Microsoft Office Tutorials and References
In Depth Information
Saving and Organizing Files
Saving and Organizing Files
While you are creating a document, the computer stores it in memory. When you save
a document, the computer places it on a storage medium such as a hard disk, USB l ash
drive, or optical disc. A saved document is referred to as a i le. A i le name is the name
assigned to a i le when it is saved. It is important to save a document frequently for the
following reasons:
The document in memory might be lost if the computer is turned off or you lose
File Type
Depending on your
Windows 7 settings, the
i le type .docx may be
displayed immediately to
the right of the i le name
after you save the i le.
The i le type .docx is a
Word 2010 document.
electrical power while a program is running.
If you run out of time before completing a project, you may i nish it at a future time
without starting over.
When saving i les, you should organize them so that you easily can i nd them later.
Windows 7 provides tools to help you organize i les.
Organizing Files and Folders
A i le contains data. This data can range from a research paper to an accounting
spreadsheet to an electronic math quiz. You should organize and store these i les in folders
to avoid misplacing a i le and to help you i nd a i le quickly.
If you are a freshman taking an introductory computer class (CIS 101, for
example), you may want to design a series of folders for the different subjects covered in
the class. To accomplish this, you can arrange the folders in a hierarchy for the class, as
shown in Figure 28.
CIS 101
Figure 28
The hierarchy contains three levels. The i rst level contains the storage device, in
this case a USB l ash drive. Windows 7 identii es the storage device with a letter, and, in
some cases, a name. In Figure 28, the USB l ash drive is identii ed as REMOVABLE (E:).
The second level contains the class folder (CIS 101, in this case), and the third level
contains seven folders, one each for a different Ofi ce program that will be covered in
the class (Word, PowerPoint, Excel, Access, Outlook, Publisher, and OneNote).
When the hierarchy in Figure 28 is created, the USB l ash drive is said to contain
the CIS 101 folder, and the CIS 101 folder is said to contain the separate Ofi ce folders
(i.e., Word, PowerPoint, Excel, etc.). In addition, this hierarchy easily can be expanded to
include folders from other classes taken during additional semesters.
The vertical and horizontal lines in Figure 28 form a pathway that allows you to
navigate to a drive or folder on a computer or network. A path consists of a drive letter
(preceded by a drive name when necessary) and colon, to identify the storage device, and
one or more folder names. Each drive or folder in the hierarchy has a corresponding path.
Saving Online
Instead of saving i les on
a USB l ash drive, some
people prefer to save
them online so that they
can access the i les from
any computer with an
Internet connection. For
more information, read
Appendix C.
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