objectives

Objectives© Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives

Chapter 9: Maintaining DocumentsPerformance Objectives

Maintain Documents Use Print Screen Create a Folder Rename a Folder Select Documents Delete Documents Copy and Move Documents Rename Documents Delete a Folder

Use Open Button Options Open Multiple Documents CHECKPOINT 1 Change Dialog Box Views Share Documents Create a Document Using a

Template CHECKPOINT 2


Maintain Documents

Many file (document) management tasks in Word can be completed at either the Open or the Save As dialog box.

These tasks include copying, moving, printing, and renaming documents; opening multiple documents; and creating new folders and renaming existing folders.


Use Print Screen

Keyboards contain a Print Screen button that you can use to capture the contents of the screen into a file.

That file can then be inserted in a Word document. The Print Screen feature is useful for file management in that

you can print folder contents that help you keep track of documents and folders.


Use Print Screen…continued

To use the Print Screen key, display the desired information on the screen and then press the Print Screen key on your keyboard (generally located in the top row).

When you press the Print Screen key, nothing seems to happen but, in fact, the screen image is captured in a file that is inserted in the Clipboard.

To insert this file in a document, click the Paste button in the Clipboard group in the Home tab.


Create a Folder

Word documents, like paper documents, should be grouped logically and placed in folders.

The main folder on a storage medium is called the root folder, and you can create additional folders within the root folder.

At both the Open and Save As dialog boxes, documents display in the Content pane preceded by the document icon; folders display preceded by the folder icon.


Create a Folder…continued

To create a folder using the Open dialog box:1. Display the Open

dialog box.2. Click the New folder

button.3. Type the folder

name.4. Press Enter.

New folder button


Create a Folder…continued

Navigation pane

Toolbar

Address bar

To open a document, double-click the document name in this Content pane.

Preview pane


Rename a Folder

To rename a folder using the shortcut menu:1. Display the Open

dialog box.2. Right-click the folder.3. Click Rename at the

shortcut menu drop-down list.

4. Type a new name for the folder.

5. Press Enter.

Type a new name for the folder.


Select Documents

You can complete document management tasks on one or more selected documents.

To select one document, display the Open dialog box and then click the desired document.

To select several adjacent documents (documents that display next to each other), click the first document, hold down the Shift key, and then click the last document.

To select documents that are not adjacent, click the first document, hold down the Ctrl key, click any other desired documents, and then release the Ctrl key.


Delete Documents

To delete a document using the Organize button in the Open dialog box:1. Display the Open dialog

box.2. Click the document name.3. Click the Organize button.4. Click Delete at the drop-

down list.5. Click Yes. Organize button


Delete Documents…continued

To delete a document using the shortcut menu in the Open dialog box:1. Display the Open dialog

box.2. Right-click the document

name.3. Click Delete at the

shortcut menu.4. Click Yes. shortcut menu



When you delete a document from your storage medium, it is deleted permanently.

In contrast, documents deleted from the hard drive are automatically sent to the Windows Recycle Bin.

If you accidentally delete a document to the Recycle Bin, it can be easily restored.

To free space on the drive, empty the Recycle Bin periodically.



To empty the Recycle Bin, complete the following steps:1. Display the Windows desktop. If necessary, turn on the computer and

Windows will open. If you are currently working in Word, click the Minimize button at the right side of the Title bar. The Minimize button is marked with a single underline symbol ( _ ).

2. At the Windows desktop, double-click the Recycle Bin icon (usually located at the left side of the desktop).

3. At the Recycle Bin window, click the Empty the Recycle Bin button.4. At the question asking if you are sure you want to empty the Recycle

Bin, click Yes.



A document or selected documents can also be restored from the Recycle Bin. To do this, complete the following steps:1. At the Windows desktop, double-click the Recycle Bin icon.2. At the Recycle Bin window, click the document to be restored. (If you

are restoring more than one document, hold down the Ctrl key while clicking the desired documents.)

