Need to open an Excel file you’ve worked on before? You can use a keyboard shortcut instead of going through the File menu every time.
You’re working on a sales report for 2026 in Excel, and now you want to open another workbook. Instead of going to the File tab and browsing for the file, you can simply press Ctrl + O. Excel opens the file selection screen, where you can browse your computer and open the workbook you need.
In this guide, you’ll learn how to use Ctrl + O, open recent workbooks, and find a file if you can’t locate it.
What Does Ctrl + O Do in Excel?
Pressing Ctrl + O opens Excel’s Open screen. From there, you can choose a recently used workbook or browse your computer for a saved Excel file.
You can use it to open files such as:
- Excel workbooks (`.xlsx` and `.xls`)
- Macro-enabled Excel workbooks (`.xlsm`)
- Excel files saved in different folders on your computer
For example, if you saved a monthly sales report yesterday and want to continue working on it today, press Ctrl + O and select the saved file.
How to Open an Existing Workbook Using Ctrl + O?
Follow these steps to open another Excel workbook while you’re already working in Excel.
1. Keep your current Excel workbook open.
2. Press Ctrl + O on your keyboard.
3. Choose a recent workbook, or select Browse to look through your files.
4. Find the folder where your file is saved.
5. Select the Excel file you want to open.
6. Click Open.
Excel opens the selected workbook. You don’t need to close your current workbook before opening another one.
Example: Open a Saved Sales Report
Imagine you saved a sales report as `Sales Report.xlsx` in your Documents folder last week.
Today, you’re working on another Excel file and want to update the sales report with this week’s figures.
Instead of closing your current workbook or searching for the file through File Explorer, follow these steps:
- Press Ctrl + O.
- Select Browse if the sales report isn’t listed under Recent.
- Open your Documents folder.
- Select `Sales Report.xlsx`.
- Click Open.
Your sales report opens in Excel, ready for editing. Your previous workbook doesn’t need to be closed. You can switch between open workbooks whenever you need to.
How to Open a Recent Excel Workbook?
If you’ve opened a workbook recently, you may not need to browse through folders.
1. Press Ctrl + O.
2. Look for the Recent list.
3. Select the workbook you want to open.
If the file isn’t listed, choose Browse to locate it manually.
The exact screen may vary depending on your Excel version.
How to Open an Excel Workbook Without a Keyboard Shortcut?
You can also open an existing workbook through Excel’s File menu.
1. Click File.
2. Select Open.
3. Choose Recent to find a recently used file, or select Browse to locate a workbook on your computer.
4. Select the file and click Open.
Both methods open an existing workbook. Ctrl + O simply gives you a quicker way to access the Open options.
Difference Between Ctrl + O and Ctrl + N in Excel:
Both shortcuts help you start working in Excel, but they perform different actions.
| Shortcut | What it does |
| Ctrl + O | Opens an existing workbook |
| Ctrl + N | Creates a new blank workbook |
Use Ctrl + O when you want to continue working on a saved file. Use Ctrl + N when you want to start a new workbook.
What if you can’t find your workbook?
Try these steps:
- Choose Browse and check the folder where you usually save your files, such as Documents or Downloads.
- Check that you’re looking for the right file name.
- If you use OneDrive or another cloud storage service, check the matching folder or location.
- Make sure the file is an Excel workbook or another file type Excel can open.
Frequently Asked Questions:
1. Do I need to open Excel before using Ctrl + O?
Yes. First, open Microsoft Excel. Then press Ctrl + O to access Excel’s Open screen.
2. Does Ctrl + O create a new Excel workbook?
No. Ctrl + O opens an existing workbook. To create a new blank workbook, use Ctrl + N.
3. Can I use Ctrl + O while another workbook is open?
Yes. You can press Ctrl + O while working in an existing workbook to open another file.
4. What if I cannot find my Excel file?
Check the Recent files list first. If the workbook is not there, choose Browse and look in the folder where you saved it. You can also use File Explorer to search for the file name.
5. Does Ctrl + O work with other file types?
Yes. Excel can open several supported file types, including `.xlsx`, `.xls`, `.xlsm`, and certain text or CSV files. The available options depend on the file type and your Excel version.
6. Does Ctrl + O work in Excel for the web?
Keyboard shortcut behavior can vary in Excel for the web because your browser may handle some shortcuts. If Ctrl + O doesn’t open Excel’s file options, You can use Excel’s file options to find and open an online workbook.
7. Does Ctrl + O save your work?
No. Ctrl + O opens a workbook; it does not save changes to the workbook you’re currently using. To save your current work, press Ctrl + S.
If you have unsaved changes, Excel may ask whether you want to save them before moving on. Choose the option that matches what you want to do.
Final Thoughts:
The Ctrl + O shortcut is a simple way to open an existing Excel workbook without navigating through the File menu manually.
Whether you need to update a sales report, review an expense sheet, or continue working on a saved spreadsheet, this shortcut helps you get to your file quickly.
Explore more useful shortcuts in our Excel Keyboard Shortcuts guide.
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