We finished creating the contents of our mailer. Right it’s already stored in the computer’s temporary memory. We need to save the document as a file on a disc. We’ll save this file our computer’s hard disc. We click on the file menu heading and the menu opens. There is a save command and a save as command. The first that saves the document under its current name, the second saves the document under a new name. We haven’t named our document yet so we will choose save as. We click on the save as command. In this dialog box we’ll give the file a name and we’ll save the file in a folder on the hard disk. We set up folders on a disc to help organize our files.
Right now the location is the “my documents” folder which is the default folder where a word saves file. To save to the bed and breakfast folder which we’ve set up, we click to move up one level of the folder system. This is the main listing also called the root directory of our hard drive. To select that folder we’ll double click on it. In the name field word suggests the first phrase of the document as a name. In this case it’s not quite the name we want. We type the name mailer. It also shows that the file type will be a word document. Now, we’ll choose the save button. The heavy outline around the button means it can be chosen by pressing enter.
We do and our document is saved in the folder. Opposing disc icon in the status bar shows that saving is going on. You might see a message in your status bar about background a saving. Word helps you out by quickly preparing a document for saving the actual saving process then goes on in the background while you can continue working. This is especially helpful with large documents which used to make you wait while they were being saved.
Once, we’ve given a file a name it shows up in the title bar. We’re almost ready to print our document but first since this won’t go out until tomorrow we’ll change the date. We just delete today’s date and type in tomorrows. Now, we’ll print our mailer, we could click on the print button on the toolbar which would send the document directly to the printer. Right now, though we want to see some printing options, so we click on the file menu. We’ll use the print command. We click on it and the print dialog box appears.
The dialog box shows the printer that is currently set up for our computer. We can choose to print all of the pages, the current page, a range of pages that we specify or a selected text, we’ll leave it set for all. We’ll also use the other default settings including number of copies. To print we’ll click on OK. When we do the dialog box closes and the document is sent to the printer.
Our printing icon displays in the status bar. Word also does printing in the background so you can continue working. After a moment our mailer is printed. We’re done with this document now, so we’ll close it. We open the file menu. Notice that the bottom of the file shows our mailer file. It will show the four most recently used files. Later if we want to work on a file again, we can open it easily by clicking on its name in the file menu. We choose close and a dialog box appears. It asks us if we want to save the changes we made. We’ll choose the yes button.
By the way, if the office assistant is open these kinds of messages are often in the office assistant balloons rather than message boxes but the information and choices are the same. When we click on yes, the document is saved and closed. Notice that most of the buttons in the toolbars become gray because there’s no document to work with. They’ll come back when we have another document. Be sure to save your work often. If your computer locks up or loses power accidentally you could lose any unsaved work.
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