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Force excel file on desktop to save to My Documents


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#1
highland403

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I have a blank excel file on my desktop. After I add data to the file and click on save, the Save As dialog box opens but because my file is on the desktop, the Save As box thinks I want to save the file to the desktop.

What I want it to do when I click on save is to have it open the Save As box and My Documents is the default folder so that all I have to do is rename the file and click save. But I still need to have the blank excel file stay on the desktop ready for the next time I need to enter data.

I know this can be done because someone else had it set up this way but unfortunately it got deleted. I have tried making the file on the desktop a read only file. When I click save, it gives me a message saying it's read only and I need to save a copy. This would be okay, but when I click to save the copy, it takes me to the Save As box and the default is still the desktop.

This is difficult to explain in print but hopefully it makes enough sense.

If anyone knows how to do this, please reply. Thanks in advance.

By the way, the operating system is Windows XP home and the excel version is 2003.
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#2
Wolfeymole

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If the Save box looks like the one below Highland then where it says Templates at the top in the "Save In" box you want yours to say "My Documents" rather than the Desktop.

If this correct then simply use the drop down arrow in the box to locate My Docs and use that.

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#3
highland403

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You are correct. However, I have about 10 older volunteers that enter this data weekly on a rotating basis. So, whoever enters data today will probably not enter data for another 5 or 6 weeks. To top it off, some of these folks do not personally own computers so they are not computer savvy at all. So while what you describe is obvious to you and me, it is not obvious to these folks. In fact to make it easier for them, I told them when they get to the window you posted, to click on the large button in the bar on the left called My Documents and this will take them to the place where these files are to be saved. That was several months ago and some of them still aren't understanding it.

Is it possible to make a macro that would record the key strokes necessary to take the user to My Documents in the 'Save In" bar by clicking the save button?


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#4
Wolfeymole

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I'd be very wary of allowing people who do not grasp the basics of saving a file to a specific location to manipulate Excel documents.

However if I remember correctly there is an option in Excel via the tools to set a given location as default when saving files.

Yes there is....

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#5
highland403

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The default location is already set to C:\document and settings\xxxxx\My Documents but that doesn't do it.

From what I have discovered in trying to figure this out, the Save In: bar will show whatever location the file was in in the first place. So if the file is on the desktop and you save it, excel puts Desktop in the Save In: bar.

Likewise, if I create a desktop shortcut for My Documents and put this blank document in it, the data entry folks would double click the shortcut and look for the blank excel file, open it and input the data. Then when they click save as, My Documents would show up in the Save In: bar because that is where the blank excel file is. I could take this route, but it's driving me crazy not being able to figure out how this was set up as described in my original post, i.e. open the excel file on the desktop, input data, click on save and the Save As box takes you to My Documents.


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#6
Wolfeymole

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You say this is a blank Excel file, does this mean that no kind of formatting has been applied to it whatsoever?

A plain totally blank worksheet in other words.
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#7
highland403

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It's not totally blank as in opening a new spreadsheet.

It has information in various cells and the volunteers input data next to these cells.

The file is made up of three sheets and the volunteers enter data on sheets 2 and 3. That data flows to sheet one and is automatically tabulated on sheet 1. The workbook is protected so the volunteers can't change anything. They can only enter data into specific cells.
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#8
Wolfeymole

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I don't know what I can suggest further Highland other than to offer that it may be beneficial to you to put your staff, if that is what they are, through a basic IT course, preferably involving MS Office aspects.
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#9
highland403

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We are a nonprofit and don't have the resources to put 10 people through an IT course. We will keep muddling through until I can figure out a way to deal with this.

Thanks for your input. I appreciate it!


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#10
Wolfeymole

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Sorry I could not have been of more help mate.
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#11
SongCloud

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I think what you may be looking for can be accomplished automatically by Excel by changing the "blank" file that is currently on the desktop to a template.

To do so, please follow the instructions below:

  • Open the "blank" file that is on the desktop.
  • Click on File --> Save As...
  • In the "Save As" dialog box, drop down the "Save file as type" dialog box at the bottom and select "Template".
  • The Save in: location at the top will automatically change to the default Templates path. Change this back to Desktop as you will want the template file to be saved there instead.
  • Type in a name for the file in the File Name section and hit Save.

Now when someone double-clicks on the file, it should default to creating a new workbook based off of that template and will force a "Save As..." when the user saves the file. Because it is a "New" workbook without an existing location, it will follow the Default File Location path that was set in the Excel options (this should be My Documents as you indicated that you configured this previously).

Please try this out and let me know if this works for you or if you had any other questions.
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#12
highland403

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Your instructions produced exactly what I was trying to accomplish!

THANK YOU SONGCLOUD!!!!!!!


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#13
SongCloud

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No problem at all. I'm glad I could help. :)
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