Most people click into the File tab just to save or print. Then they close it and move on. But there's a whole world hidden behind that one click — and once you understand it, how you work in Excel will genuinely change.
This guide breaks down every single menu item you see in the File tab, based on the actual Excel interface. No guesswork. No filler. Just clear explanations for every part of what Microsoft calls the Backstage View.
Table of Contents
What Is the File Tab, Really?
The File tab is different from every other tab in Excel. When you click Home, Insert, or Formulas, you stay inside your spreadsheet. But when you click File, the whole screen changes into what Microsoft calls Backstage View.
Think of it like going backstage at a concert. The audience (your spreadsheet) is out front. Backstage is where all the technical work happens — saving, printing, sharing, managing settings, and more.
The File tab is where your work meets the real world — where you save it, send it, print it, and manage how Excel itself behaves.
Excel Backstage View
The File Tab Menu Map
Here's a quick overview of every item visible in the left sidebar of the File tab:
| # | Menu | Quick Description |
|---|---|---|
| 1 | Home | Returns to the Backstage start screen |
| 2 | New | Create a blank workbook or use a template |
| 3 | Open | Open existing files from local or cloud |
| 4 | Info | File properties, protection, version history |
| 5 | Save | Save current file (same name & location) |
| 6 | Save As | Save with a new name, location, or format |
| 7 | Print settings and preview | |
| 8 | Share | Send or collaborate with others |
| 9 | Export | Convert to PDF or other formats |
| 10 | Account | Microsoft account and product info |
| 11 | Options | Deep settings for how Excel behaves |
1. Home — Your Starting Point
The place everything begins.
When you first open the File tab, Home is the default screen you land on. It shows two main sections: a template gallery at the top (New), and your Recent files list below it.
From the screenshot, the Home screen shows recently opened workbooks like BERKAS EVALUASI KERJA MULTIMEDIA 16 Mei 2026.xlsx and LAPORAN FOLLOWER EXCELL 16 Mei 2026.xlsx — both stored in the Downloads folder. This tells you Excel keeps a history of your recently accessed files for quick access.
You'll also notice the template section at the top includes:
- Blank workbook — starts a fresh file with no formatting
- Welcome to Excel — a guided tour for new users
- Formula tutorial — interactive guide to formulas
- Power Query tutorial — intro to data transformation
- PivotTable tutorial — guided PivotTable walkthrough
- Beyond pie charts tutorial — charting beyond basics
Shortcut: Press Escape to exit Backstage View and return to your spreadsheet.
2. New — Start Something Fresh
Every great spreadsheet starts from somewhere.
The New menu is your launchpad for creating workbooks. You can either start completely blank, or pick one of Excel's built-in templates to save yourself setup time.
If you're building a monthly expense tracker from scratch — instead of fighting with formatting — just search for "budget" in the template search bar and Excel will give you a polished starting point. You just fill in your data.
What's inside:
- Blank workbook — completely empty, starts immediately
- Featured templates — curated by Microsoft for common use cases
- Search bar — find specific templates by category or keyword
- Template preview — see what a template looks like before opening it
Shortcut: Ctrl + N — instantly opens a blank workbook without going through the File tab.
Common confusion:
Some beginners look for "New" on the Home screen's Recent list and get confused. The Recent section only shows files you've previously opened — it does not create new ones. To start fresh, click New in the left sidebar.
3. Open — Find Your Files
Your bridge back to work already in progress.
The Open menu lets you locate and load any Excel file — whether it's saved on your computer, a USB drive, a network folder, or in the cloud via OneDrive or SharePoint.
Here's what you'll typically find inside:
- Recent — a list of recently opened files (same as what's shown on the Home screen)
- OneDrive / SharePoint — opens files stored in Microsoft's cloud
- This PC — browse folders on your local computer
- Browse — opens a traditional Windows file explorer dialog
If you accidentally close a file without saving, check Recent — Excel sometimes keeps the last auto-saved version there, especially if AutoRecover was enabled.
Shortcut: Ctrl + O
4. Info — The Control Panel for Your File
More powerful than most people realize.
