In this lesson
Make a two-sheet expense workbook, save two revisions and compare an XLSX file with a CSV export.
Example
An expense summary for a browser user
You need to send a two-sheet expense summary to a colleague who uses Excel in a browser. Enter Travel 120, Supplies 45 and Training 80. Keep the calculations on Expenses and the handover notes on Readme.
How it works
XLSX keeps worksheets, formulas and formatting in one workbook. CSV contains the values from one worksheet as text. Keep the XLSX as your editable source and use CSV when another system needs a flat list.
A file can open successfully even when the recipient cannot use one of its features. Check their Excel edition before relying on a new function, macro or connection.
Steps
Open Excel and choose Blank workbook. Find your edition and version under File > Account on Windows or Excel > About Microsoft Excel on Mac. If you are using a browser, note Excel for the web.
Rename Sheet1 to Expenses. Enter Item and Amount in A1:B1, then Travel 120, Supplies 45 and Training 80 in rows 2–4. Enter the amounts as numbers and add a short data note in D1.
Type Total in A6 and enter the formula below in B6. The cell shows 245; selecting B6 shows the SUM formula in the formula bar.
=SUM(B2:B4)English function names. Formula settings →
Add a Readme sheet with the purpose, Excel version and data date. Save the file as Expense-Practice.xlsx in your practice folder. In web Excel, use Save a Copy or Download a Copy if needed.
Export Expenses as a separate CSV. Reopen the CSV and compare it with the XLSX: look for the Readme tab, the SUM formula and the number formatting.
Return to the XLSX and use Save a Copy or Save As to create Expense-Updated.xlsx before editing. Make sure that copy is open, then change Training from 80 to 90 and save. Its total should be 255. Reopen Expense-Practice.xlsx and check that the first revision still totals 245. With AutoSave on, making the copy first keeps the original from being updated as you type.
Try it yourself
- Create a second sheet containing the text Reviewer: Casey and save an XLSX copy named Expense-Reviewed.xlsx. Export only Expenses as CSV without overwriting either workbook.
- Write a three-line handover note explaining which file is the editable source, which is the value-only exchange and whether the recipient needs a desktop-only feature.
Show expected result
- The original workbook has an Expenses sheet, a Readme sheet and a live SUM formula totaling 245.
- The updated workbook totals 255, while its CSV copy contains exported values and does not become a multi-sheet workbook.
If something goes wrong
- The CSV has no Readme sheet.
- CSV exports one worksheet. Reopen the XLSX to find your notes; send that file when the recipient needs the complete workbook.
- Excel warns that XLSX cannot save macros.
- Keep a copy of the original file. Use XLSM if the workbook needs VBA; check with the file owner before removing its macros.
Quick check
Try these questions after the exercise. Check the result in your app before marking the lesson complete.
Choose an answer for all 3 questions to check your understanding.
Optional: try it with Copilot
If you have Copilot, try this after the exercise. Keep the original file and compare its suggestions with your own result.
I need to send these expense files to a colleague. Check which should be the editable source and which should be the CSV export. Suggest names that make the revisions easy to tell apart.
More from Microsoft
These Microsoft guides cover the tools used in this lesson.
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