Saving
Files
Microsoft
Word automatically saves all your files as Word documents in a particular
location (default folder). This section describes how you can save a document
to a floppy disk and how you can save a file as something other than a
Word document (as an earlier version of Word or as a WordPerfect document,
for example).
Note:
Instructions for saving a Word document file without specifying a location
(i.e., saving to the default location) are described in the "Saving
a Document" section of "Bare Bones Basics".
Saving
a File to a Floppy Disk
Do
the following in order to save a file to a floppy disk.
-
Make sure the file you want to save is open on your computer screen.
-
If you want to keep a file on your computer's hard disk as well as saving
it to a floppy disk, save the file as you normally would before continuing.
-
Place a formatted disk in the floppy disk drive.
-
Click File on the Menu Bar and choose (click) Save As.
-
In the "Save As" dialog box, click in the "Save in:" menu box or on
the arrow to the right of the menu box to see the hierarchy of disk
drives and folders on your computer.
-
Select (click) the drive to which you want to save the document
"3 1/2 inch floppy (A:)" or "Removable disk (D:)", for example.
-
Make sure you also give the file a name, and then click the Save
button.
Notes:
-
Once you have selected the A (or B) drive for saving a file, that drive
will remain selected until you exit Word. If you want to save a file
to the default location (such as the Personal folder on the C drive),
choose the appropriate location from the "Save in:" list in the "Save
As" dialog box.
-
On some campus computers, the default location for saving a document
is the "3 1/2 inch floppy (A:)" disk drive (in a student computer
workroom, for example). If "3 1/2 inch floppy (A:)" is the "Save in:"
area at the top of the "Save As" dialog box, all you have to do is make
sure you insert a formatted disk into the disk drive and name the document
before saving.
-
If "3 1/2 inch floppy (A:)" is the drive specified and you don't have
a disk in that drive, you'll get an error message telling you the "Selected
floppy disk drive is not in use" and to "Check to make sure a floppy
disk is inserted."
Saving
a File as Something Other Than a Word 2002 Document
When you are
working in Word, the program assumes you want to save what you are working
on as a Word document (and most of the time you do!), so that is the file
type displayed in the "Save as type:" area at the bottom of the "Save As"
dialog box (see Figure 2, below). Sometimes, though, you may want to save
your document in some other format. For example, if you use Word 2002 on
campus and use a version earlier than Word 97 (or some other word processor
altogether) at home, you may need to save a file in a different format so
that it will open properly in your other word processor.
To save a
document as something other than a Word 97/2000/2002 document, do the
following.
Preparatory
Steps:
- Make
sure the file you want to save is open on your computer screen.
- If you
want to save the file as a Word 2002 file as well as some other file
type, save the file as you normally would before continuing — or save
to floppy disk (see instructions above).
- If you
want to save the file to a floppy disk (and it's likely that you do
since you probably want to transport the file to another computer),
place a formatted disk in the floppy disk drive.
File-Saving
Procedure:
- Click
File on the Menu Bar and choose (click) Save As.
- In the
"Save As" dialog box, click in the "Save as type:" menu box or on the
arrow to the right of the menu box to see a list of the file types you
can choose from.
- Use the
scroll bar (if necessary) to find the file type you want and click the
file type to select it. If you don't find the word processor you want,
choose Rich Text Format.
- If you're
saving to a floppy disk, be sure to make the appropriate choice from
the "Save in:" menu [e.g., "3 1/2 inch floppy (A:)"].
- Type
a file name in the "File name:" text box. The appropriate extension
will for the file type chosen will be associated with the file automatically
(even if you don't see it!).
- When
you are finished, click the Save button to complete the "save
as" procedure.
Deleting
Documents
When you no
longer need a document it is a good idea to delete it. You can delete a
document in six easy steps.
- Make
sure the document you want to delete is not open. If the file is open,
Word will not allow you to delete it.
- Click
the Open button on the Standard Toolbar.
- Locate
and select (i.e., click once to highlight) the name of the document
you want to delete. If you would like to delete several files at the
same time, you can hold down the CTRL key and click the name of each
file until all to be deleted are highlighted.
- Click
the stylized X button at the top of the dialog box (or tap the
DELETE key on your keyboard).
- A dialog
box will appear asking if you're sure you want to send the file(s) to
the Recycle Bin. If you want to delete the file(s), click the Yes
button. If you have changed your mind and don't want to delete the file(s),
click the No button.
- When
you're finished, click the Cancel button in the Open dialog box
(this will not cancel your deletions).
How
to Restore a Deleted File
If you delete
a file by mistake, you can restore it from the Windows Recycle Bin (unless
you've emptied the Recycle Bin since you deleted the document).
- Right-click
the Recycle Bin and choose Open from the pop-up menu that appears.
- Click
the name of the file you want to restore. You can select more than one
document by holding down the CTRL key and clicking the name of each
file until all to be restored are highlighted.
- Click
File on the menu bar and choose Restore. The highlighted
file will be restored to the folder from which it was deleted. If you
highlighted several file names, all will be restored to the appropriate
folders.
File
Management Tips
The following
ITR training guides provide additional information about both Windows
and Office file management:
Windows
2000: Introduction to Windows
2000 File Management
Windows
NT/95:
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