Microsoft Office Tutorials and References
In Depth Information
Working with Files
Creating a File
To begin working in a program, you need to create a new file or open an existing file.
When you start Word, Excel, or PowerPoint, the program opens along with a blank file—
ready for you to begin working on a new document, workbook, or presentation. When
you start Access, the Getting Started task pane opens, displaying options for opening a
new database or an existing one.
Jake has asked you to start working on the agenda for the stockholder meeting, which
he suggests you create using Word. You enter text in a Word document by typing.
To enter text in a document:
1. Click the Document1 – Microsoft Word button on the taskbar to activate the Word
2. Type Delmar Office Supplies , and then press the Enter key. The text you typed appears
on one line in the Word document.
Trouble? If you make a typing error, press the Backspace key to delete the incorrect
letters, and then retype the text.
3. Type Stockholder Meeting Agenda , and then press the Enter key. The text you typed
appears on the second line.
Next, you’ll save the file.
Saving a File
As you create and modify Office files, your work is stored only in the computer’s tempo-
rary memory, not on a hard disk. If you were to exit the programs, turn off your computer,
or experience a power failure, your work would be lost. To prevent losing work, save your
file to a disk frequently—at least every 10 minutes. You can save files to the hard disk
located inside your computer or to portable storage disks, such as floppy disks, Zip disks,
or read-write CD-ROMs.
The first time you save a file, you need to name it. This name is called a filename .
When you choose a filename, select a descriptive one that accurately reflects the content
of the document, workbook, presentation, or database, such as “Shipping Options Letter”
or “Fourth Quarter Financial Analysis.” Filenames can include a maximum of 255 letters,
numbers, hyphens, and spaces in any combination. Office appends a file extension to the
filename, which identifies the program in which that file was created. The file extensions
are .doc for Word, .xls for Excel, .ppt for PowerPoint, and .mdb for Access. Whether you
see file extensions depends on how Windows is set up on your computer.
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. Store each file in a logical location that you will
remember whenever you want to use the file again.