Saving an updated workbook. While holding onto the original workbook.

Ron Oehlerich 0 Reputation points
2026-08-24T18:27:33.2+00:00

We have used Excel to make a service sheet. This sheet has customer name,date of service , what was the problem and was was the solution, among other information. When we save to sheet we name it with the customer name, location of equiptment and date. When we go out again we would like to name it in the same format but obviously changing the date. Both of those sheets go into on computer folder of the same name. This way if we want to look at a history of that piece of equiptment . We just find the correct folder and we'll see all the service calls placed on that particular equiptment. The problem is it seem to be a lenghty process to just change the name. What would be ideal is when we call up the last service call information we could just put in the ne information and change the name. That way when we hit save or save as the new sheet will go back in the same folder and added to the list of the other service calls on that equiptment.

Once to figure that problem out could you could tell us how each of us (there are only 5 of us) could share these files. We do not have a file server. We can't even see (or dont know how to) each others computer.

Thanks,

Ron O.

SOS (company initials )

in [Moderator note: Personally Identifiable Information removed]

Microsoft 365 and Office | Excel | For business | Windows

2 answers

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  1. Ivory 905 Reputation points Independent Advisor
    2026-08-24T19:04:47.12+00:00

    Hi Ron,

    Instead of manually navigating deep folder hierarchies to rename files, you can utilize a clean master template approach:

    • Keep an up-to-date master service sheet template accessible on your computer.
    • When you return from a service call, open the master sheet, input the new customer details, problem, solution, and update the service date.
    • Save As (F12): Press F12 to open the Save As window. Rename the file following your standard convention (Customer Name - Location - Date) and save it directly into that specific equipment's folder.
    • The master file remains clean and ready for the next service visit.

    To allow all 5 team members to access and view equipment histories without a local server:

    • Create a shared folder using OneDrive (or a similar cloud storage provider).
    • Grant access to your team members so the folder syncs to each computer's Windows File Explorer.
    • Every time a service sheet is saved to an equipment folder, it instantly syncs and becomes visible to everyone else on the team.

    For reference:

    I hope this provides enough clarity and helps you stay inform with your current situation.

    Thank you for your patience and your understanding. If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you.  

    If the answer is helpful, please click 'Yes' and kindly upvote it.

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  2. AI answer

    2026-08-24T18:27:51.2566667+00:00

    Use Save a Copy or Save As from the existing workbook.

    For the workflow described:

    1. Open the most recent service workbook for that equipment.
    2. Update the service details for the new visit.
    3. Press F12 or go to File > Save a Copy.
    4. Keep the same folder location, or choose that equipment’s folder if needed.
    5. In File name, change only the date portion of the name.
    6. Click Save.

    This keeps the earlier workbook and creates a new file for the new service call in the same folder.

    If the workbook is being saved for the first time or needs a different location, use:

    1. File > Save As.
    2. Under Save As, choose the location.
    3. Click Browse if needed.
    4. Enter the new file name.
    5. Click Save.

    A useful detail is that Save updates the current workbook in its existing location, while Save As is used the first time, for a different location, or to create a copy.

    For sharing among five people, the supported option in the available information is to save files to a shared cloud location such as OneDrive or SharePoint instead of individual PCs. In the save experience, Office can save to:

    • OneDrive – Personal
    • OneDrive – [Your Company Name]
    • Sites – [Your Company Name]
    • This PC
    • Browse

    If the files are saved to OneDrive or Sites – [Your Company Name], everyone can work from the same shared location instead of trying to access each other’s computers.

    AI-generated content may be incorrect. Read our transparency notes for more information.

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