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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Once you've created a document you can work with it like any other file on your computer. You can open existing documents, save new documents or document you've changed, and close document windows when you've done working with them. Let's take a closer look. If you already have a document that's been created and saved on disk, you can either open it by double-clicking it in the Finder or you can do it from within Word. Just pull down the File menu and choose Open. You can use this Open dialog, which is very much like any other Open dialog you've worked within Mac OS, to navigate to the folder containing the item, In this case we're already here.
Select the item and then click Open. I want to point out here that Word supports a wide variety of document types. You can narrow down or expand the list of documents that appear here by choosing a different option from the Enable pop-up menu. So for example, I can look at All Readable Documents, I can only look at Word Documents, which would make that Excel document turn gray, or I can look for Text Files or certain type of Excel Files or anything like that. I'll leave this set to All Office Documents.
If you open an Office file that's not a Word file, for example this Excel file here, when you click Open, it offers to open it up in Excel. Now I don't want to do that right now, but if I did want to open the file I would just click Open in Excel. In this case, I'm going to click Cancel. The Open pop-up menu also gives you an opportunity to open the file three ways, and that's what this is all about. I can either open the original file, which would allow me to open it, make changes to it, save it with the same name or I can open a copy of the file which preserves the original file on disk.
If I choose Read Only, that would force me to save changes as a new file. Normally you'll pick Original. I should mention here that if you want to open a file that you recently had opened, you can pull down the File menu, choose Open Recent, and then pick the file that you want. Another way you can do that is to open up the document gallery by choosing New from Template and you'll see at the bottom of the list here, here are some files that have been opened recently and I can pick the one I want. You save a file with the Save As dialog. When you haven't yet saved a document you can display this dialog with two different menu commands.
You could choose File > Save or press Command+S, or you could choose File > Save As, Shift+Command+S and that will open up the Save As dialog. Again, when the document is brand-new, never been saved, either command will do the same thing. This document has already been saved so I'm just going to pick Save As to display that dialog. This is a pretty standard Save As dialog. Remember that if you need to expand the dialog, you can click this triangle. That toggles it between this expanded view and more collapsed view.
Sometimes you need the expanded view to access the directory's information here. You want to give the file a name and if you don't want that extension to show, you can click the Hide extension checkbox and that will hide it. We're going to leave that turned on. Then you'd use the directory portion of the dialog to choose a location to save the file. You can also specify a file format. In most cases you can leave it set to Word Document, but you can choose another format if you like. There are a number of different Word document formats. For example, Word 97-2004 is something you might want to select if you're going to share this file with a Word user who's using an older version of Word.
You can also save it as a template and if you do, it will automatically change the directory location to where the template file should be stored. If the document contains macros, you'd want to choose one of these two options to save the document with the macros, and later on I'll tell you more about the macro features of Word. Now Word always says "Compatibility check recommended," and frankly it's kind of bothersome. Basically if you're saving this document to be used with Word 2011 again, you don't need to check for compatibility.
The same goes if the document is very simple, maybe it just contains some formatted text, but if you need to hand the document off to someone else, you may want to run the compatibility check by clicking the button, where it will check the document and it will tell you if there is any compatibility issues found. It would appear up in this area here. There are no problems with this one, so I can click OK and then that message is gone away. If you click the Options button, you can access the Save options for Word and I'll tell you more about that in the Customizing Word chapter.
For now I'm going to just click Cancel. When you finish setting Options, you'd click Save. Let's do that with this and what it's telling me here is that this document already exists. Do I want to replace it? That's because I opened up a document and then I used the Save As dialog. In this case I do want to replace it. A couple of things happens. The first time you save a document and every time after that, the name of the document appears up here and also the icon for the document appears kind of bright.
Now if there were changes to this document, that icon would dim. Watch what happens when I insert a space character here. See how it got dim? That's because it's telling us that the document has unsaved changes. Now to save changes to the document, you pull down the File menu and you pick Save. If the document has already been saved, it's just saved again. It doesn't bother you with the dialog every single time you save it. You should try to do this frequently as you work, so you don't lose work in the event of a power failure or a computer crash.
Now if you decide you want to save the document with a new name or a new location, you could choose File > Save As and that'll force that dialog to appear again. You can then change the name, you could change the location on your disk, you could change the format, any kind of changes you need to make here, and there when you click Save, it would save that file. Keep in mind that when you click Save, you'll be saving a copy of the original file. The original will not be changed if you make changes to a new file.
When you've finished working with a file, you can close its document window. You could choose File > Close or press Command+W or if you prefer, you could just click the Close button on the title bar. If the document has unsaved changes, a dialog like this appears to warn you. You can then decide what you want to do. If you click Don't Save, it will close the window without saving your changes. If you click Cancel, it won't close the window at all and if you click Save, it'll save your changes to the document and then close it.
So in this video, we saw how to open, save and close documents. With the file related tasks out of the way, we're ready to get started creating documents with Word. That's up next.
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