Microsoft Office Tutorials and References
In Depth Information
Chapter 4: Managing Office Files
CHAPTER 4
Managing Office Files
Which File Formats Does Office 2010 Support? . . . . . . . 76
Opening and Saving Documents . . . . . . . . . . . . . . . . . . . . 90
Sharing Your Work in PDF and Other Formats . . . . . . . . 95
Using Templates to Streamline Document Creation . . . . 97
Organizing Office Documents Using File Properties
and Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Finding Office Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Backup and Recovery Options . . . . . . . . . . . . . . . . . . . . . 103
Anyone who uses Microsoft Office 2010 for any length of time will develop opinions
about the features, user interface elements, and design decisions. When Office users
get together, that’s what they’re most likely to argue about. And yet all those things
are merely a means to an end: the document.
In this chapter, we examine the data files that Office creates and uses. We explain which
file formats each Office program supports; how to create, open, and save document files;
how to convert documents to different file formats; and how to organize your documents
so that you can easily find them later. In addition, we describe the features built in to Office
that help you to avoid losing data.
Three of the programs included with Office—Word, Excel, and PowerPoint—use a
traditional document-centric model. Each document—a Word document, an Excel workbook, or
a PowerPoint presentation—is contained in a single file that you can open, move between
folders, attach to an e-mail message, and so on. Many of the techniques described in this
chapter apply primarily to document files of this type.
The other two Office programs described in this topic, OneNote and Outlook, use a data
store rather than discrete document files. The data store in OneNote, which is called a
notebook, can include numerous pages, subpages, and sections, for example. An Outlook
message store contains your collection of e-mail messages, contacts, appointments, and tasks.
In these programs, you generally don’t need to concern yourself with individual document
files. Nonetheless, each program is capable of opening multiple stores simultaneously
and of saving part of a store (a OneNote page or an Outlook message, for example) as a
separate document file. You’ll find the details of working with data stores in the OneNote
and Outlook sections of this topic. But don’t head back there just yet; you’ll find plenty of
information in this chapter that you can use to understand and better use files in those
programs.
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