02 Documents and Folders

Difficulty Level: Beginner

Word Version: XP

Assumed Knowledge: None

 

 

The aim of the tutorial is to:

show you the many ways in which you can create new documents, open existing documents, and save documents in Word. You will learn how to do so using the menu bar, the standard toolbar and the keyboard.

Creating a new document

To create a new document using the menu bar:

  1. On the menu bar click on File.
  2. In the pop-down menu click on New.
    A taskpane called 'New Document' will appear on the screen.
  3. Under the heading New click on Blank Document.
    A new Word window will appear on the screen called Document followed by a number.

To create a new document using the standard toolbar:

  1. Have a look at the standard toolbar.
  2. Click on the new document button (it shows a blank piece of paper with the top right corner folded over):

    3. A new Word window will appear on the screen called Document followed by a number.

To create a new document using the keyboard:

  1. Hold down the keyboard button CTRL (which is the bottom left corner button on your keyboard).
  2. While holding down this key quickly press the N key on the keyboard (CTRL+N). Then release the CTRL key.

    3. A new Word window will appear on the screen called Document followed by a number.

Saving a new document

To save a new document using the menu bar:

  1. On the menu bar click on File.
  2. In the pop-down menu click on Save.
    The Save As box will appear on the screen (see below).

To save a new document using the standard toolbar:

  1. Have a look at the standard toolbar.
  2. Click on the Save document button (it shows a floppy disk):

    3. The Save As box will appear on the screen (see below).

To save a new document using the keyboard:

  1. Hold down the keyboard button CTRL (which is the bottom left corner button on your keyboard).
  2. While holding down this key quickly press the S key on the keyboard (CTRL+S). Then release the CTRL key.

    3. The Save As box will appear on the screen (see below).

To save a new document in the Save As box:

Whichever of the above methods you use, if you are saving a new document for the first time a box called Save As will appear on the screen so you can give the document a name:

  1. Next to File name: type in a name (keep it simple and avoid using punctuation signs).
  2. Click on Save.
    You will need to remember where you save the file so you can open it up next time. One way to make this easier is to open up a folder called My Documents which is already on your computer. Within this folder you could save another folder and name it in relation to the files you will save in it. If, for example, different members of your family use the same computer you might want to save all of your own documents in your own folder with your name. Other family members may have their own individual folders in which to save their own documents.

Saving a document in your own folder

To save a document in your own folder:

  1. Click on File in the menu bar, then click on Save As.

    2. The box called Save As will appear on the screen.
    At the top of this box you will see Save in:
    The folder My Documents must be shown in the box next to this to show that you are going to save your new folder in this existing folder.
    If this folder is not open, click on the black triangle at the end of the white box. Click on (C:) then double-click on My Documents.
    You should now be able to see Save in: My Documents.
  2. Along from this, place the pointer on to the small yellow folder with a star, it should have a tab that says Create New Folder. Click on this folder and a box called New Folder will appear.
  3. Next to Name: type in the name you want to give the folder then click on OK.
  4. The Save As box on the screen will include the new folder with the name you have given it. Double click on the folder icon for your new folder to open.
  5. Next to File name: type in a name for the file (again, keep it simple and avoid using punctuation signs).
  6. Click on Save.

Renaming an existing document

To Rename an existing document using a shortcut menu:

  1. Click on File in the menu bar.
  2. In the pop-down menu click on Open.
    The Open box will appear on the screen:

  3. Find the file you want to rename and use the mouse to right-click on it.
  4. In the shortcut menu select Rename.
  5. Type the new name of the document.
  6. Press the Enter or Return key on your keyboard.
To rename an existing document using the delete and type method:
  1. Click on File.
  2. Click on Open.
  3. Left click on the file name so that it is highlighted.
  4. Click on the title of the file again.
    A box should appear around the file name with a blinking cursor in it.
  5. Use the delete and/or backspace keys to delete the existing name.
  6. Type in a new name.
  7. Press the Enter (Return) key.

Opening an existing document

To open an existing document using the menu bar:

  1. On the menu bar click on File.
  2. In the pop-down menu click on Open.
    A taskpane called 'New Document' will appear on the screen.
  3. Under the heading New click on Blank Document.
    The Open box will appear on the screen (see below).

To open an existing document using the standard toolbar:

  1. Have a look at the standard toolbar.
  2. Click on the Open document button (it shows a yellow folder and a curved arrow to the right):

    3. The Open box will appear on the screen (see below).

To open an existing document using the keyboard:

  1. Hold down the keyboard button CTRL (which is the bottom left corner button on your keyboard).
  2. While holding down this key quickly press the O key on the keyboard (CTRL+O). Then release the CTRL key.

    3. The Open box will appear on the screen (see below).

To open an existing document listed in the Open box:

Whichever of the three methods above that you use the Open box will appear on the screen.

  1. Click on the name of the document you want to open.
  2. Click on Open.

The document will appear on the screen.

Opening more than one document at a time

You can have more than one document open at any one time. This allows you to work on several documents without having to keep opening and closing them as you work between them.

To open more than one document:

  1. Click on File.
  2. In the pop-down menu click on Open.
  3. Click on the name of the file you want to open.
  4. Click on Open.
    The document will appear on your screen.
  5. Repeat steps 1. to 4. for each document you want to open.
    Your documents will be 'piled up' with the first one opened at the back and the last one opened at the top and visible on the screen.

To see and 'jump to' a document when many documents are open:

  1. Click on Window on the menu bar.
    The pop-down menu will show which documents are open:

    The illustration above shows documents 3, 4 and 5 are open.
    Document 5 is visible on the screen and has a tick next to its name while documents 3 and 4 are piled behind it out of sight.
  2. Click on the name of the document you want to 'jump to'.
    The menu will automatically close and the document you selected will be visible on the screen.

Closing documents

You can close a document using either the menu bar or the standard tool bar.

To close a document using the menu bar:

  1. Click on File
  2. Click on Close

To close a document using the standard toolbar:

  1. Click on the Close button:

 

Exercises

  1. Open a new document, type your first name and today's date.
    2.

  2. Save this document with the name New Document in a folder named with your first name. If that sounds like gobbledygook then follows these steps:

    1. Click on Save As.
      2.
    2. Next to Save in: check that it says My Documents.
      3.
      If it does not then click on the large yellow folder labelled My Documents on the left.
    3. Click on the small yellow folder along the top called Create New Folder.
      4.
    4. Type in a name for the folder and then click OK.
    5. Next to File name: type in the name of your file then click Save.
      6.

    Now congratulate yourself! You have your very own folder where you can save your files. When you want to open your files follow the path to your folder. In other words look in My Documents and then look for your folder. Double click on the icon next to your folder and then double-click on the icon next to the file you want to open.

    When you are ready to have a more sophisticated filing system on your computer with related files in particular folders you might want to create folders with different names following the above procedure. You can create the new folders in different places on your computer but to begin with it is probably better to save them in My Documents or within your own folder. To do the latter, you will need to have both the My Documents folder and your folder open before you create another folder.

  3. Close Word.
    4.

 

Back to Word Home Page