How to Open an Existing Workbook in Excel

Sometimes, you may need to open a workbook that you saved earlier in Microsoft Excel. Maybe you saved a file last week and now need to continue working on it. The process is simple once you know where to look. In this guide, you’ll learn step-by-step how to open an existing workbook in Excel, even if it’s saved on your computer or OneDrive.

1. Go to Backstage View

To begin, open Excel. Then, click on the File tab in the top-left corner. This will take you to the Backstage view — a section that helps you manage your files, such as opening, saving, and printing workbooks.

Once you’re there, select Open from the list on the left-hand side.

Tip: Backstage view is your control center for file management in Excel. You’ll find all your recent files and saving options here.

2. Choose Where to Look

Next, you’ll decide where your file is stored. Excel gives you a few options:

  • This PC or Computer – If your workbook is saved on your computer’s hard drive.
  • OneDrive – If your workbook is saved in your cloud storage account.

Click on Browse under the location you choose. This will open a new window where you can search for your file manually.

3. Find Your Workbook

After clicking Browse, you’ll see the Open dialog box. This is where you can locate your saved file. You can:

  • Navigate through folders on your computer.
  • Use the search bar to type part of the file name.
  • Once you find it, click on the file name and select Open.

Your workbook will open, and you can continue editing your data right where you left off.

4. Use Recent Workbooks

If you opened your workbook recently, Excel keeps it in a handy list for quick access. You can find this list under Recent Workbooks on the same Open page.

Simply click on the file name from the list — no need to browse folders or remember the file location. This feature saves a lot of time, especially if you work with the same files often.

Pro Tip: Pin your most used workbooks to the Recent list by clicking the small pin icon beside them. That way, they’ll always stay at the top of the list!

5. Opening Files from Other Locations

Excel also allows you to open workbooks from other sources like:

  • Email attachments – Just double-click the Excel file in your email.
  • Shared drives or network folders – Use Browse and select your company’s shared folder.
  • External drives – Plug in your USB and locate the file there.

Common Issues and Fixes

  • File won’t open? Check if the file is already open or if it’s corrupted.
  • Can’t find the file? Use the search feature in Windows Explorer or OneDrive.
  • Wrong version? Some older Excel files may open in compatibility mode — you can easily save them in the latest format.

5 FAQs About Opening an Existing Workbook in Excel

1. What is the quickest way to open a saved workbook?

The fastest way is to use the Recent Workbooks list or press Ctrl + O on your keyboard.

2. Can I open a workbook from OneDrive?

Yes, you can. In the Backstage view, choose OneDrive as the location and then select your file.

3. What if my workbook is missing from the Recent list?

Click on Browse to manually search your computer or OneDrive for the file.

4. How do I open a workbook that’s shared with me?

Go to File > Open > OneDrive > Shared with Me. You’ll see files that others have shared with you there.

5. Can I recover a file if I accidentally deleted it?

If it was saved on OneDrive, check the Recycle Bin. If it was on your PC, check your computer’s Recycle Bin.

Conclusion

Opening an existing workbook in Excel is simple once you get used to the Backstage view and its features. Whether your file is on your computer, in the cloud, or recently used, you can access it in just a few clicks. By following these easy steps, you’ll save time and stay organized while managing your Excel files efficiently.

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