Managing Documents, Create, Open, Save, Working, Protecting

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Managing Documents

Create a New Document

To open a new document, follow one of the following methods:

  • Click the New Document button on the menu bar.

  • Press CTRL+N keys on the keyboard.

Open an Existing Document

Click on the office 2007 button at the top left corner of your screen to open an existing document, follow one of the following methods:

  • Click the Open File button on the menu bar.

  • Press CTRL+O keys on the keyboard.

  • Each of the above method will show the Open dialog box. Choose the file and click the Open button.

Save a New/Existing Document

  • To save a new/existing document that is opened, follow one of the following methods:

    • Click the Save button on the menu bar.

    • Press CTRL+S keys on the keyboard.

  • If the document is already named and saved earlier, it will simply save the document. On the other hand, if the file is a new document then it will prompt you by opening Save As dialog box.

  • Select the folder where you want to place your document in Save In: box, type the name of the document in File Name: box, and then click OK.

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple documents simultaneously. All open documents can be arranged under the View Tab.

Protecting a Document

You can protect your document from being accidentally changed its format and text or from other users to get access to it.

Protecting a Document from Accessing

If you want to protect a document from other users accessing to it, give a password to your file. Follow the steps given below:

  • When the file is open, select Office Button, Save As command on the menu bar. The Save As dialog box appears. Move the cursor on the Tools tab on the down left side of Save As dialog box and click. A submenu will appear.

  • Click on General Options. The Save dialog box opens. You will see two boxes: Password to open and Password to modify.

  • Type a password in Password to open box. (A password can include up to 15-character case-sensitive letters, numerals, spaces and symbols. As you type the password, Word displays an asterisk (*) for each character you type.)

  • Click OK. The Confirm Password dialog box appears (see save dialog box and Confirm Password. Retype the password you typed earlier. Click OK on Confirm Password dialog box and then click OK on Save dialog box and then click OK on Save As dialog box.

  • When you open the file again next time it will ask you to type the password. Remember, you will not be able to open that file without the password. Also, don’t forget that the passwords are case sensitive.

Protecting a Document from Accessing (Read Only)

With this feature you can have double protection to your document. Sometimes you yourself may accidentally change the format of your document. You can protect your document from being accidentally changed its format as well as from other users accessing it.

Protecting a Document as Read Only Document

If you want your document be protected only for accidental changes in the format, follow the steps given below:

  • When the file is open, select Office ButtonSave As command on the menu bar. The Save As dialog box appears. Move the cursor on the Tools tab on the down left side of Save As dialog box and click. A submenu will appear.

  • Click on General Options. The Save dialog box opens. You will see Read only recommended check box at the left side bottom of the Save dialog box.

  • Checkmark the Read only recommended check box. Click OK on Save dialog box and then click OK on Save as dialog box.

  • If you want to make changes to a document remove the check mark by clicking on Read-only recommended box, which lies below Password to open box under save dialog box.

Modifying a Password Given to Protect a Document

If you suspect that some one knows your password and you want to change it, modify it by typing present password in Password to open box and new password in Password to modify: box in the Save dialog box.

Modifying a Password Given to Protect a Document

Modifying a Password Given to Protect a Document

Protect a Document for Track Changes, Comments, and Forms

  • Sometimes you may feel that your document should be reviewed by others to improve the document’s contents. The reviewers of your document can suggest some changes or comments without modifying the original document. After the review, if you wish that the changes were necessary you can incorporate them.

  • Track changes: Selecting this option from the Review Tab and Tracking sub-task let other users to change the document but highlights all changes so that you can track changes. While a document is protected for track changes, you cannot turn off change tracking nor can you accept or reject track changes.

Find Documents

When you forgot the name of a file, but you remember a few letters in a word that may be in the file name, use Open dialog box. Word will search through the list of files in the selected folder or device for your particular file. For example, if your file name is ‘Annual paper’ you can type the letters annual. Word will locate this file.

Follow these steps to find files:

  • Select Office Button Open command on the menu bar. The Open dialog box will be displayed.

  • In Look in box, select the folder or click where you suspect your file will be located. Type few letters you remember that match with file name in File Name: box (Remember you can type upper case or lower case letters, since search is not case sensitive). If the typed letters are beginning letters of your file name, the file name will appear in the File Name: box. Click Open to open the document.

  • If you don’t see your file name appearing in the File Name: box as you type, move the cursor on the Tools tab on the top right side of Open dialog box. If the typed letters in the File Name: box matches with some part of your file name, all the file names matching with your typed letters along with other files will appear in Name box in the Open dialog box. If you trace your file in the box, double-click on the file name or select the file name and then click Open in Find dialog box to open the document.

Close a Document

Close the current document by selecting Office ButtonClose command on the menu bar or click the Close icon if it is visible on the Standard toolbar.

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