Objectives To examine methods for saving documents. To demonstrate closing and reopening documents. To show techniques for distributing documents.

Main Menu Saving Saving Documents Closing & Reopening Closing & Reopening Documents Document Distribution Methods Distributing Documents

Data Storage Is any device or component which can record and store data or information Allows users to save files and access computer programs Is measured in bytes for example, a computer’s hard drive could be five terabytes (TB)

Common Storage Devices Include: internal hard drive device in the computer used to store programs and files external hard drive device which connects to the computer through a port, with similar functionality as the internal hard drive network drive hard drive attached to a network, computers on the same network can access the drive USB (Flash) drive small, portable device which is attached to a USB port on the computer

Common Storage Devices Include: Memory card small card which can be inserted in a computer or device such as a digital camera DVD or CD storage disks which can be used for different file types Online storage (cloud storage) location on the Internet which allows users to save, access and share files typically requires a subscription or account through a service provider some examples include OneDrive, iCloud and Dropbox

Saving Allows the file to be available for future use by storing it on a storage device or computer

Saving Files For the first time involves: naming the file in the File Name Box selecting a file type in the File Type drop down choosing a storage location

Saving Files Should be completed after any change is made to the file saving changes updates the previously saved version of the file with the most recent changes Use the Save icon on the Quick Access Toolbar to complete a quick save or the keyboard shortcut Control S.

Files Are saved as different file types depending on the application used to create, save and open the file Have file extensions which indicate the file type for example, a file created in Word 2016 has a .docx file extension File Type- format in which a file is stored; typically corresponds to the program used to create the file File Extension- a dot followed by three or four characters at the end of the file name used to show the file type

Portable Document Formats Common File Types File Type File Extension Word 2007 to 2016 Documents .docx Word 2007 to 2016 Templates .dotx Text Files .txt Portable Document Formats .pdf Web Pages .htm Word documents can be saved in a variety of file types including Word documents, PDFs, web pages and text files. Word can open documents saved in compatible file types including text files, web page files, XML files and files created in other versions of Word. Compatible files open in Compatibility Mode in Word (which shows in the title bar of the program).

Saving as a Different File Type Can be completed by: selecting the file type in the Save As window utilizing the Export option in Backstage View

Show the Saving Documents video segment. Instructions: Show the Saving Documents video segment.

Documents Remain open on the screen until they are closed Can be closed by clicking on the Close button if the file has not been saved or changes have been made and not saved, users will be prompted to save if the file has been saved, the document will close

Reopening Word Documents Can be completed by: using the Open command in Backstage View clicking the icon for the document in its saved location right-clicking on the icon for the document and choosing the Open option

PDF Documents Can be opened and edited in Word the PDF Text Reflow feature in Word takes information from the PDF file, such as text, graphics and tables and converts the content so it can be modified in a Word document after the conversion, some content may not look exactly the same, but users can edit and adjust formatting to change the layout

Show the Closing & Reopening Documents video segment. Instructions: Show the Closing & Reopening Documents video segment.

Documents Can be distributed or shared in a variety of ways such as: printing sharing through e-mail

Printing Can be completed by utilizing the Print option in Backstage View contains options for adjusting printing settings The keyboard shortcut for printing is Control P. Pressing this shortcut will automatically open the Print option in Backstage View.

Print Option Layout Print Button Number of Copies Selected Printer starts the print job Number of Copies specifies the number to be printed Selected Printer shows printer to be used Printer Properties opens printer settings Page Settings shows options related to how the document will print on the page Page Setup opens additional page settings Print Preview shows how the document will look when printed

E-mailing Can be completed by utilizing the Share option in Backstage View contains options for sharing the document including e-mailing in different formats

E-mailing Documents Can be completed by: sending a Word document as an attachment sending a PDF version of the document as an attachment sending an XPS version of the document as an attachment

Show the Distributing Documents video segment. Instructions: Show the Distributing Documents video segment.

Acknowledgements Director of Brand Management Megan O’Quinn Graphic Editors Hilary Jasper, Megan O’Quinn Videography/Post Production Jake Saye Video Narrator Lora Cain Quality Control Director Angela Dehls Collaborators Stephanie Tullis Business & Computer Technologies Educator V.P. of Brand Management Clayton Franklin Executive Producer Gordon W. Davis, Ph.D. © MMXVIII CEV Multimedia, Ltd.