3. Click the Restore this item button. (If more than one document is selected, the button name changes to Restore the selected items.)


Copy and Move Documents

To copy a document using the shortcut menu:1. Display the Open dialog box.2. Right-click the document

name.3. Click the Copy option from

the shortcut menu.4. Navigate to the desired

folder.5. Right-click a blank area of

the dialog box.6. Click the Paste option.

Copy option


Copy and Move Documents…continued

To move a document using the shortcut menu:1. Display the Open dialog box.2. Right-click the document

name.3. Click the Cut option from

the shortcut menu.4. Navigate to the desired

folder.5. Right-click a blank area of

the dialog box.6. Click the Paste option.

Cut option


Rename Documents

To rename a document using the Organize button:1. Display the Open dialog

box.2. Click the document

name.3. Click the Organize

button.4. Click the Rename option

at the drop-down list.5. Type a new name.6. Press Enter.

Rename option


Delete a Folder

To delete a folder using the Organize button:1. Display the Open

dialog box.2. Click the folder name.3. Click the Organize

button.4. Click the Delete

option at the drop-down list.

5. Click Yes. Delete option


Use Open Button Options

Click the Open button arrow in the Open dialog box and a drop-down list displays with options for specifying how you want to open the document.

Open button arrow


Open Multiple Documents

To open multiple documents:1. Display the Open

dialog box.2. Select the desired

documents.3. Click the Open button.

selected documents

Objectives© Paradigm Publishing, Inc. 22

CHECKPOINT 11) This is the name for the main

folder on a storage medium.a. standardb. defaultc. rootd. normal

3) Use this key to select files that are not adjacent.a. F1b. Altc. Ctrld. Shift

2) You can rename a file using the shortcut menu or this button in the Open or Save As dialog box.a. Organizeb. New folderc. Contentsd. Navigation

4) Use this option to move a document.a. Renameb. Cutc. Copyd. Locate

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Change Dialog Box Views

To change the dialog box view:1. Display the Open

dialog box.2. Click the Change your

view button arrow.3. Click the desired view

at the drop-down list.

Change your view button arrow


Change Dialog Box Views…continued

Choose one of the icon options (extra large, large, medium, or small) to display folders and documents as icons in the Content pane.

With the List option selected, folders and documents display in the Content pane listed in alphabetical order by name.

Choose the Details option to display additional information about documents and folders, such as the folder or document type and modification date, as well as document size.



With the Tiles option selected, folders and documents display as icons along with information on folder or document type and size.

Choose the Content option and the document name displays along with the author’s name, date the document was modified, and the document size.

You can cycle through the various views by clicking the Change your view button. Each time you click the button, the next view displays. Continue clicking the Change your view button until the desired view is selected.



To display the document properties:1. Display the Open dialog

box.2. Click the desired

document.3. Click the Organize

button.4. Click the Properties

option.

Properties option



properties dialog box



To change the dialog box layout:1. Display the Open

dialog box.2. Click the Organize

button.3. Point to the Layout

option.4. Click the desired

option.Layout option


Share Documents

With the Send Using E-mail option selected, this section displays options for sending the document as an e-mail attachment, as a PDF or XPS attachment, or as an Internet fax.


Share Documents…continued

Send a Document Using E-mail With the Send Using E-mail option selected in the Save & Send

category, options for sending a document display, such as sending a copy of the document as an attachment to an email, creating an email that contains a link to the document, attaching a PDF or XPS copy of the open document to an email, and sending an email as an Internet fax.

To send the document as an attachment, you need to set up an Outlook email account.

If you want to create an email that contains a link to the document, you need to save the document to a web server.



Send a Document Using E-mail…continued With the remaining two options in the Send Using E-mail

category of the Save & Send tab Backstage view, you can send the document in PDF or XPS format.

The letters PDF stand for portable document format, which is a document format developed by Adobe Systems® that captures all of the elements of a document as an electronic image.

An XPS document is a Microsoft document format for publishing content in an easily viewable format.

