Microsoft Office Tutorials and References
In Depth Information
Saving and Organizing Files
How often should you save a workbook?
It is important to save a workbook frequently for the following reasons:
• The workbook in memory might be lost if the computer is turned off or you lose electrical power while an app is running.
• If you run out of time before completing a project, you may nish it at a future time without starting over.
Organizing Files and Folders
A 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 les in folders to
avoid misplacing a le and to help you nd a le quickly.
If you are 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 34.
The hierarchy contains three levels. The rst level contains the storage medium,
such as a hard disk. The second level contains the class folder (CIS 101, in this case),
and the third level contains seven folders, one each for a different office app (Word,
PowerPoint, Excel, Access, Outlook, Publisher, and OneNote).
When the hierarchy in Figure 34 is created, the storage medium is said to contain
the CIS 101 folder, and the CIS 101 folder is said to contain the separate office 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 34 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. A hard disk typically has a drive letter of C. Each drive
or folder in the hierarchy has a corresponding path.
By default, Windows saves documents in the Documents library, music in the Music
library, pictures in the Pictures library, and videos in the Videos library. A library helps you
manage multiple folders stored in various locations on a computer and devices. It does
not store the folder contents; rather, it keeps track of their locations so that you can access
the folders and their contents quickly. For example, you can save pictures from a digital
camera in any folder on any storage location on a computer. Normally, this would make
organizing the different folders difcult. If you add the folders to a library, however, you
can access all the pictures from one location regardless of where they are stored.
The following pages illustrate the steps to organize the folders for this class and
save a le in a folder:
1. Create the folder identifying your class.
2. Create the Excel folder in the folder identifying your class.
3. Save a le in the Excel folder.
4. Verify the location of the