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Objectives
Chapter 9: Maintaining Documents
Performance Objectives
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Maintain Documents
Use Print Screen
Create a Folder
Rename a Folder
Select Documents
Delete Documents
Copy and Move Documents
Rename Documents
Delete a Folder
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2
Use Open Button Options
Open Multiple Documents
CHECKPOINT 1
Change Dialog Box Views
Share Documents
Create a Document Using a
Template
CHECKPOINT 2
Objectives
Maintain Documents
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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.
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Use Print Screen
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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.
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Use Print Screen…continued
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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.
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Create a Folder
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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.
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Objectives
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
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Create a Folder…continued
Address bar
Preview pane
Toolbar
Navigation pane
To open a document,
double-click the document
name in this Content pane.
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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 dropdown list.
4. Type a new name for
the folder.
5. Press Enter.
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Type a new name
for the folder.
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Objectives
Select Documents
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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.
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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 dropdown list.
5. Click Yes.
Organize button
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Objectives
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
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Delete Documents…continued
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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.
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Delete Documents…continued
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To empty the Recycle Bin, complete the following steps:
1.
2.
3.
4.
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 ( _ ).
At the Windows desktop, double-click the Recycle Bin icon (usually
located at the left side of the desktop).
At the Recycle Bin window, click the Empty the Recycle Bin button.
At the question asking if you are sure you want to empty the Recycle
Bin, click Yes.
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Delete Documents…continued
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A document or selected documents can also be restored from
the Recycle Bin. To do this, complete the following steps:
1.
2.
3.
At the Windows desktop, double-click the Recycle Bin icon.
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.)
Click the Restore this item button. (If more than one document is
selected, the button name changes to Restore the selected items.)
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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
Copy
folder.
option
5. Right-click a blank area of
the dialog box.
6. Click the Paste option.
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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.
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Cut option
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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.
Rename
5. Type a new name.
option
6. Press Enter.
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Objectives
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 dropdown list.
Delete option
5. Click Yes.
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Objectives
Use Open Button Options
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Click the Open button arrow in the Open dialog box and a dropdown list displays with options for specifying how you want to
open the document.
Open button
arrow
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Objectives
Open Multiple Documents
To open multiple
documents:
1. Display the Open
dialog box.
2. Select the desired
documents.
3. Click the Open button.
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selected
documents
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CHECKPOINT 1
1) This is the name for the main
folder on a storage medium.
a. standard
b. default
c. root
d. normal
Answer
3) Use this key to select files that are
not adjacent.
a. F1
b. Alt
c. Ctrl
d. Shift
Answer
Next Question
2) You can rename a file using the
shortcut menu or this button in
the Open or Save As dialog box.
a. Organize
b. New folder
c. Contents
d. Navigation
Answer
Next Question
4) Use this option to move a
document.
a. Rename
b. Cut
c. Copy
d. Locate
Answer
Next Question
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Next Slide
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Objectives
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
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Objectives
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.
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Change Dialog Box Views…continued
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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.
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Objectives
Change Dialog Box Views…continued
To display the document
properties:
1. Display the Open dialog
box.
2. Click the desired
document.
3. Click the Organize
button.
Properties
option
4. Click the Properties
option.
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Change Dialog Box Views…continued
properties
dialog box
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Change Dialog Box Views…continued
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
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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.
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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.
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Share Documents…continued
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.
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Share Documents…continued
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.
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Share Documents…continued
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.
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Share Documents…continued
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.
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Share Documents…continued
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.
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Save & Send
tab
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Share Documents…continued
Document File
Types section
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Share Documents…continued
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.
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Share Documents…continued
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.
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Save as type
drop-down list
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Share Documents…continued
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.
Create a PDF/XPS
button
(continues on next slide)
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Share Documents…continued
6.
7.
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.
Click the Publish
button.
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Publish button
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Share Documents…continued
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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.
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Create a Document Using a Template
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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.
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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.
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Sample templates
button
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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.
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CHECKPOINT 2
1) If you want to share documents,
consider saving documents to this
file sharing service.
a. Blog Post
b. SkyDrive
c. E-mail
Answer
d. File Sharer
3) Word includes a number of these
documents formatted for specific
uses.
a. PDF
b. Rich Text
c. Plain Text
Answer
d. templates
2) Use this option to save the
document with all formatting
stripped.
a. PDF
b. Rich Text Format
c. Plain Text
d. XPS
Answer
4) This is the name of the default
template used in Word.
a. Normal
b. Default
c. Office
d. Standard
Next Question
Next Question
Answer
Next Question
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Next Slide
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