Microsoft Office Tutorials and References
In Depth Information
Getting Started with Microsoft Office 2007
OFF 19
The first time you save a file, you need to name it. This filename includes a descriptive
title you select and a file extension assigned by Office. You should choose a descriptive
title that accurately reflects the content of the document, workbook, presentation, or
database, such as “Shipping Options Letter” or “Fourth Quarter Financial Analysis.” Your
descriptive title can include uppercase and lowercase letters, numbers, hyphens, and
spaces in any combination, but not the following special characters:?“/\<>*|and:.
Each filename ends with a file extension , a period followed by several characters that
Office adds to your descriptive title to identify the program in which that file was created.
The default file extensions for Office 2007 are .docx for Word, .xlsx for Excel, .pptx for
PowerPoint, and .accdb for Access. Filenames (the descriptive title and the file extension)
can include a maximum of 255 characters. You might see file extensions depending on
how Windows is set up on your computer. The figures in these tutorials do not show file
You also need to decide where to save the file—on which disk and in what folder. A
folder is a container for your files. Just as you organize paper documents within folders
stored in a filing cabinet, you can organize your files within folders stored on your com-
puter’s hard disk or a removable disk, such as a USB flash drive. Store each file in a logi-
cal location that you will remember whenever you want to use the file again. The default
storage location for Office files is the Documents folder; you can create additional stor-
age folders within that folder or navigate to a new storage location.
You can navigate the Save As dialog box by clicking a folder or location on your com-
puter in the Navigation pane along the left side of the dialog box, and then double-
clicking folders in the file list until you display the storage location you want. You can
also navigate to a storage location with the Address bar, which displays the current file
path. Each location in the file path has a corresponding arrow that you can click to
quickly select a folder within that location. For example, you can click the Documents
arrow in the Address bar to open a list of all the folders in the Documents folder, and
then click the folder you want to open. If you want to return to a specific spot in the file
hierarchy, you click that folder name in the Address bar. The Back and Forward buttons
let you quickly move between folders.
Office adds the correct file
extension when you save a
file. Do not type one in the
descriptive title, or you
will create a duplicate
(such as Meeting Agenda.
Windows XP Tip
The default storage loca-
tion for Office files is the
My Documents folder.
Saving and Using Files with Earlier Versions of Office
The default file types in Office 2007 are different from those used in earlier versions. This
means that someone using Office 2003 or earlier cannot open files created in Office 2007.
Files you want to share with earlier Office users must be saved in the earlier formats, which
use the following extensions: .doc for Word, .xls for Excel, .mdb for Access, and .ppt for
PowerPoint. To save a file in an earlier format, open the Save As dialog box, click the Save as
type list arrow, and then click the appropriate 97-2003 format. A compatibility checker
reports which Office 2007 features or elements are not supported by the earlier version of
Office, and you can choose to remove them before saving. You can use Office 2007 to open
and work with files created in earlier versions of Office. You can then save the file in its cur-
rent format or update it to the Office 2007 format.
The lines of text you typed are not yet saved on disk. You’ll do that now.
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