the autosave feature, which will automatically save the steps of your work at a time interval you specify.

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XLSX and XLS formats

• main toolbar Save in other formats... File>Save Document As>Microsoft Excel 97-2003 workbook.

Advice. Save>XLSX dialogue Settings(menu Service>Settings…).

Document preparation

The choice of the design saving mode depends on how you will use the created document in the future:

1. Rich text

The resulting document will retain the font style and size, the division into paragraphs, but the location of objects on the page and line spacing will not be preserved. This will produce solid left-aligned text. For text in which the reading order is from right to left, the alignment will be right.

Comment. Any text with a vertical orientation in this mode will be displayed horizontally.

1. Simple text

In this mode, text formatting will not be preserved.

Text

• Save numeric data in "Numbers" format

Specifies that when saving recognized text in XLS format, numbers will be saved in the "Numbers" format. This format in Excel is used to perform arithmetic operations over cells containing numbers.

• Save headers and footers

Check this option if you want the header and footer text to be preserved. If this option disabled, header and footer text will not be saved.

• Create a separate table for each page (XLSX only)

Picture quality

When saving to XLSX format, you can also save illustrations. If the recognized text contains a large number of illustrations, the final file size can be very large. The quality of pictures and the size of the resulting file depend on the selected value in the drop-down list Picture quality.

Advice:

• To set parameters for saving pictures, select Custom…. In the dialog box that opens Custom Settings select the required values ​​and click the button OK.
• If you do not want to save illustrations in the recognized text, make sure that the option Save images (XLSX only) not marked.

CSV format

• Click on the arrow next to the save results button on the main toolbar and select a saving format from the list. If required format not in the list, select item Save in other formats..., and in the saving dialog that opens, select the required format. You can also save documents using the menu command File>Save Document As>CSV document.

Advice. If necessary, you can configure additional saving options on the bookmark Save>CSV dialogue Settings(menu Service>Settings…).

This tab contains the following groups of settings:

Text saving options

• Ignore text outside table

Specifies that only tables will be saved to the file.

• Separate pages with end-of-page character (#12)

Indicates that when recognizing text is saved to CSV format the pagination will be the same as in the original document.

• Delimiter

Specifies the character that will separate columns of data in a CSV file.

Encoding

Program ABBYY FineReader automatically selects the code page. If you want to change the code page, select the desired value in the drop-down list in the section Encoding.

When a new document is created, it is located in the computer’s memory, and if it is not saved to disk, then after closing the application (in this case Excel), this document will disappear and it will be impossible to restore it. Sometimes a document can indeed be “disposable,” that is, it is created only to be used once (for example, printed). However, in most cases, the created document needs to be saved so that you can work with it in the future. In addition, as a rule, it is necessary to save a document that already exists on disk if changes have been made to it. To save the document, do one of the following: next steps: - select the Save tool from the Standard panel; - press the combination Ctrl+S (Save) or Shift+F12; - execute the Save (File) command.

If a newly created document is saved for the first time, a saving window appears in which you must: » 1) select the drive on which the file will be saved, for which you should open the closed Folder list and click on the line with the drive name; 2) go to the directory where the file will be saved; 3) in the File name input field, enter the name of the file to be saved; 4) press the Enter key or click the Save button. To go to the desired directory, you can use the following methods: entering the directory - double click by directory (by name or by picture) in the list of directories and files; exit from the directory (moving to a directory more high level) - click on the Up tool or the combination Alt+2; » return to the previous (last) directory - click on the left section of the Back tool or the combination Alt+1; “return to one of the previous directories - click on the right section of the Back tool and click to select a directory in the list that appears. It is not necessary to enter the file extension when entering the name; it will be assigned automatically. File Excel workbooks will have an xls extension.

To specify the name of the saved file, you can use the closed File name list, in which previously typed document names are saved. Properties form, in which the list is presented as a list, and when you click on a file from the list, it appears to the right of it short description its properties (see clause 3.2.5). You can also select a view form by clicking on the left section of the View tool or by pressing Alt+b. The forms of presentation will change successively. The most commonly used and convenient form is the List form. The Table and Properties forms are applied as needed.

The use of other forms is not of great practical interest.