Step-by-Step Guide: Create a Shortcut on Desktop from Excel

ByVaishvi Desai Hours Updated on

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Creating a shortcut on your desktop from an Excel file is a simple and efficient way to quickly access your frequently used spreadsheets. By following a few easy steps, you can save time and streamline your workflow. In this article, we will guide you through the process of creating a shortcut on your desktop from an Excel file.

Table of contents

What is a Shortcut?

A shortcut is a link that points to a file, folder, or application on your computer. It allows you to access the desired item quickly without having to navigate through various directories.

Benefits of Using Shortcuts

  • Quick access: Shortcuts enable you to launch files or applications with a single click, saving you time and effort.
  • Organized desktop: By creating shortcuts for your frequently used files, you can keep your desktop clutter-free and well-organized.
  • Convenient file management: Shortcuts make it easier to manage and access your files without moving or copying them from their original locations.

Method 1: Using VBA to Create a Shortcut on Desktop from Excel

To create a shortcut on the desktop from within Excel, you can use VBA (Visual Basic for Applications) code. Here’s a sample code to achieve this:

Sub CreateShortcutOnDesktop()
Dim objShell As Object
Dim strDesktopPath As String
Dim strShortcutPath As String‘ Create a Shell object
Set objShell = CreateObject(“WScript.Shell”)

‘ Get the path to the desktop
strDesktopPath = objShell.SpecialFolders(“Desktop”)

‘ Set the path for the shortcut
strShortcutPath = strDesktopPath & “\ExcelShortcut.lnk”

‘ Create the shortcut
With objShell.CreateShortcut(strShortcutPath)
.TargetPath = Application.Path & “\” & ThisWorkbook.Name ‘ Set target path to current workbook
.Save ‘ Save the shortcut
End With

‘ Release the object
Set objShell = Nothing

MsgBox “Shortcut created on Desktop!”, vbInformation
End Sub

Here’s how to use this code:

  1. Press ALT + F11 to open the VBA editor.
  2. Go to Insert > Module to insert a new module.
  3. Copy and paste the above code into the module.
  4. Close the VBA editor.
  5. Press ALT + F8, select CreateShortcutOnDesktop, and click Run.

This code will create a shortcut on your desktop named “ExcelShortcut.lnk” that points to the currently active workbook. You can modify the code to suit your specific needs if necessary.

Method 2: Creating a Shortcut from the Desktop Context Menu

If you want to create a shortcut on your desktop from Excel quickly, using the desktop context menu is a convenient method. Follow these simple steps:

  1. Locate the Excel file that you want to create a shortcut for on your desktop.
  2. Right-click on the file to open the context menu.
  3. Select the “Create shortcut” option from the menu. This will automatically create a shortcut for the Excel file on your desktop.
  4. You can rename the shortcut by right-clicking on it and selecting “Rename” from the menu. Enter a new name for the shortcut and press Enter.

By using the desktop context menu, you can quickly create a shortcut from any Excel file on your desktop without the need for any additional steps.

Method 3: Creating a Shortcut from the Start Menu

If you prefer to create a shortcut for an Excel file directly from the Start menu, you can follow these steps:

  1. Click on the Start button located in the lower-left corner of your screen.
  2. Type “Excel” in the search bar.
  3. Right-click on the Excel application icon that appears in the search results.
  4. Select “Open file location” from the context menu.
  5. A File Explorer window will open, displaying the folder where Excel is installed.
  6. Right-click on the Excel application icon in the File Explorer window.
  7. Select “Create shortcut” from the context menu.
  8. A dialog box will appear, asking if you want to create a shortcut on the desktop. Click “Yes” to confirm.

Once you have completed these steps, a shortcut for Excel will be created on your desktop, allowing you to access the application with just a single click.

Method 4: Creating a Shortcut from the Taskbar

If you frequently use Excel and want quick access to your files, you can create a shortcut on your Windows Taskbar. This allows you to launch Excel and open your files with just a click. Follow these steps to create a shortcut from the Taskbar:

  1. Locate the Excel application icon on your desktop or in the Start menu. Right-click on the icon to open a context menu.
  2. In the context menu, hover over the “Pin to Taskbar” option. A sub-menu will appear.
  3. Click on the “Pin to Taskbar” option. The Excel icon will now be added to your Taskbar.

