STUDY SESSION 11: CREATING AND SAVING DOCUMENT

Introduction

It may interest you to know that whatever job brought to the MSWORD environment to type

becomes a document. A document can be all textual as letters, memos, thesis, forms or text

with graphics or tabular document for summarization. In this study session, you will be

introduced to creating and saving documents.

Learning outcomes for study session 11

At the end of the study session, you should be able to:

 Create and save a document.

 Name a document and open and close an existing document.

 Know the quick Text Selection Keys

11.1 Creating a new document

1. Click the Microsoft office button, click New, and then in the New Document

window, double-click Blank Document or click create

A new document window opens in Print Layout view.

2. With the insertion point at the beginning of the new document, type: University of

Lagos is the university of first choice and the Nation’s pride! and then press Enter

The text appears in the new document.

3. Type the following: We shall all come out with good grades if we work hard. But if

we are not hard working, we shall fail. So the choice is ours to choose. As for me, l

choose to succeed, so l must and will work hard. What is your own decision: to work
 hard or to be lazy?

Notice that you did not need to press Enter when the insertion point reached the right margin

because the text wrapped to the next line.

Tip: If a red wavy line appears under a word or phrase, Word is flagging a possible

error. To correct this, right-click the word, there are options given. Select the

appropriate word you know is correct and click enter to effect the change. If the

word is the actual word you want, click: ignore once. However, if the word is

not even among the options given to you, then type in the word you want.

If a green wavy line appears under a word or phrase, there is a possible error.

To correct this, right-click the word, there are options given. Select the

appropriate word you know is correct and click enter to effect the change

Note: that incorrect word is underlined in red while grammatical mistakes in

green
 11.2 - Saving a Document

The typing area is highly volatile. Thus for later reference, you need to copy your document

to storage devices. You can as well save an active document by using different application

format or you can duplicate same document using different names. To perform a saving

operation:

1. Click Microsoft office button, Select and click the Save diskette icon. The Save As

dialog box opens, displaying the contents of the Documents folder. In the File

Name box, Word suggests a name, as a possible name for this file. If you do not

like this name, ignore it and put in your chosen file name.

2. Type the filename

3. In the Folders button (near the File name), select the drive and folder to save into

4. From the list in the Save as Type, select the format to use to save the document.

5. Click Save
 The document will be saved and cursor returns to the typing area.

11.3 - Naming a Document

Documents held in memory are differentiated with filenames. Word allows using long

descriptive file names. The complete path to the file including drive letter, server name, folder

path and filename can contain up to 255 characters. File names should not contain special

characters like forward or backward slash, asterisks, question mark, colon, semi-colon or

comparing operators as >,<,+ symbols.

To open an existing document, you click the Microsoft Office Button and then click Open

to display the Open dialog box. The first time you use this command, the dialog box displays

the contents of your Documents folder. If you display the dialog box again in the same Word

session, it displays the contents of whatever folder you last used. To see the contents of a

different folder, you use standard Windows techniques. After you locate the file you want to

work with, you can double-click it to open it.

11.4 Opening an existing Document

1. Click the Microsoft Office Button and then click Open to display the Open dialog box.
2. Browse through the list of folders and drive, until you locate the drive or folder that

contains the document.

3. Double-click the name of the folder or drive that contains the document. You can

continue to double click subfolders until the particular folder of your choice is reached.

4. In the List of Files of the selected drive or folder, click the document name( filename)

5. Click open

Word processor loads up the document and displays it in the typing area.

Note that document created in another compatible application can also be opened in MS

Word environs.

To do this, use the All Files Type option on the Open screen.

Tip:

Clicking a file name and then clicking the Open arrow in the lower-right

corner of the Open dialog box displays a list of alternative ways in which

you can open the file. To look through the document without making any

inadvertent changes, you can open the file as read-only, or you can open

an independent copy of the file. You can open a file in a Web browser, or

open an XML file with a transform. In the event of a computer crash or

other similar incident, you can tell Word to open the file and attempt to

repair any damage. And you can display earlier versions of the file.

