Basic Functions

Saving a Document

To Save a document is to store the typed letter, report, etc. on the hard disk, stiffy or on the network.

To save a document do the following:

Click on File and click on Save.
(Or use Ctrl+S or click the Save button ())

The Save As window will open.

In the Save As window you will see My Computer.

If you don't see My Computer click on the down arrow next to Save In and click on My Computer.

Double clicking on My Computer will show you all the drives on your computer.

A: = Stiffy drive

C: = Hard drive

F: - Z: = Network drives

Normally you will save your document on the network on the H: drive.

Double click on H:
Double click on HOME
Double click on "YOUR USERNAME" (e.g. Pertho or Jhbtre)
Double click on MSOFFICE
Double click on WORD

The Folders (Directories) may be different on your computer.

You can also use the Create New Folder button in the Save As window to create Folders where you can save your documents.

You can also use the Up One Level button to go back from WORD to MSOFFICE to "YOUR USERNAME" to HOME.

In the white box next to File Name type a file name for the document.

To save the document click on Save.

Opening a Saved Document

Click on File and click on Open.
(Or use Ctrl+O or click the Open button ())

Next you will see the open window.

If you don't see the document you are looking for, click on the white box next to Look in: and browse for the Folder where you saved your document. (Go to the Saving a Document section above to see how to browse)

When you see the document in the open window you can double click on the document name to open it. You can also click once on the document and click on Open.

Closing a Document

To close the open document just click on File and click on Close.

Creating a New Document

To create a new document click on File and click on New.
(or use Ctrl+N or click the New button ())

Next you will see the New window.

By clicking on OK will create a new blank document. You can also select a pre-formatted letter, fax, memo, report etc. (templates) that can just be changed to fit your need.

(Note: by using Ctrl+N or the New button () will give you directly a new blank page and you won't see the New window)

Saving a Document Using a New File Name

If you want to change a document but keep the existing one, you can save the existing document as a new file using a new file name.

To do this click on File and click on Save As.

In the Save As window in the white box next to File name, type a new file name e.g. Letter2.doc.

Click on Save and the document will be saved under the new name.
You now will have two copies of the one document. One file under the old file name and one file under the new file name. When changing the new file you still have the old version of the document in the old file.

Printing a Document

To print a document click on File and click on Print.
(or use Ctrl+P or click on the Print button().)

Next you will see the Print window.

First select the page range to print by clicking with the mouse on All, Current Page, Pages or Selection.

All: All pages in document.
Current Page: Only the current page you are working on.
Pages: Type the pages to print e.g. 1,3,5-12
Selection: Selection is only available if you highlighted (blocked) text. If you clicked on Selection only the highlighted text will be printed.

Next indicate how many copies to print.

If you want the copies sorted click on Collate (if you print two or more copies of the document.

You can also select if you want to print All pages in range, Odd pages, or Even Pages.

Odd and even pages can be used to first print the odd pages (1,3,5,7, etc.) on one side of the paper and then to print the even pages (2,4,6,8, etc.) on the other side.

Lastly to print click on OK.

NB: Make sure you know the following:

How to Save a document
How to Open a saved document
How to Close a document
How to create a New document
How to save a document using a new file name
How to Print

This is the basics functions. This will help you not to looze you hard work.

TIP: While you are working save every now and then (Just use Ctrl+S). This will help you not to loose your work if there is a power failure or other problem.

End of the Basic Functions page.

The Word 97 Window - Basic Functions - Viewing a Document - Office Assistant - Selecting Text - Copy, Cut and Paste - Moving Through a Document - Download this Tutorial to Your Computer

For Info: louis@goldgate.co.za