The Info menu is where you manage everything about your file — not the content inside it, but the file itself. This is one of the most underused areas in Excel.
Key features you'll find here:
- Protect Workbook — lock your file with a password, restrict editing, or mark it as Final
- Inspect Document — check for hidden data, comments, or personal info before sharing
- Manage Workbook — recover unsaved versions if Excel crashed or you forgot to save
- Properties panel (right side) — shows file size, total sheets, last modified date, author name
- Related Dates — when the file was created and last modified
- Related People — who the author is and who last modified it
Before sending any Excel file to a client or manager, always go to Info → Inspect Document. You'd be surprised how much hidden information can travel with a seemingly clean file.
Best Practice
Version history is also here if you're working with OneDrive — you can scroll back through previous saves like a time machine for your spreadsheet.
5. Save — The Most Used Button in Excel
Simple. Essential. Never skip it.
Save does exactly one thing: it saves your current file in its current location, with its current name, in its current format. No dialog boxes. No questions asked. It just saves.
If you're saving a file for the first time (a new workbook that hasn't been saved yet), clicking Save will automatically redirect you to the Save As dialog — because Excel needs you to choose a name and location first.
Info:
Excel's AutoSave feature (top-left toggle in newer versions) automatically saves your file every few seconds when stored in OneDrive. But for local files, you still need to save manually.
Shortcut: Ctrl + S — the single most important keyboard shortcut in Excel. Use it constantly.
6. Save As — Save With a New Identity
When the same file needs to become something different.
Save As lets you save a copy of your current file under a new name, in a new folder, or in a completely different file format. The original file stays untouched — you're creating a new version.
Common use cases:
- Saving a monthly report as a new file each month (e.g., "Laporan_April.xlsx" → "Laporan_Mei.xlsx")
- Saving as PDF for sharing (though Export is often better for this)
- Saving as .CSV for uploading to a database or other software
- Saving as .XLS for compatibility with older Excel versions
- Creating a template by saving as .XLTX
| Format | Extension | Best Used For |
|---|---|---|
| Excel Workbook | .xlsx | Default modern format — use this for everything |
| Excel 97–2003 | .xls | Compatibility with very old systems |
| CSV (comma-separated) | .csv | Database import/export, plain data transfer |
| Excel Template | .xltx | Reusable formatted file structure |
| Final document sharing, printing-ready | ||
| Excel Macro-Enabled | .xlsm | Files that contain VBA macros |
Shortcut: F12 — opens Save As directly, one of the most useful shortcuts beginners overlook.
7. Print — More Than Just Pressing Print
A lot can go wrong between screen and paper. This menu helps.
The Print menu in Excel's Backstage View is actually a full print management center. On the left, you set all your options. On the right, you get a live preview of exactly what will come out of the printer.
What you can control here:
- Printer selection — choose which printer to send to
- Print range — print active sheet, entire workbook, or a selected range only
- Page orientation — Portrait or Landscape
- Paper size — A4, Letter, Legal, etc.
- Margins — Normal, Wide, Narrow, or Custom
- Scaling — fit sheet to one page, fit all columns, or fit all rows
- Copies — how many copies to print
The print preview on the right side is something a lot of beginners ignore, but it's actually your best friend. Always check it before hitting print — you'll catch cut-off columns, missing headers, or blank extra pages before wasting paper.
Shortcut: Ctrl + P
8. Share — Send Your Work to Others
Collaboration starts here.
The Share menu is focused on getting your file into someone else's hands — either for viewing, editing, or collaboration. How this menu looks depends on whether your file is saved in OneDrive or locally.
Options typically available:
- Share with People — invite specific people to view or edit via OneDrive link
- Email — send the file as an attachment, as a PDF, or as a shareable link via your default email app
- Send as Attachment — attaches the .xlsx file directly to an email
- Send as PDF — converts to PDF before attaching
Note:
If you share a file that contains formulas referencing other files on your computer, the recipient may see broken references — they don't have your local files. Always double-check before sharing.