Once the shortcut is created, you can simply click on the Excel icon in the Taskbar to launch the application and access your files instantly.

Tips:

  • Drag and drop: You can also create a Taskbar shortcut by dragging and dropping the Excel executable file (typically named “excel.exe”) onto the Taskbar.
  • Pin frequently used files: Once you have the Excel shortcut on your Taskbar, you can right-click on it to access recently opened files or pin specific files for even quicker access.
  • Organize your Taskbar: To keep your Taskbar neat and organized, you can rearrange the position of the Excel shortcut by dragging it to your desired location.

By creating a shortcut on your Taskbar, you can streamline your workflow and save time when working with Excel.

Troubleshooting Common Issues

Shortcut Not Working

If your Excel shortcut is not working, there could be a few reasons:

  • The original Excel file has been moved or deleted. Ensure that the file is still in its original location.
  • The shortcut’s target path is incorrect. Right-click on the shortcut, select “Properties”, and verify that the target path points to the correct Excel file.

Shortcut Icon Appears as a Generic Icon

If the shortcut icon appears as a generic white icon instead of the Excel icon, you can fix it by following these steps:

  1. Right-click on the shortcut and select “Properties”.
  2. In the “Shortcut” tab, click on the “Change Icon” button.
  3. Choose the Excel icon from the list of available icons or browse for the Excel application’s icon file.
  4. Click “OK” to apply the changes.

Working with Shortcuts

Now that you have created shortcuts on your desktop or taskbar, you can take advantage of these efficient tools to streamline your workflow. Whether you are managing a busy schedule or organizing your files, shortcuts can help you save time and improve productivity.

One way to effectively work with shortcuts is by managing them in a logical and organized manner. Group similar shortcuts together based on their purpose or category. For example, you can create folders on your desktop and arrange shortcuts inside each folder according to specific projects, applications, or tasks. This way, you can easily locate the shortcut you need without cluttering your desktop.

In addition to organizing shortcuts, it’s essential to regularly review and update them. As your workflow evolves, you may add or remove programs or files, making it necessary to adjust your shortcuts accordingly. By keeping your shortcuts up-to-date, you can ensure quick access to the files and applications you frequently use, saving you valuable time in the long run.

Furthermore, consider customizing shortcut names to make them more intuitive and memorable. Instead of generic names, use clear and descriptive labels that reflect the file or program’s purpose. This will eliminate confusion and allow for easier identification, especially if you have numerous shortcuts on your desktop or taskbar.

Final Thoughts

Creating a shortcut on your desktop from an Excel file is a simple yet effective way to improve your productivity and streamline your workflow. By following the steps outlined in this article, you can easily create, manage, and customize shortcuts for your frequently used Excel files. Implementing these shortcuts will save you time and make your work more efficient.

Remember to keep your desktop organized by grouping related shortcuts into folders and customizing their icons for quick visual identification. If you encounter any issues with your shortcuts, refer to the troubleshooting tips provided to resolve common problems.

FAQs

What is a desktop shortcut?

A desktop shortcut is an icon on your computer’s desktop that provides quick access to a specific file, folder, or application. Clicking on the shortcut will open the linked item directly from the desktop.

Why would I want to create a desktop shortcut for an Excel file?

Creating a desktop shortcut for an Excel file allows you to quickly access and open the file without having to navigate through your computer’s file system. This can save time and improve productivity, especially if you frequently use the Excel file.

How do I create a desktop shortcut for an Excel file?

To create a desktop shortcut for an Excel file, right-click on the file, select “Create shortcut” from the context menu, and then drag the newly created shortcut to your desktop. Alternatively, you can right-click on the Excel file, select “Send to,” and then choose “Desktop (create shortcut).”

Can I rename the desktop shortcut for my Excel file?

Yes, you can rename the desktop shortcut for your Excel file. Simply right-click on the shortcut, select “Rename,” and type in the new name for the shortcut. Press Enter or click away from the shortcut to save the changes.

What happens if I delete the desktop shortcut for my Excel file?

Deleting the desktop shortcut for your Excel file will not delete the actual Excel file. The shortcut is simply a link to the file, so removing the shortcut will only remove the quick access point from your desktop. The original Excel file will remain in its original location on your computer.

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