Join Nick Brazzi for an in-depth discussion in this video Saving files within an application, part of Mac OS X Mavericks Essential Training.
Lots of applications on your computer involve composing and editing a document of some sort. Text documents, spreadsheets, presentations and much more. When you create a new document or edit an existing one. You have to be able to save that document in order to keep your changes. This is another one of those things that's pretty simple. But now that we're completely familiar with how the finder works, I want to dive in and talk about all the essentials of saving files, the obvious stuff and the not so obvious stuff. One thing you should know is that saving files works slightly differently in applications made by Apple compared to applications not made by Apple.
It's the same basic thing, with some interesting differences. So, let's start with an application that wasn't made by apple which is pretty popular, Microsoft Word. So, I'll go into Launchpad and I'm going to swipe through and I'm going to locate Microsoft Word and launch that. In this case, I want to start with a blank document. So, I'll double-click on blank word document here, and I'll type some text. Now that I've typed some text in to this document, I'm probably going to want to save it so that I can close it and come back to it later.
So, you're going to have to decide on two things. You'll have to decide on a name for this file and where you're going to save it. Remember, finder is your filing cabinet, and you've got to decide where in your filing cabinet this is going to go. So, let's go and save this file. I'm going to go into the File menu and hit Save. And here is where you'll give your document a name and decide where it's going to be saved. Now, it pulled the first line of text from my document to give it a name, but that's not what I want. So, let me change that. So, now I've given a name, and then I want to decide where I'm going to save it and if I hit this menu next to where.
I can see a bunch of folders on my computer and you should recognize these. This is my home folder and these are all the folders inside of my home folder. Now, documents might be a really good choice but I also might want to save this in some other folder that's not in this list. If I want to see more options, all I have to do is click this little triangle. It opens up this window bigger so, I can browse my entire hard drive. So, here I am in Documents, and I can select that on the Slide bar to make sure I'm inside of Documents, and I could save my document here, but I really want to do is, create a new folder.
So, instead of going out to finder to make the folder first. I can actually do that here in the Save window, I just hit New Folder, and I know this new folder will be created inside of Documents because that's the currently active folder. And, I'll type a name for this, and I'll hit Create. Now I'm inside of that folder, and I can hit Save. So, I'm going to go and quit word, I'll go into my hard drive and I'll go to Documents, and I'll find that folder we just made, and there's the document that I just saved. I can always double-click on it, and open it back up.
So, because I saved it, I'm right back here where I left off. Now that I'm back in the document, I may want to add some more information. Now that I've added more to the document, I want to point something out. Up here, when we look at the red, yellow, and green buttons, you see that there is a dot in the middle of the red button. That red button tells me that I have edited this document since the last time I saved it so, this is probably a good idea to save my changes. Now, I don't have to create this document, it already exists, so all I need to do is go in to the File menu, and when I hit Save, it just updates the changes to that document.
The dot inside the red button goes away, and I know that this document has been updated. I'll add a little bit more text here, and now I want to save this file again, but I don't want to save changes to the original file. Sometimes you want to create a new version of a document. And save it in another location while keeping the original document that you had. In order to do that all I need to do is go into the File menu and instead of hitting Save I'm going hit Save As. This will allow me to give my document a new name and a new location and without touching the original document I'll have this new document.
So, I'll just add at the end. Version 2, and this time I want to save it on the desktop. Instead of navigating into the Menu and choosing the desktop, there's a nice shortcut for that. If you want to say something directly to the desktop, you can just hold the Cmd Key on your keyboard, and hit D. So, Cmd+D will set it to save on the desktop. I'll hit Save. And there's that file on my desktop. And if I quit Word, and take a look at My Documents I can see that the original file that I had is still here in Documents, and version 2 is here on the desktop.
So, that's how you're going to save files in most applications, whether it's Microsoft Word, Excel, or any other application that you might create a document in. But, if you're using an application that's made by Apple, the process is going to work a little bit differently. So, let me launch Pages, which is a word processing application that's made by Apple. And we'll see the differences. I'm going to go ahead and open up a blank document, and I'll type a little bit of text. So, when I save the document, the process is the same. I go into the File menu, I hit Save. I'm going to go ahead and save this one on my desktop, so I'll just hit Cmd+D. Make sure desktop is active.
And I'll give this file a name. I'll just add pages into the file names so, I know it's a pages document, and I"ll hit save. There it is on the desktop. And if I make some changes, I can go into the File menu and I can hit Save here as well. Now, I want to point something out. Now that I've added some changes, I do not see the dot inside of the red button, that's one of the ways that applications made by Apple are a little bit different. But I do see up here next to the file name next to the file window, it says, edited.
So that when I hit Save, that word edited goes away so, that's how I know whether I've saved a file. Now let's do a Save As to save a version of this document. If I go into the File menu, you'll notice that Save As is not here. That's the other thing that's different in applications made by Apple. Now if you really like using the Save As function, you can get that. All you need to do is hold the Option key on your keyboard, and you can see Save As appears as an option. Let go of the Option key and it goes away. So, of course, there is that option there.
Let's talk about the way that these applications are designed to work. Instead of doing Save As, you can hit Duplicate and now I've got both documents open, I've got the original document and I have this new document and up at the top. The name of the file is an editable field so, I can make changes to it. So, I'll type in version 2 at the end and I'll hit the Return key. And now this file has been created. And because the last file I saved was saved on the desktop, this one has been saved on the desktop as well.
Now, up here where we see the file name, we've got some options here to save and rename the file, as well. So, if I hit this little triangle, I get this pop over. So, I can change the name of this file. So, what if I want to change it to version of 2013 earnings? I press Return. And I can click outside of the box and you can see that change has been made. I can also move this file. So, if I hit the triangle to open the popover again, it's current location is the desktop.
What if I change it to documents? You can see just that quickly, it's gone from the desktop, but if I go to My Documents folder. The file is right there. So, this popover, which is only in applications that are made by Apple, you've got some nice tools for saving, and changing the name of your document as well. So, generally you can see that saving documents is pretty easy, it's just important that you can chose a name for your document, and you can chose where you want to save that document. It's important that you know where you save your documents, so that you can find them later.
And there you go, now you can create and edit files and make sure you save your work along the way. Like so many things it's pretty easy, but it helps to know all of the angles.
- Installing and running Mavericks for the first time
- Connecting to the Internet
- Browsing through folders in the Finder
- Launching and managing applications
- Saving and searching for files
- Setting up iCloud and Apple ID accounts
- Browsing the web with Safari
- Using Mail, Calendar, and Contacts
- Messaging with iChat and Facetime
- Installing apps
- Sharing files and printer over a local network
- Backing up your Mac