11.5 Closing a Document

Click the Microsoft Office Button and then click Close. This will close the document but

leave Word open. If more than one document is open, you can close it by clicking the Close

button at the right end of the title bar. If only one document is open, clicking the Close

button closes the document and also quits Word.

 11.6 Quick Text Selection Keys

A word or group of text can be selected by blocking using SHIFT + Arrow key or dragging

with the mouse.

The following provides a quick way of selecting text or object in Word.

Some Quick Text Selection Keys

Text can be selected by dragging or using SHIFT plus arrow keys.

To Select Do This

Any item or amount of text Drag over the text you want to select

A Word Double Click the word

A graphic object Click the graphic object

A line of Text Move the mouse to the left of the line until

the mouse pointer changes direction, then

Multiple lines of text click

A sentence Move the mouse to the left of the lines,

A paragraph when it changes direction, click and drag

Hold down CTRL and click anywhere in

the sentence

Multiple paragraphs Move mouse to the left of the paragraph

An entire Document until the mouse pointer changes direction

and then double click or triple click

anywhere in the paragraph

Move the mouse to the left of the

paragraphs until the mouse changes

direction, double click and then drag

Move the mouse to the left of any

document text until it changes direction

and then triple click

11.7 Moving Around in a Document

To move around in an open document without changing the location of the insertion point, you

can use the vertical and horizontal scroll bars in the following ways:

 Click the scroll arrows to move the document window up or down by a line, or left or

right by a few characters.

 Click above or below the vertical scroll box to move up or down one windowful, or to

the left or right of the horizontal scroll box to move left or right one windowful.

You can also move around in a document in ways that do move the insertion point. To

place the insertion point at a particular location, you simply click there. To move the

insertion point back or forward a page, you can click the Previous Page and Next Page

buttons below the vertical scroll bar.

You can also press a key or a key combination on the keyboard to move the insertion

point. For example, you can press the Home key to move the insertion point to the left

end of a line or press Ctrl+Home to move it to the beginning of the document.

Tip:

The location of the insertion point is displayed on the status bar. By default, the status

bar tells you which page the insertion point is on, but you can also display its location

by section, line, and column, and in inches from the top of the page. Simply right-click

the status bar and then click the option you want to display.

This table lists ways to use your keyboard to move the insertion point:

To move the insertion point… Press…

Left one character Left Arrow

To move the insertion point… Press…

Right one character Right Arrow

Down one line Down Arrow

Up one line Up Arrow

Left one word Ctrl+Left Arrow

Right one word Ctrl+Right Arrow

To the beginning of the current line Home

To the end of the current line End

To the beginning of the document Ctrl+End

To the beginning of the previous page Ctrl+Page Up

To the beginning of the next page Ctrl+Page Down

Up one screen Page Down

Down one screen Page Up

11.8-Summary of study session 11

In this study session, you have learnt

 Different ways to create a new Word document like starting from an existing document

or adding text to a predesigned template and

 How to choose the best one for your particular project.

 How to launch Word after installation,

 How to identify documents that you create and modify.

11.9 - Self Assessment Questions for study session 11 (SAQs)

1. Click the Microsoft Office Button and then click _______ to display the Open dialog

box.

2. Documents held in memory are differentiated with filenames and word allows using

long descriptive ________

3. A word or group of text can be selected by blocking using ____ + ____ key or dragging

with the mouse.

4. The location of the insertion point is displayed on the______________

References/ Suggestions for further

Introduction to computers by Norton, peter, 4th ed. THM
Introduction to digital computer design by Rajaraman, V/ Radhakrishan T. 4th ed. PHI
How to manage computer at work? By Jones, Graham Jaico
Fundamentals of computers by Rajaraman, V 4th ed PHI
Digital computer fundamentals by Bartee, T.C. 6th ed. TMH
Computer today by Basandra, SK updated ed. Galgotia