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Saving a Word document for yourself or others

From: Word 2010 Essential Training

Video: Saving a Word document for yourself or others

After you create or edit a Word document, you'll want to save it. Actually, you should save a document frequently while you're working on it to avoid losing your work if the power goes out, or if you're interrupted and simply walk away and forget. You can save a document in different formats so that other users can open the document, even if they don't use Word 2010. So let's take a look at the different ways that you can save a document in Microsoft Word. The easiest way to save a document is simply to click the Save button on the Quick Access toolbar, or choose File > Save, or hold Ctrl and hit the letter S.

Saving a Word document for yourself or others

After you create or edit a Word document, you'll want to save it. Actually, you should save a document frequently while you're working on it to avoid losing your work if the power goes out, or if you're interrupted and simply walk away and forget. You can save a document in different formats so that other users can open the document, even if they don't use Word 2010. So let's take a look at the different ways that you can save a document in Microsoft Word. The easiest way to save a document is simply to click the Save button on the Quick Access toolbar, or choose File > Save, or hold Ctrl and hit the letter S.

Any of those will open the Save As dialog box. Choose a location for your document, here at the top. If you're the only person using the document, once you've entered a File name, this is all you need to know, that a File name that Word automatically entered was the text in my very first line of my document. It will choose text until it either runs into where you've pressed Enter or where you have some punctuation. So, for example, if we had Galleries in Word 2010 - a retrospective, we would still see just Galleries in Word 2010 as our title.

So I have a location. I have a title. I'm going to click Save. And I'm all set. If I'm the only person using this document, I can just go back in Recent. I can find it anytime I want to. I can pin it, or its file location here. I can pin the document in Windows 7 on the Word Application menu. But what if I want to share this document with some other people? Well, first, I might want to save this document with people who haven't yet upgraded to Word 2010. And so I can always save this document as what's called a compatible document.

I can go to File and Save As, or I can go to Save & Send. I have a couple of different choices. If I go to Save & Send, I can Change the File Type, and I have the choice of Word 97-2003 document right here. I also have the ability to save this using the OpenDocument format, which makes it easy to open in a whole wide range of applications including, for example, WordPerfect and Google Docs. I can save it as Rich Text, which is less formatting, and which would allow me to open this document in WordPad.

So all of these choices are available under Save & Send > Change File Type. If I know my File Type, I can also simply choose Save As. And I can choose a specific File Type, a Word 97-2003 document, for example, a PDF document, a Microsoft Works document. Once I've chosen, for example, a Word 97- 2003 document, and I choose Save, I now have a document in Compatibility mode. I actually have two documents.

One is the document that we're saved as a Word 2010 document, and its extension will be .docx. And I have the same document saved in a compatible format, the one I see on my screen now, that will have the file extension of .doc. Maybe I want to save this document in such a way that the user who receives it won't necessarily be able to edit it. It's not important that they edit it. And I don't necessarily know they have Microsoft Word. Or I want to send this document to somebody so that they can't edit it at all.

And I don't care what they have on their computer. I just want to make sure that they can't alter the document that I'm sending them. In either of those cases, I'm better off saving this document as either a PDF or an XPS. A PDF document is the document that I will read or display on my screen using a free Reader that's available widely from Adobe. The document is going to look the same whether it's opened here or on a Mac, on a Linux system, any kind of computer. And it's hard to change the content, unless you happen to have a product from Adobe that will do that.

If I send this document as an XPS document, this is a relatively new format. Like PDF, it's read-only. It's uneditable. However, this document will open in a browser. So I don't even have to download Adobe Acrobat Reader in order to view this document. So let's take a look at saving this document, for example, as an XPS or as a PDF. I can do that here to send them through e-mail. I can do it on this File Types link, if all I want to do is create the PDF or XPS and not send it by e-mail yet.

And I can simply click. And it will ask me do I want to save a PDF or an XPS, two limited choices, so let's save an XPS document. Let's open the file after publishing. And let's see what that's going to look like. And again, what I'm going to have is a document that is well-formatted, just as it is in Word. And it opens up in a browser on most computers, or in an XPS Viewer. Again, this is optional because I'm running Windows 7. But this is a widely usable document.

My other choice, knowing my File Type, was to go backstage to File > Save As and to simply choose on my list XPS, for example, or PDF. Now let's say I add some more text to my document, and I want to save it again. If I click Save, this document will be saved using the same name, Galleries in Word 2010, in the same location I saved it in the first time. And I don't need to do anything else to save this document with this file format, with this name in this location.

But perhaps I want to change the File Location, I want to change the file name, or I'd like to change the File Type. In any of those events, I'm going to choose File > Save As and make some changes here in Word Backstage to change either the location of the file to a new folder, to change the File Type, or to edit and change the File name. When I do that, I will end up having two copies of this file, one with the old name, location or file type and another with the new name, location and/or file type.

Remembering that Word 2007 and 2010 use newer file formats than older versions of Word, you may be opening a lot of documents in Compatibility mode in your organization for awhile. Some Word 2010 features are not available in Compatibility mode, the features that don't exist in the older version of Word. For example, Text Effects here is grayed out while we're in Compatibility mode because it's not available as an option. If all the people who use a document finally moved to Word 2007 or 2010, then you can convert this document to a newer format, and all of the newer features will be available for you to use.

Whether you're saving a document for your own use or saving it to share with others, Word 2010 provides appropriate file formats for saving and sharing your document.

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This video is part of

Image for Word 2010 Essential Training
Word 2010 Essential Training

89 video lessons · 56874 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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