9. Export — Convert Your File
When .xlsx isn't the right format for the job.
The Export menu is primarily used for two things: creating a PDF and changing the file type. It's similar to Save As but specifically designed for output formats — things you send rather than continue editing.
What you'll find:
- Create PDF/XPS — the most commonly used option; converts your spreadsheet to a fixed-layout PDF
- Change File Type — quickly switch to .xls, .csv, .ods (OpenDocument), or save as a template
If you need to send a report that nobody should be able to edit, Export → Create PDF/XPS is the cleanest way to do it. The layout stays exactly as you designed it — no surprises on the other end.
10. Account — Your Microsoft Identity
Where Excel knows who you are.
The Account menu shows your Microsoft account information and manages product licensing. It's not something you visit often, but it's important to know what's here.
What you'll see:
- User Information — your Microsoft account name, photo, and email
- Office Background & Theme — change the visual appearance of Office apps
- Connected Services — linked cloud services like OneDrive, SharePoint, LinkedIn
- Product Information — your Excel version, whether it's activated, and subscription status
- Update Options — manually check for updates or change update settings
11. Options — The Deep Settings
This is where Excel really becomes yours.
The Options menu opens the Excel Options dialog — a comprehensive settings panel with over a dozen categories. This is where advanced users spend time fine-tuning Excel to match their workflow.
Key categories inside Excel Options:
- General — default font, number of sheets in new workbooks, startup screen
- Formulas — calculation mode (automatic vs manual), error checking rules
- Data — data import settings, legacy data connections
- Proofing — autocorrect, spell-check language settings
- Save — AutoRecover frequency, default save format, default save location
- Language — display and editing language preferences
- Accessibility — visual and usability accommodations
- Advanced — editing behavior, display options, formulas, performance
- Customize Ribbon — add/remove tabs and commands from the ribbon
- Quick Access Toolbar — configure the small toolbar above the ribbon
- Add-ins — manage installed Excel add-ins and COM add-ins
- Trust Center — macro security, trusted locations, privacy settings
Tip:
Go to Options → Save and set your AutoRecover interval to every 3–5 minutes. Also set a default save location so Excel always opens and saves to your preferred folder.
Understanding the Relationships Between Menus
Some of these menus look similar but serve very different purposes. Here's a quick breakdown of the most commonly confused pairs:
| Pair | The Difference |
|---|---|
| Save vs Save As | Save overwrites the current file silently. Save As creates a new copy — new name, location, or format. If you want to keep the original intact, always use Save As. |
| Open vs Recent (on Home) | Open lets you browse for any file anywhere on your system. Recent (on Home screen) is just a shortcut list of files you've opened before — it doesn't let you browse new locations. |
| Export vs Share | Export converts your file to a different format (PDF, CSV). Share sends the file to another person — as an attachment, link, or collaborative session. They solve different problems. |
| Export vs Save As (for PDF) | Both can create PDFs, but Export → Create PDF/XPS gives you more PDF-specific options (range, optimization, open after publishing). Save As → PDF is quicker but less configurable. |
| Info vs Options | Info is about THIS file (its properties, protection, version). Options is about Excel itself (how the app behaves globally across all files). |
Essential Keyboard Shortcuts for the File Tab
| Shortcut | Action | Notes |
|---|---|---|
| Ctrl + S | Save | Use constantly. Becomes muscle memory quickly. |
| F12 | Save As | Opens the Save As dialog directly — faster than going through File tab. |
| Ctrl + N | New workbook | Instantly opens a blank workbook. |
| Ctrl + O | Open | Opens the Open dialog or Backstage Open screen. |
| Ctrl + P | Takes you straight to the Print screen with preview. | |
| Ctrl + W | Close file | Closes the current workbook (not the app). |
| Alt + F4 | Exit Excel | Closes the entire application. |
| Escape | Exit Backstage | Returns to your spreadsheet from any File menu screen. |
10 Professional Tips for the File Tab
- Set your default save format to .xlsx. Go to Options → Save → "Save files in this format" and make sure it's set to Excel Workbook (.xlsx). This prevents accidental .xls compatibility mode saves.
