Slide toàn tập microsoft word 2013 ch09

Maintain Documents Many file document management tasks in Word can be completed at either the Open or the Save As dialog box..  At both the Open and Save As dialog boxes, documents dis

 Use Open Button Options

 Open Multiple Documents

 CHECKPOINT 1

 Change Dialog Box Views

 Save a Document in a Different Format

 Create a Document Using a Template

 CHECKPOINT 2

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

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

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

Create a Folder - continued

To create a folder using the

Open dialog box:

1. Display the Open dialog box

2. Click the New folder button

3. Type the folder name

4. Press Enter

New folder button

Create a Folder - continued

document name in this Content pane.

To open a document, double-click the

document name in this Content pane.

Rename a Folder

To rename a folder using the

shortcut menu:

1. Display the Open dialog box

2. Right-click the folder

3. Click Rename at the shortcut

menu drop-down list

4. Type a new name for the

folder

5. Press Enter

Type a new name for the folder

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

Delete Documents

To delete a document using the

Organize button in the Open

dialog box:

1. Display the Open dialog box

2. Click the document name

3. Click the Organize button

4. Click Delete at the

drop-down list

5. Click Yes

Organize button

Delete Documents - continued

To delete a document using the

shortcut menu in the Open dialog box:

1. Display the Open dialog box

2. Right-click the document name

3. Click Delete at the shortcut menu.

4. Click Yes

shortcut menu

Delete Documents - continued

 When you delete a document from

your storage medium, it is deleted

permanently

 In contrast, documents deleted from

the hard drive are automatically sent to

the Windows Recycle Bin

 If you accidentally delete a document

to the Recycle Bin, it can be easily

restored

 To free space on the drive, empty the

Recycle Bin periodically

Delete Documents - continued

To empty the Recycle Bin, complete the following steps:

1 Display the Windows desktop If you are currently working

in Word, click the Minimize button at the right side of the Title bar The Minimize button is marked with a single

underline symbol ( _ )

2 At the Windows desktop, double-click the Recycle Bin icon

(usually located at the left side of the desktop)

3 At the Recycle Bin window, click the Recycle Bin Tools

Manage tab

4 Click the Empty the Recycle Bin button

5 At the question asking if you are sure you want to empty

the Recycle Bin, click Yes

Delete Documents - continued

A document or selected documents can also be restored from the Recycle Bin To do this, complete the following steps:

1 At the Windows desktop, double-click the Recycle Bin icon.

2 At the Recycle Bin window, click the document to be

restored (If you are restoring more than one document, hold down the Ctrl key while clicking the desired

documents.)

3 Click the Recycle Bin Tools Manage tab

4 Click the Restore this item button (If more than one

document is selected, the button name changes to Restore the selected items.)

Copy and Move Documents

To copy a document using the

shortcut menu:

1. Display the Open dialog box

2. Right-click the document name

3. Click the Copy option from the

shortcut menu

4. Navigate to the desired folder

5. Right-click a blank area of the

dialog box

6. Click the Paste option.

Copy option

Copy and Move Documents -

continued

To move a document using the

shortcut menu:

1. Display the Open dialog box

2. Right-click the document name

3. Click the Cut option from the

shortcut menu

4. Navigate to the desired folder

5. Right-click a blank area of the

dialog box

6. Click the Paste option.

Rename Documents

To rename a document using

the Organize button:

1. Display the Open dialog box

2. Click the document name

3. Click the Organize button

4. Click the Rename option at

the drop-down list

5. Type a new name

6. Press Enter

Rename option

Delete a Folder

To delete a folder using the

Organize button:

1. Display the Open dialog box

2. Click the folder name

3. Click the Organize button

4. Click the Delete option at the

drop-down list

5. Click Yes

Delete option

Use Open Button Options

 Click the Open button arrow in the Open dialog box and a down list displays with options for specifying how you want to open the document

drop-Open options

Open Multiple Documents

To open multiple documents:

1. Display the Open dialog box

2. Select the desired documents

3. Click the Open button

selected documents selected documents

CHECKPOINT 1

1) This is the name for the main

folder on a storage medium.

a standard

b default

c root

d normal

1) This is the name for the main

folder on a storage medium.

2) You can rename a file using the

shortcut menu or this button in the Open or Save As dialog box.

a Organize

b New folder

c Contents

d Navigation

2) You can rename a file using the

shortcut menu or this button in the Open or Save As dialog box.

Change Dialog Box Views

To change the dialog box view:

1. Display the Open dialog box

2. Click the Change your view

Change Dialog Box Views - continued

 With the List option selected, folders and documents display in

the Content pane listed in alphabetical order by name

 Choose the Details option to display additional information

about documents and folders, such as the folder or document type and modification date, as well as document size

 With the Tiles option selected, folders and documents display

as icons along with information on folder or document type

and size

 Choose the Content option and the document name displays

along with the author’s name, date the document was

modified, and the document size

Change Dialog Box Views - continued

To display the document properties:

1. Display the Open dialog box

2. Click the desired document

3. Click the Organize button

4. Click the Properties option.

Properties option

Change Dialog Box Views - continued

properties dialog box properties dialog box

Change Dialog Box Views - continued

To change the dialog box layout:

1. Display the Open dialog box

2. Click the Organize button

3. Point to the Layout option.

4. Click the desired option

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

Save a Document in a Different Format - continued

Change File Type option

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

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

Save a Document in a Different Format - continued

To save a document in a

different format at the Save

As dialog box:

1. Open the document

2. Display the Save As

dialog box

3. Type a document name

4. Click the Save as type

option box

5. Click the desired format

at the drop-down list

6. Click the Save button

Save as type

option box

Save as type

option box

Save a Document in a Different Format - continued

To save a document in

PDF/XPS format:

1. Open the document

2. Click the FILE tab

3. Click the Export option.

4. Click the Create a

PDF/XPS Document

option

5. Click the Create a

PDF/XPS button

Save a Document in a Different Format - continued

6. 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

7. Click the Publish button

Publish button

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

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

Create a Document Using a Template - continued

To create a document

using a template:

1. Click the FILE tab

2. Click the New option.

3. Double-click the

desired template

Create a Document Using a Template -

a PDF

b Rich Text

c Plain Text

d templates

2) Use this option to save the

document with all formatting stripped.

a PDF

b Rich Text Format

c Plain Text

2) Use this option to save the

document with all formatting stripped.

a PDF

b Rich Text Format

c Plain Text

4) This is the name of the default

template used in Word.

a Normal

b Default

c Office

d Standard

4) This is the name of the default

template used in Word.