Quickly load a specific set of worksheets at once

Do you use multiple workbooks at a time? Then the Workspace command is for you!

If you are like me, you use Excel every day to do a specific set of tasks across multiple workbooks. I typically use over a dozen at the same time for certain tasks.

Having to navigate to the folder and find each workbook to open can take up a lot of time if you add it up over the course of a year. For example, spending only two minutes a day hunting, loading and resizing workbooks to fit on your desktop can eat up over six hours a year!  I don’t know about you, but I would rather sleep or take time time off work with those extra six hours :)

Enter the “Workspace” command in Excel. 

The Workspace command saves ALL of the currently open workbooks, and their relative window positions/zoom settings for you.

The next time you need to load that set of workbooks, you can do it in one click, instead of several, and get to work faster.

You can also have several sets of Workspaces – for example:

  1. one set for your ‘month end files’
  2. another set for your ‘projection files’
  3. etc…

It’s easy to use.

  1. Load and position all of the workbooks you normally use at one time.  It could be two, three or three dozen!
  2. In Office 2007 and on, navigate the Ribbon to the “View” tab.
  3. In Office 2003 and prior, you can find “Workspace” under the “View” menu
  4. Select “Save Workspace”
Workspace Command on View Tab

Workspace Command on View Tab

Now you simply give your workspace a meaningful name, such as “Month End Files”.

A workspace file has a special extension of “XLW”. It contains no data, it is simply a pointer to find and arrange the files you currently have open.  It is really simply a shortcut file. 


Save Workspace as XLW file

Save Workspace as XLW file

  1. Save the workspace file in a convenient spot – such as your desktop.

The next time you want to work with that set of files – simply load the workspace XLW file you just saved, and it will load and position the workbooks just as you saved them last time.

You don’t have to ‘save’ the workspace file again, unless you want to create or adjust it to add or drop workbooks or change their positions/zoom ratios.

It’s that simple!


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