Introduction to Word 2007

Module 3

 

Opening and saving documents (files) are fundamental steps that are the same in all programs. This module covers the following:

*      Download practice files

*      Opening a file by Double clicking the file in its original location (i.e. "Documents")

*      Opening a file from within a program 

*      Saving a document for the first time

 

*      Saving a copy of a document in a different location or under a different name

 

*      Saving a document as a web page

 

Download practice files
Download practice files 

Open the practice file Word Practice One (You can download this practice file here by right clicking on the link and choosing save target as from the menu.)

 

 

   

 

 

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 Opening a file by Double clicking  

Activity 1:  Opening a file by Double clicking  

1. Open the My Documents window (or other folder where Word Practice One is stored)

2. Locate the file Word Practice One

3. Double click to open the file in Word

4. Close Word when you are through

  

 You can store documents in any folder on your hard disk or on a network, but it's good practice to store them together in a folder that you can find easily when you open or save documents. Microsoft Windows includes a folder named Documents that can serve as a place to store the documents you use frequently. If you work with many documents or different types of documents, you can organize them in subfolders in the Documents folder.

 

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Opening a file from within a program

Activity 2: Opening a file from within a program

1. Open Word to a blank document (Start-Programs-Microsoft Word)

2. Click on Office Menu and choose Open

3. The Open dialogue box appears and by default displays the contents of the My Documents folder (or the last folder you opened). If another folder or drive letter is in the Look in window, click on the My Documents button located on the left

4. Find the file WordPracticeOne and double click

5. Close Word

 

The Recent documents list is located on the right side of the Office menu. You can click on a document in the list to open in in a separate window. 

The Open window has an explorer type Folder view on the left that allows you to switch to different drives and folders when locating a file. You will see the feature in the Save and Save As dialogue boxes as well.

The old Look In window is now called Recent Places

 

 

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Saving a document for the first time

Activity 3: Saving a document for the first time

1. Open Word to a blank document (Start-Programs-Microsoft Word)

2. Notice that the Title bar (the blue bar at the top of the Word window) says Document 1-Microsoft Word. This is the temporary name that Word has given the document until you name it. You give it a name when you save for the first time

3. Type your name

4. To save the document, choose Save from the Office menu

5. The Save As dialogue box appears...notice that Word has suggested a name based upon what you typed. Word also suggests that you save the document in the My Documents folder. You may change the name to whatever you wish by simply typing. To change the destination folder, use the Save in down arrow to navigate.

6. One other option that you have is to specify the format that the file is saved in. This is done in the Save as type window. Documents may be saved as web pages, templates, earlier versions of Word, etc.

7. After a document is saved for the first time, you may save changes you have made by choosing Save from the Office menu, or clicking on the Save button on the Standard toolbar. This resaves the document in the same location

File formats and extensions

A file format is the way in which information is stored in a file so that a program can open and save the file. A file's format is indicated by a three or four-letter extension after the file name. For example, when you save a new document in Microsoft Word 2007, Word by default stores it in Word 2007 format with a .docx file extension.  This is a new format that is NOT COMPATIBLE with earlier versions of Word.

If you need compatibility with earlier versions of Word, you must choose the format you want (for example, Word 97-2003 Document) from the "Save as type:" pop-up list.

 

 

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Saving a copy of a document 

Activity 5: Saving a copy of a document 

To save a document under a different name or to a different location, choose Save As from the Office menu and change the name in the File Name window and/or the location in the Save in window.

 

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Saving a document as a web page

Activity 6: Saving a document as a web page  

  1. On the Office menu, click Save As.
  2. If you want to save the document in a different folder, locate and open the folder.
  3. In the File name box, type a name for the document.

You can use long, descriptive file names if you want.

  1. Click Save as type pop-up list and choose from the three web page options. If you have embedded files in the document, choose "Web Page." a folder will be created in which those files will be stored. Word saves the document as an HTML doc which can be opened in a browser (such as Internet Explorer) and changes your view to Web layout

If your document contains any embedded files - such as clip art or pictures saving as a web page also creates an associated folder which contains those files

 

This folder must be in the same directory as the created html file if you transfer the html file to a web server or a flash disk

  

Below you see supporting files for the web page WordPracticeOne.html which are stored in the companion folder WordPracticeOne_files

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You have now completed this module. Take a few minutes to review and practice what you have learned. If you are through for this session, close all programs, being sure to save any work. You may now begin the next module by clicking on the Back to Index link on this page and then clicking on the next module on the homepage of this course.