- Use F12 instead of File → Save As. It opens the dialog instantly and saves you three clicks.
- Always Inspect Document before sharing. Go to Info → Check for Issues → Inspect Document. It finds hidden rows, columns, comments, and personal metadata you may not want to share.
- Set AutoRecover to every 3 minutes. Options → Save → AutoRecover information every X minutes. Default is 10 minutes — that's a lot of work to lose.
- Use version history on OneDrive. If you save to OneDrive, Info → Version History lets you roll back to any previous save. It's like Ctrl+Z with a time machine.
- Export to PDF before printing. Creating a PDF first lets you verify the layout before sending to the printer. This saves paper and catches formatting issues.
- Name your files with dates. Like the files in the screenshot — "LAPORAN FOLLOWER EXCELL 16 Mei 2026.xlsx" — adding dates to filenames makes version management much easier in the Recent list.
- Customize your Quick Access Toolbar via Options. Add Save As, Undo, Print Preview as one-click icons above the ribbon — reduces the need to visit the File tab for routine actions.
- Use "Protect Sheet" vs "Protect Workbook" intentionally. Protect Sheet locks cells on a specific sheet. Protect Workbook locks the structure (can't add/delete sheets). They're different — use the right one for your situation.
- Open files in Read-Only mode intentionally. When opening a report you don't plan to edit, open it as read-only (Open → arrow next to Open button → Open Read-Only). It prevents accidental changes.
10 Mistakes Beginners Make with the File Tab
- Pressing Ctrl+S on a new file and expecting it to ask for a name. It won't — it silently saves as "Book1.xlsx" in your default folder. Always use F12 or Save As for new files to control the filename and location.
- Using Save when they mean Save As. If you open last month's report and start editing it for this month — hit Save As FIRST before you start. Otherwise you'll overwrite the original.
- Closing Excel without saving and thinking AutoRecover will save them. AutoRecover helps, but it's not guaranteed. Always save manually before closing.
- Not checking Print Preview before printing. Sending 10 pages to the printer when you wanted 1 page happens a lot. Always check the preview in Ctrl+P before clicking print.
- Sending .xlsx files when PDF is more appropriate. If someone just needs to read your report — not edit it — send a PDF. It looks exactly as you intended, on any device, without font or layout shifts.
- Ignoring the Info tab entirely. Many beginners never open it. But it's where you recover unsaved versions, remove hidden data, and protect sensitive files.
- Saving macros in .xlsx format. Files with VBA macros must be saved as .xlsm. If you save them as .xlsx, the macros are silently deleted. Excel warns you, but beginners often click past the warning.
- Confusing Export and Share for the same purpose. Export creates a different-format copy of your file. Share sends the original (or a link to it) to someone. They're not interchangeable.
- Not using OneDrive with the Share feature. If your file is saved locally, the Share options are limited. Uploading to OneDrive unlocks real-time collaboration, version history, and shareable links.
- Never visiting Options. Excel's default settings aren't optimized for everyone. Spending 10 minutes in Options — setting your default font, save location, formula mode, and AutoRecover interval — will make your daily workflow significantly smoother.
Frequently Asked Questions
Why does Save As seem to be missing?
In some versions of Excel — especially Microsoft 365 — the left sidebar shows Save a Copy instead of Save As when the file is stored in OneDrive. Functionally, they do the same thing: both let you save under a new name or location. If you're working on a local file, "Save As" should appear normally. If it's still missing, press F12 directly — this always opens the Save As dialog regardless of how the menu is laid out.
What's the difference between .XLSX and .XLS?
.XLSX is the modern Excel format introduced with Excel 2007. It's based on XML, has better compression (smaller file sizes), supports more rows and columns — 1,048,576 rows vs 65,536 in .XLS — and is safer because macros cannot be embedded in it. .XLS is the legacy format from Excel 97–2003. Unless you specifically need to share files with someone using a very old version of Excel (2003 or earlier), always save as .XLSX.
