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Word for Mac 2011 Essential Training

Opening, saving, and closing documents


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Word for Mac 2011 Essential Training

with Maria Langer

Video: Opening, saving, and closing documents

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.
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  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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Word for Mac 2011 Essential Training
7h 3m Beginner Oct 28, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Navigating the interface
  • Using the Document Gallery
  • Inserting, deleting, moving, and copying text
  • Finding and replacing text
  • Undoing and repeating actions
  • Setting paragraph alignment, line spacing, and indentation
  • Working with cell and tab tables
  • Applying styles and themes
  • Adding headers and footers
  • Inserting images in a document
  • Building outlines
  • Tracking changes
  • Printing documents, envelopes, and labels
Subjects:
Business Word Processing
Software:
Office Word Word for Mac Office for Mac
Author:
Maria Langer

Opening, saving, and closing documents

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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