The letters XPS stand for XML paper specification, and the letters XML stand for extensible markup language, which is a set of rules for encoding documents electronically.



Save to SkyDrive If you want to share documents with others, consider saving

documents to SkyDrive, which is a file storage and sharing service that allows you to upload files that can be accessed from a web browser.

To save a document to SkyDrive, you need a Windows Live ID account.

If you have a Hotmail, Messenger, or Xbox LIVE account, you have a Windows Live ID account.



Save to SharePoint Microsoft SharePoint is a collection of products and software

that includes a number of components. If your company or organization uses SharePoint, you can save

a document in a library on your organization’s SharePoint site so you and your colleagues have a central location for accessing documents.



Save a Document as a Blog Post You can save a Word document as a blog post with the Publish

as Blog Post button in the Save & Send tab Backstage view. To save a blog post, you must have a blog site established. Click the Publish as Blog Post button and information about

supported blog sites displays at the right side of the Save & Send tab Backstage view.



To save a document in a different format:1. Click the File tab.2. Click the Save & Send tab.3. Click the Change File Type

option in the File Types category.

4. Click the desired option in the Document File Types section.

5. Click the Save As button.

Save & Send tab



Document File Types section



Additional file types are available in the Other File Types section.

If you need to send your document to another user who does not have access to Microsoft Word, consider saving the document in plain text or rich text file format.

Use the Plain Text (*.txt) option to save the document with all formatting stripped, which is good for universal file exchange.

Use the Rich Text Format (*.rtf) option to save the document with most of the character formatting applied to text in the document such as bold, italic, underline, bullets, and fonts, as well as some paragraph formatting such as justification.



To save a document in a different format at the Save As dialog box:1. Open the document.2. Click the File tab.3. Click the Save As button.4. Type a document name.5. Click the Save as type

option button.6. Click the desired format

at the drop-down list.7. Click the Save button.

Save as type drop-down list



To save a document in PDF/XPS format:1. Open the document.2. Click the File tab.3. Click the Save & Send

tab.4. Click the Create a

PDF/XPS Document option.

5. Click the Create a PDF/XPS button.

(continues on next slide)

Create a PDF/XPS button



6. At the Publish as PDF or XPS dialog box, specify if you want to save in PDF or XPS format at the Save as type option button.

7. Click the Publish button. Publish button



If you save the document in PDF format, the document opens in Adobe Reader, and if you save the document in XPS format, the document opens the XPS Viewer window.

You can open a PDF file in Adobe Reader or in your web browser, and you can open an XPS file in your web browser.


Create a Document Using a Template

Word includes a number of template documents formatted for specific uses.

Each Word document is based on a template document, with the Normal template the default.

With Word templates, you can easily create a variety of documents such as letters, faxes, and awards, with specialized formatting.


Create a Document Using a Template…continued

To create a document using a template:1. Click the File tab.2. Click the New tab.3. Click the Sample

templates button.4. Double-click the

desired template.Sample templates button


Create a Document Using a Template…continued

If you are connected to the Internet, you can download a number of predesigned templates that Microsoft offers.

Templates are grouped into categories, and the category names display in the Office.com Templates section of the New tab Backstage view.

Click the desired template category and available templates display.

Click the desired template and then click the Download button.

Objectives© Paradigm Publishing, Inc. 45

CHECKPOINT 21) If you want to share documents,

consider saving documents to this file sharing service.a. Blog Postb. SkyDrivec. E-maild. File Sharer

3) Word includes a number of these documents formatted for specific uses.a. PDFb. Rich Textc. Plain Textd. templates

2) Use this option to save the document with all formatting stripped.a. PDFb. Rich Text Formatc. Plain Textd. XPS

4) This is the name of the default template used in Word.a. Normalb. Defaultc. Officed. Standard

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objectives

Documents

adjacent documents documents

folder contents

folder icon

root folder

main folder

desired documents

print screen key

selected documents