Why is my file opening as Read-Only?
There are several common reasons this happens. First, the file might already be open in another Excel window or on another device via OneDrive. Second, it could be saved on a network drive where you only have read permission. Third, someone may have used Info → Protect Workbook → Mark as Final. Fourth, if you opened the file from an email attachment, Excel activates Protected View automatically. Check the yellow bar at the top of the screen — it usually explains the exact reason and offers an Enable Editing button to dismiss it.
Why doesn't the Export menu appear?
Export is available in all standard versions of Excel. If you can't find it, make sure you're in Backstage View by clicking the File tab — not a regular ribbon tab. In very old Excel versions such as Excel 2007, the Export option may not exist; use Save As → PDF instead. If you're using a company-managed version of Excel, your IT administrator may have disabled certain export features through group policy settings.
Is there a difference between closing a file and exiting Excel?
Yes — and it matters. Ctrl+W closes the current workbook but leaves Excel open. You might see a blank gray window if no other files are open. Alt+F4 or File → then closing the application entirely shuts down Excel itself. If you have multiple workbooks open, Ctrl+W closes them one at a time. This is useful when you're working with several files and only want to close one without disturbing the others.
How do I recover a file I forgot to save?
Go to File → Info → Manage Workbook. If AutoRecover was enabled, you'll see a list of auto-saved versions listed there. Click the one you want to restore. Alternatively, look in C:\Users\[YourName]\AppData\Roaming\Microsoft\Excel\ for recovery files. If AutoRecover was not enabled and Excel didn't crash — unfortunately, that version of the file is likely unrecoverable. The most important thing you can do right now is go to Options → Save and set AutoRecover to save every 3–5 minutes.
Can I password-protect a specific sheet instead of the whole file?
Yes, but the option is not inside the File tab. Go to the Review tab on the main ribbon and click Protect Sheet. This locks cells on one specific sheet and asks for a password. The File tab's Info → Protect Workbook is a different level — it protects the file structure, meaning no one can add, delete, or rename sheets. For cell-level restrictions within a sheet, always use Review → Protect Sheet.
Why do my formulas disappear after saving as CSV?
CSV (Comma-Separated Values) is a plain text format. It has absolutely no support for formulas, formatting, colors, multiple sheets, or any Excel-specific feature. When you save as CSV, Excel keeps only the raw values you see on screen — not the calculations behind them. This means =SUM(A1:A10) becomes just 55 (or whatever the result is). Always keep a .xlsx copy as your master file and only export to CSV when you need the data for external tools or databases.
What does "Mark as Final" actually do?
It sets the file to read-only mode and displays a yellow information bar at the top saying the document has been marked as final. It also disables typing, editing, and most formatting commands by default. However — and this is the important part — any user can simply click Edit Anyway in the yellow bar to completely bypass it. Mark as Final is a courtesy signal, not real security protection. If you need to actually prevent unauthorized edits, use Info → Protect Workbook → Encrypt with Password instead.
Why does Excel ask me to save when I haven't made any changes?
This happens more often than you'd expect, and there are a few common causes. An add-in might have modified something in the background without you noticing. Volatile functions like =NOW() or =TODAY() recalculate every time a file is opened, which technically counts as a change. External data connections refreshing on open can also trigger it. In most cases, saving is harmless. If the prompt appears repeatedly on a file you don't want modified, open it as Read-Only from the Open menu — that way Excel won't ask to save at all.
Now You Know the Full Map of the File Tab
The File tab isn't just a place to save and close. It's a complete management center — for your files, your print jobs, your sharing workflow, your account settings, and the behavior of Excel itself.
Most people use maybe three of these menus regularly. But the ones you haven't been using — Info, Options, Export, and the Share features — are where a lot of time-saving happens. Once you know they exist and what they do, you'll find yourself reaching for them naturally.
The next time you open the File tab, take 30 seconds to hover over each menu item. You now know exactly what's inside each one.
Knowing where everything lives is half the skill. The other half is just practice.
Excel Backstage View — Fully Explored
