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Chapter 9 Maintaining Documents

3 Managing Files As with physical documents, folders, and filing cabinets, electronic files and folders must be well organized to facilitate the retrieval of documents. Create folders to store files in a specific location. Copy, move, and rename documents. Use a Word template to create a predesigned document, sometimes with text placeholders or starter text.

4 Managing Files Many file (document) management tasks can be completed in either the Open or Save As dialog box. There are slight differences in working with files and folders in the Open and Save As dialog box when using Word on a Windows XP system versus a Windows Vista system.

5 Creating a Folder Folders store files in logical groups on the hard disk. Create folders to organize your files. In the Open and Save As dialog boxes, documents are identified with document icons: Folders are identified with folder icons: XPVista

6 Creating a Folder Click the Create New Folder button (XP) or New Folder button (Vista). In XP, the New Folder dialog box appears. Type the folder name and click OK. In Vista, the new folder appears in the list box. Type a name and press Enter.

7 Navigating to a Folder In XP, use the Look in list in the Open dialog box and the Save in list in the Save As dialog box to navigate to a folder. In Vista, use the Folders list and Address bar to navigate to a folder. To make the previous folder the active folder in XP, click the Up One Level button: To make the previous folder the active folder in Vista, click the folder name in the Address bar: Use the Back button on either operating system to redisplay a previously active folder.

8 Renaming a Folder You can rename a folder in the Open or Save As dialog box. Right-click the folder in the list, and click Rename in the shortcut menu. Type a new folder name and press Enter. You also can start a rename for the selected folder by clicking Tools and then Rename (XP), or Organize and then Rename (Vista).

9 Selecting Documents To select a document in the Open or Save As dialog box, click the document after navigating to the folder. To select multiple adjacent documents, click the first document, press and hold the Shift key, and click the last document. To select documents that are not adjacent, click the first document, press and hold the Ctrl key, click other documents to select, and release the Ctrl key.

10 Deleting Documents To delete a document in the Open or Save As dialog box, right-click the document and click Delete, and then click Yes to confirm the deletion. In XP, select the document, click the Delete button on the dialog box toolbar, and click Yes. In Vista, click the Organize button, click Delete, and click Yes to confirm the deletion.

11 Deleting from the Recycle Bin Deleting files from the hard disk by default places them in the Recycle Bin on the desktop. Deleting from removable media like a USB flash drive does not place files in the Recycle Bin. To permanently delete a file, empty the Recycle Bin after deleting it. Right-click the Recycle Bin icon on the desktop, and click Empty Recycle Bin. Click Yes to confirm the deletion.

12 Restoring from the Recycle Bin Restore a file from the Recycle Bin to return it to the folder location from which you deleted it. Double-click the Recycle Bin icon on the desktop. In the Recycle Bin window, right-click the file to restore, and click Restore.

13 Checkpoint What is the purpose of creating folders on a disk? Name at least one difference between the Word 2007 Open and Save As dialog boxes in Windows Vista versus Windows XP. How do you create a new folder in the Save As or Open dialog box? How do you rename a folder? Why might you want to select more than one document? Where are documents deleted from the hard disk placed? How do you restore a file?

14 Copying a Document You can copy one or more documents to the same folder or another folder in the Save As or Open dialog box. Select the file(s) to copy, right-click the selection, and click Copy. Navigate to the destination folder if needed, right-click a blank area in the list, and click Paste.

15 Moving a Document Moving a document in the Save As or Open dialog box is similar to copying. Select the file(s) to move, right-click the selection, and click Cut. Navigate to the destination folder, right-click a blank area in the list, and click Paste.

16 Renaming a Document Renaming a file in the Save As or Open dialog box change the name but leaves the file in its current folder. In XP, select the file, click the Tools button, and click Rename. Type the new name, and press Enter. In Vista, select the file, click Organize, and click Rename. Type the new name, and press Enter.

17 Deleting a Folder Delete a folder and its contents in the Save As or Open dialog box using the same method as for deleting a document. Be sure that you want to delete the folder and all of its contents. Right-click the folder to delete and click Delete, and then click Yes to confirm the deletion. In XP, select the folder, click the Delete button on the dialog box toolbar, and click Yes. In Vista, click the Organize button, click Delete, and click Yes to confirm the deletion.

18 Opening Multiple Documents You can open multiple documents at once from the Open dialog box. Select all the documents to open, and then click the Open button.

19 Printing Multiple Documents You can print multiple documents at once from the Open dialog box. Select all the documents to print, right-click, and then click Print in the shortcut menu.

