Microsoft Office Tutorials and References
In Depth Information
Saving a File
Saving a File
As you create and modify an Ofﬁ ce ﬁ le, your work is stored only in the computer’s
temporary memory, not on a hard drive. If you were to exit the program without saving, turn
off your computer, or experience a power failure, your work would be lost. To prevent
losing work, save your ﬁ le frequently—at least every 10 minutes. You can save ﬁ les to the
hard drive located inside your computer, an external hard drive, a network storage drive,
or a portable storage drive such as a USB ﬂ ash drive.
To save a ﬁ le, you can click either the Save button on the Quick Access Toolbar or the
Save command in Backstage view. If it is the ﬁ rst time you are saving a ﬁ le, the Save As
dialog box will open so that you can specify save options. You can also click the Save As
command in Backstage view to open the Save As dialog box, in which you can name the
ﬁ le you are saving and specify a location to save it.
The ﬁ rst time you save a ﬁ le, you need to name it. This ﬁ lename includes a title you
specify and a ﬁ le extension assigned by Ofﬁ ce to indicate the ﬁ le type. You should
specify a descriptive title that accurately reﬂ ects 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 special characters ? “ / \ < > * |
and :. Each ﬁ lename ends with a ﬁ le extension , which is a period followed by several
characters that Ofﬁ ce adds to your descriptive title to identify the program in which that
ﬁ le was created. The default ﬁ le extensions for Ofﬁ ce 2010 are .docx for Word, .xlsx
for Excel, .pptx for PowerPoint, and .accdb for Access. Filenames (the descriptive title
and extension) can include a maximum of 255 characters. You might see ﬁ le extensions
depending on how Windows is set up on your computer. The ﬁ gures in these tutorials do
not show ﬁ le extensions.
You also need to decide where to save the ﬁ le—on which drive and in what folder. A
folder is a container for your ﬁ les. Just as you organize paper documents within
folders stored in a ﬁ ling cabinet, you can organize your ﬁ les within folders stored on your
computer’s hard drive or on a removable drive such as a USB ﬂ ash drive. Store each ﬁ le
in a logical location that you will remember whenever you want to use the ﬁ le again. The
default storage location for Ofﬁ ce ﬁ les is the Documents folder; you can create
additional storage folders within that folder or navigate to a new location.
Office 2003 and earlier
files use the extensions
.doc (Word), .xls (Excel),
.mdb (Access), and .ppt
(PowerPoint). To save in
an earlier format, click the
Save as type button in the
Save As dialog box and
click the 97-2003 format.
When you open an earlier
version file in Office 2010,
you can save it in the same
format or the Office 2010
Saving a File
To save a file the first time or with a new name or location:
• Click the File tab to open Backstage view, and then click the Save As command in the
navigation bar (for an unnamed file, click the Save command or click the Save button
on the Quick Access Toolbar).
• In the Save As dialog box, navigate to the location where you want to save the file.
• Type a descriptive title in the File name box, and then click the Save button.
To resave a named file to the same location with the same name:
• On the Quick Access Toolbar, click the Save button.
The text you typed in the Word window needs to be saved.