Join Maria Langer for an in-depth discussion in this video Changing default saving options, part of Word 2013: Tips, Tricks, and Shortcuts.
One of the ways you could speed up your work with Microsoft Word is to modify Default File Saving options. These options control not only the location of files you save, but the format too. Let's take a look. I just created this document and I want to save it. So I'll click File and then I'll click Save. Because this file has never been saved, the Save As options appear. They enable you to choose a location and specify a name for the file.
I want to save to my computer, so I'll make sure computer is selected here on the left. When you save to your computer, Word displays a list of the recent folders you've accessed. Pinned folders are always listed at the top. I tell you about pinning and the recent files list in another video. After that, a recently accessed folders, followed by standard locations such as Documents and Desktop. To save your document into any of these locations, just click it in the list. Word opens a Save As dialogue box that you can use to save the file there.
But suppose the location you want to use is not listed. Let's click Cancel here. If the location you want to save the file into does not appear in the list, you can click the Browse button at the bottom of the window. This opens a Save As dialog box with the default save location shown. That's right up here. This location is pre-programmed into Word, and unless you've changed it, it should be the documents folder. This is great if this is where you like to save your documents, but suppose most of the time you save your new documents into a different folder.
Rather than using the Save As dialogue box to navigate to that folder every time you need to save the new file, you could set up words that it automatically goes to the folder that you specify when you click the browse button. Let's take this a step further. Note down here that the default file format is Word document. This is the current format which was introduced with Word 2007, but suppose the people you commonly exchange Word documents with are using an older version of Microsoft Office, perhaps office 2003.
If you need it to, you could save your word documents in Word 2003 format. All you do is click this menu to display options, and choose the option you want. Like maybe this one here. If you always did this, imagine what it pain it would be to have to choose this option every single time you saved a new document. Now I don't want to do that now, I just wanted to show you. So I'll keep the set the way it is. Let me show you how to change these two save options. The default file location and the default file format.
We'll click Cancel here. Back in the File options, we'll click the Options button. That displays the Word options dialogue. We want Save Options, so I'll click Save. I want to talk about three options here. The first is the Default File Location, which is right here. This is the Documents folder for your account on the computer. To change this, click the Browse button. And then you can use this dialog box to choose a new file location. Suppose we want to choose the root level of the Exercise Files folder on the desktop.
I can click Desktop in the column on the left, and then double-click Exercise Files to go into that folder. Once the folder I want to use as the default file location is open, I can click OK. And you could see that the default file location has changed. The next thing I want to show you is how to change the default file format. That option's appear at the top. I could choose a new file format from this list. Again I don't really want to do that. I want to take advantage of all the features of Microsoft Word 2013, and all of my document.
Saving it in an older format, could make some of those features unavailable. But if you are working in an environment where it was necessary to create older format files, for example this format here, or perhaps even plain text like this here or maybe even OpenDocument Text, which is here, you could change it to one of these formats. And you could always override this default in the Save As dialog box on a case by case basis when you save the file for the first time. I'm going to leave this as is.
The last thing I want to show you here is this option, show additional places for saving, even if sign in may be required. As you may have noticed, when you first see the Save As options one of those options may be One Drive or SharePoint. These are Microsoft's cloud file saving and sharing services. They're similar to Dropbox, Google Drive, and iCloud. If you don't have an account on these service or you simply never use your account, you can remove them from the list of locations that appear on screen.
Just turn off this check box. When your finished making changes in this dialog box, click OK to save them. Now let's see the effect of the changes I've made. I'm back in my document and I'll click File, and then I'll Click Save. Notice that One Drive is now missing from the list under Save As. If I click browse, it displays the new default file location that I set. The exercise files folder. If you followed along and you changed the file type, you'll see that the type you selected appears here.
With the default file location and format already set up for me, all I need to do is name my file, and click Save to save it. So that's two save options you can change to speed up your work with Microsoft Word. It may not seem like a lot, but every time you can avoid fiddling around with the dialog box is time you could spend doing something else.
- Tips for applying styles
- Clearing all the formatting from a document
- Opening recent files
- Changing default saving options
- Using time-saving keyboard shortcuts
- Using Quick Parts
- Enter text quickly with AutoText
- Using AutoCorrect to automatically enter text
- Inserting symbols and special characters
- Rearranging text with the Spike
- Editing the user dictionary
- Setting default document options
- Tips on styles and revealing formatting
- Creating drop caps
- Working with hyperlinks
- Shortcuts for navigating your document
- Wrapping text around images
- Tips for page breaks
- Embedding fonts
- Adding watermarks