© Paradigm Publishing, Inc Objectives Objectives Chapter 9: Maintaining Documents Performance Objectives          Maintain Documents Use Print Screen Create a Folder Rename a Folder Select Documents Delete Documents Copy and Move Documents Rename Documents Delete a Folder © Paradigm Publishing, Inc        Use Open Button Options Open Multiple Documents CHECKPOINT Change Dialog Box Views Save a Document in a Different Format Create a Document Using a Template CHECKPOINT Objectives Objectives Maintain Documents   Many file (document) management tasks in Word can be completed at either the Open or the Save As dialog box These tasks include:  copying, moving, printing, and renaming documents  opening multiple documents  creating new folders and renaming existing folders © Paradigm Publishing, Inc Objectives Objectives Use Print Screen      A computer keyboard has a Print Screen button that will capture the contents of the screen as a file That file can then be inserted in a Word document To use the Print Screen key, display the desired information on the screen and then press the Print Screen key on your keyboard (generally located in the top row) When you press the Print Screen key or Alt + Print Screen, nothing seems to happen but, in fact, the screen image, dialog box, or window is captured in a file that is inserted in the Clipboard To insert this file in a document, click the Paste button in the Clipboard group on the HOME tab © Paradigm Publishing, Inc Objectives Objectives Create a Folder    Word documents, like paper documents, should be grouped logically and placed in folders The main folder on a storage medium is called the root folder and additional folders can be created within the root folder At both the Open and Save As dialog boxes, documents display in the Content pane preceded by the document icon; folders display preceded by the folder icon © Paradigm Publishing, Inc Objectives Objectives Create a Folder - continued To create a folder using the Open dialog box: Display the Open dialog box Click the New folder button Type the folder name Press Enter © Paradigm Publishing, Inc New folder button Objectives Objectives Create a Folder - continued toolbar address bar Navigation pane © Paradigm Publishing, Inc To open a document, double-click the document name in this Content pane Objectives Objectives Rename a Folder To rename a folder using the shortcut menu: Display the Open dialog box Right-click the folder Click Rename at the shortcut menu drop-down list Type a new name for the folder Press Enter Type a new name for the folder © Paradigm Publishing, Inc Objectives Objectives Select Documents     You can complete document management tasks on one or more selected documents To select one document, display the Open dialog box and then click the desired document To select several adjacent documents (documents that display next to each other), click the first document, hold down the Shift key, and then click the last document To select documents that are not adjacent, click the first document, hold down the Ctrl key, click any other desired documents, and then release the Ctrl key © Paradigm Publishing, Inc Objectives Objectives Delete Documents To delete a document using the Organize button in the Open dialog box: Display the Open dialog box Click the document name Click the Organize button Click Delete at the dropdown list Click Yes © Paradigm Publishing, Inc Organize button 10 Objectives Objectives Change Dialog Box Views - continued To display the document properties: Display the Open dialog box Click the desired document Click the Organize button Click the Properties option Properties option © Paradigm Publishing, Inc 24 Objectives Objectives Change Dialog Box Views - continued properties dialog box © Paradigm Publishing, Inc 25 Objectives Objectives Change Dialog Box Views - continued To change the dialog box layout: Display the Open dialog box Click the Organize button Point to the Layout option Click the desired option Layout option © Paradigm Publishing, Inc 26 Objectives Objectives Save a Document in a Different Format    When you save a document, the document is automatically saved as a Word document with the docx file extension If you need to share a document with someone who is using a different word processing program or different version of Word, you may want to save the document in another format At the Export backstage area, click the Change File Type option and the backstage area displays, as shown in the next slide © Paradigm Publishing, Inc 27 Objectives Objectives Save a Document in a Different Format - continued Change File Type option © Paradigm Publishing, Inc 28 Objectives Objectives Save a Document in a Different Format - continued Change file type to OpenDocument Text:  With options in the Document File Types section below the Change File Type heading, you can choose to save a Word document with the default file format, in a previous version of Word, in OpenDocument Text format, or as a template  The OpenDocument Text format is a file format based on extensible markup language (XML)  This format is used for displaying, storing, and editing files such as word processing, spreadsheet, and presentation files © Paradigm Publishing, Inc 29 Objectives Objectives Save a Document in a Different Format - continued Other file types:  Use the Plain Text (*.txt) option to save the document with all of the formatting removed  Use the Rich Text Format (*.rtf ) option to save the document with most of the character formatting applied to the text in the document as well as some paragraph formatting  Before the widespread use of Adobe’s portable document format (PDF), rich text format was the most portable file format used to exchange files  With the Single File Web Page (*.mht, *.mhtml) option, you can save your document as a single-page web document © Paradigm Publishing, Inc 30 Objectives Objectives Save a Document in a Different Format - continued To save a document in a different format at the Save As dialog box: Open the document Display the Save As dialog box Type a document name Click the Save as type option box Click the desired format at the drop-down list Click the Save button © Paradigm Publishing, Inc Save as type option box 31 Objectives Objectives Save a Document in a Different Format - continued To save a document in PDF/XPS format: Open the document Click the FILE tab Click the Export option Click the Create a PDF/XPS Document option Click the Create a PDF/XPS button Create a PDF/XPS button (continues on next slide) © Paradigm Publishing, Inc 32 Objectives Objectives Save a Document in a Different Format - continued At the Publish as PDF or XPS dialog box, specify if you want to save in PDF or XPS format at the Save as type option button Click the Publish button Publish button © Paradigm Publishing, Inc 33 Objectives Objectives Save a Document in a Different Format - continued    A PDF file will open in Adobe Reader, Internet Explorer, Microsoft Word, and Windows Read An XPS file will open in Internet Explorer, Windows Reader, and XPS Viewer You can also open a PDF file in Word and make edits to the file, but you cannot open an XPS file in Word © Paradigm Publishing, Inc 34 Objectives Objectives Create a Document Using a Template    Word includes a number of template documents formatted for specific uses Each Word document is based on a template document, with the Normal template the default With Word templates, you can easily create a variety of documents such as letters, faxes, and awards, with specialized formatting © Paradigm Publishing, Inc 35 Objectives Objectives Create a Document Using a Template continued To create a document using a template: Click the FILE tab Click the New option Double-click the desired template Sample templates © Paradigm Publishing, Inc 36 Objectives Objectives Create a Document Using a Template continued    In addition to the templates that display at the New backstage area, you can download templates from the Office.com website Locations for personalized text may display in placeholders in the document If you use a template on a regular basis, consider “pinning” the template to the New backstage area © Paradigm Publishing, Inc 37 Objectives Objectives CHECKPOINT 1) A Word document is automatically saved with this file extension a .doc b .docx c .pdf Answer d .dotx 3) Word includes a number of these documents formatted for specific uses a PDF b Rich Text c Plain Text Answer d templates 2) Use this option to save the document with all formatting stripped a PDF b Rich Text Format c Plain Text d XPS Answer 4) This is the name of the default template used in Word a Normal b Default c Office d Standard Next Question Next Question Answer Next Question © Paradigm Publishing, Inc Next Slide 38 Objectives Objectives ... automatically saved as a Word document with the docx file extension If you need to share a document with someone who is using a different word processing program or different version of Word, you may want... below the Change File Type heading, you can choose to save a Word document with the default file format, in a previous version of Word, in OpenDocument Text format, or as a template  The OpenDocument... Clipboard group on the HOME tab © Paradigm Publishing, Inc Objectives Objectives Create a Folder    Word documents, like paper documents, should be grouped logically and placed in folders The main