20 Changing Dialog Box Views In both XP and Vista, you can change how folders and files are displayed in the Open and Save As dialog box. The List choice displays the file or folder name and a small icon. The Details choice adds information such s the document size to the list. The Tiles choice displays a larger icon and brief information about each item.

21 Changing Dialog Box Views From there, views in XP and Vista vary, with XP offering thumbnail choices and Preview and Properties views, and Vista offering other icon sizes. Click the View button on either operating system to cycle through the views. To change the view in an XP dialog box, click the Views button on the dialog box toolbar, and click the desired view.

22 Changing Dialog Box Views To change the view in a Vista dialog box, click the Views button down arrow, and drag the slider to specify the desired view.

23 Adding Folders to the Side Bar A side bar that contains buttons for displaying specific folders or locations displays at the left side of the Open and Save as dialog boxes in XP. Click an item in the side bar to display its contents in the dialog box list. Adding one of your own folders to the side bar makes the folder contents easier to access. Select the folder in the list, right-click a blank area in the side bar, and click Add ‘folder name’ in the shortcut menu.

24 Adding Folders to Favorite Links List Under Vista, the Open and Save As dialog boxes offer a Favorite Links list at the left to speed navigation. Click an item in the Favorite Links list to display its contents in the dialog box list. To add a folder, select the folder in the list, drag it over the Favorite Links list, and release the mouse button.

25 Checkpoint Describe how to move or copy a document in the Save As or Open dialog box. How do you rename a document in one of the dialog boxes? How do you open or print multiple documents from the Open dialog box? Why might you want to change dialog box views? How do you make it more convenient to display the contents of a particular folder?

26 Saving a Document in a Different Format Word 2007 by default saves each file in its.docx document format. The Word document format is not compatible with previous versions of Word or other applications. To save to another file format, click the Office button, point to Save As, and click a format in the list that appears. Also choose a format from the Save as type drop-down list in the Save As dialog box.

27 Saving for an Earlier Word Version Word 2007 can open files saved in previous Word versions, and displays [Compatibility Mode] beside the document name in the title bar. Some Word 2007 features are not available in [Compatibility Mode]. To save a Word 2007 file for use in the Word 97 through 2003 versions, click Office button, point to Save As, and click Word Document. Or, choose Word Document (*.doc) from the Save as type list in the Save As dialog box.

28 Saving for an Earlier Word Version

29 Saving in Plain and Rich Text Formats To share a document with a user who doesn’t have access to Word, save in plain text or rich text format. Plain text format eliminates all formatting and is more universal. Rich text format retains most character formatting such as fonts, boldface, and bullets, and some paragraph formatting. To save a document in one of these formats, choose Plain Text (*.txt) or Rich Text Format (*.rtf) from the Save as type drop-down list.

30 Saving in Plain and Rich Text Formats

31 Saving in PDF Format Portable document format (PDF) developed by Adobe. Most computers have the Adobe Acrobat Reader software for opening PDF files installed, so that makes the format widely used for transferring documents to other users. To install the add-in for saving Word documents as PDFs from the Microsoft Web site, click Office button, Save As, and then click Find add- ins for other file formats.

32 Saving in PDF Format After installing the add-in, click the Office button, point to Save As, and click PDF or XPS.

33 Saving in PDF Format Enter the file name in the Save As dialog box and then click Publish to finish saving the PDF file.

34 Creating a Document Using a Template Blank Word documents use the Normal template. Other templates supply specialized formatting, placeholders, and starter test for creating letters, faxes, awards, and other specialized documents. Use the New Document dialog box to select a template. Additional templates are available from Microsoft Office Online, and you can select these directly from the New Document dialog box as well by browsing under Microsoft Office Online in the left pane.

35 Creating a Document Using a Template Click Office button, and then click New. Click Installed Templates in the left pane under Templates. Double-click the thumbnail for the template to use.

36 Checkpoint What file name extension do Word 2007 documents have? How do you save a file to use it in a previous Word version? Name one situation where you might want to save a document in plain test or rich text format. What do you need to do in order to save a document as a PDF file from Word 2007? What does a template provide for a new document?

37 Wrap Up Organizing documents in folders makes them easier to find when needed. You can perform a number of file and folder operations in the Save As and Open dialog boxes. The Save As and Open dialog boxes work slightly differently when using Word on an XP system versus a Vista system. Create a new folder to set up a new storage location. Select one or more documents or folders to perform operations like deleting, copying, and moving them. Deleting a file or folder from the hard disk places it in the Recycle Bin, from which you can restore it. You can open or print multiple documents from the Open dialog box. Use the Views choice to change how the Open or Save As dialog box lists documents and folders. Save a file in a different format to use it in another application such as an earlier Word version. Use a template to create a predesigned document.