1. Save it as a .twbx -- a packaged workbook. This keeps the data (information) with the workbook.
2. Your saved packaged workbook will not automatically refresh. You will need to over-write the old one with the new one -- you will save the "reader" file again.
The data in the packaged workbook is static, meaning that it will never change. If you want to give your users an updated workbook you will need to open your Desktop version, refresh the data, and save the workbook as a packaged workbook (.twbx). Then you users will have an updated "reader" file. The last company I worked for I did this on a weekly basis but there were only 3 reports and they were for upper management so it was no big deal. If you have a lot of reports then you should look into getting Tableau Server.
Thank you very much Toby.
You're welcome, glad to help