Word M1_L3.docx

Lesson 3: Creating, opening, and saving documents ================================================= In this lesson, you\'ll learn how to create a new document from scratch or from a prebuilt template. You\'ll also learn how to open an existing document and how to save your files as different file f...

Lesson 3: Creating, opening, and saving documents ================================================= In this lesson, you\'ll learn how to create a new document from scratch or from a prebuilt template. You\'ll also learn how to open an existing document and how to save your files as different file formats. Lesson Learning Outcomes ------------------------ By the end of this lesson, you will be able to: 1. Create a new document from scratch. 2. Open and save a document. Topic 1: Create a new document ------------------------------ In this topic, you\'ll learn which types of documents you can choose from to get started. Deciding if you want to begin from a blank document or select a pre-built template created by Microsoft or another contributor will depend on the task you have. ### What\'s a template? A *template* is a document that contains preformatted content, styles, and structure. Word provides a wide assortment of prebuilt templates, including a **Blank document** template. ### Create a new document from a blank template When you\'re ready to create a new blank document, you begin directly from the **Blank document** template. Whether you select the **New** command on the **Quick Access Toolbar** or select **Ctrl+N**, all of these options use the **Blank document** template. To understand where you can access prebuilt templates from, refer to the figures. A screenshot of the New command on the File tab, or Backstage view. *Figure* *1: The **New** tab for creating a document*  Figure 2: The **Blank document** template ### Create a new document from a prebuilt template On the **New** tab in the **Backstage** view, you can select a prebuilt template that the tab promotes with thumbnails, as the following figure depicts. A screenshot of thumbnails of some of the prebuilt templates available in Word. *Figure* *3: Prebuilt templates* ### Search by category You can also select from categories listed following the **Search** box (refer to Figure 4).  *Figure* *4: Searching for templates by using a category* ### Search by a word or phrase You can also enter a word or phrase to find an online template that meets your needs (refer to Figure 5). A screenshot of searching for a template with a word. *Figure* *5: Searching for templates by using a word or phrase* ### Add or edit content All it takes it to add content is to enter text into the document. Paragraphs in Word are identified by the use of the Enter key, otherwise known as the ***hard return***. If you started with a prebuilt template, you can select text and modify the text you want in the document. You\'ll learn more about entering, selecting, and formatting text in this module. ### Try-it: Create a new document In this try-it, you\'ll first research new ways to create documents on your own. Next, you\'ll pair up with a classmate to exchange ideas and thoughts based on your research. #### Resources You\'ll need the following resource for this try-it: - The [Welcome to Office Help & Training](https://aka.ms/Office_Help_and_Training) website #### Instructions You\'ll perform the following general tasks during this try-it: 1. In the time given by the teacher, find as many options as you can for how to create new documents. Use the online resource and any elements within Word that you learned about. 2. Identify the different types or categories of documents you can create. 3. Keep track of all the solutions you identify. List as many different types of documents as you can. 4. When directed by the teacher, pair up with a classmate, and exchange ideas and solutions based on each of your research results. Topic 2: Open and save a document --------------------------------- When you open Word 2019 for the first time, you have a few options for beginning your work. The **Start** screen directly presents you with these options. If you\'re not creating a new document, you might want to open an existing document. You\'ll also learn how to save a document locally on a device\'s hard drive. Saving a document is simple, but the difference between **Save** and **Save As** is an important distinction to understand. You\'ll also explore how to use the **Save As** command to save your documents as other file types. When you first open Word, you\'ll be presented with two options: - To open a recent document---that is, a document you've already been working on - To access pinned documents---that is, specific documents you chose for the application to hold in the **Pinned** area so that you can easily access them at any time  *Figure* *6: The **Home** tab for accessing files from the **Pinned** or **Recent** areas* A screenshot of the Start screen in Word that starts on the Home tab. *Figure* *7: The **Home** tab in Word from the **Start** screen* ### Open recent documents The **Open** tab displays the latest Word documents you opened and information regarding the last modified date and time.  *Figure* *8: The **Open** tab from the **Start** screen in Word* When you select **Open** on the **File** tab, common file areas are listed in a pane. These include **Recent**, **This PC**, **Add a Place**, and **Browse**. If you have Office 365 (in various subscription models), you\'ll likely observe the cloud locations (in Microsoft OneDrive and Microsoft SharePoint) included also. **Recent** is the default selection, and the recent files and folders you\'ve worked with display in a pane next to this list, as the following figure depicts. A screenshot of the Open tab from the Start screen depicting the recent documents and recent folders areas, the Search box, and the Pinned area. *Figure* *9: The **Open** tab with the **Documents**, **Folders**, and **Pinned** areas* *Locate documents and folders* One of the most helpful improvements to the latest versions of Word is the promotion of searching among documents, grouped by dates, along with a **Folders** tab. As soon as you\'ve worked in a folder, including opening a file from a folder, Word stores that folder location in the lesson folder. This reduces the amount of time it will take for you to find previously opened documents. The **Open** tab also contains a **Search** box, and you can locate the context of the content you're trying to search for. Finally, the **Open** tab also contains the **Pinned** area, allowing you to easily open documents that you\'ve deemed pin-worthy. *Open multiple documents* As you become more familiar with using Word, you'll find yourself working with more than one document at a time. Here are a few suggestions for ways to work among all these documents. The Windows taskbar indicates that Word is running whenever a Word document is open. When you hover over the **Word** icon on the taskbar, you can preview or select any of the open Word documents. To switch to a different active document without closing the current document, simply select it from the preview. You\'ll always know which Word document is active by referencing the title bar in Word. It displays the name of the currently active document. ### Save your documents After you create or modify a document, you need to save it. If you save it to a local device, you\'ll need to save it manually and frequently. ### Understand how the Save command works When you select **Save**, it really conducts a backup or update to the work you\'ve done. For documents stored in cloud locations, **Save** also updates any new content changes that you\'ve made since the last save (or sync) and keeps track of historical changes for document versions. **Save** is located on the **File** tab (in the **Backstage** view). When you select **Save** for the first time, a pane appears that prompts for a file location, file name, and file type. Selecting the **More options** button (following the file type box) opens the **Save As** dialog box.  *Figure* *10: The **Save** pane with the **Save** and **More options** buttons* After you initially save the document, selecting this command again saves the document to the same file location with the same file name and file type. ### Save As When you save a document for the first time, even if you select the **Save** command, that will activate the **Save As** dialog box, allowing you to name the file and select the location where the file will be saved, as the following figure depicts. A screenshot of the Save As dialog box with the Save as type box expanded to display all the file type options. *Figure* *11: The **Save As** dialog box* If you need to modify the file name, you can use the **Save As** command again. The **Save As** command will navigate to the **Save As** location from the **Backstage** view and prompt you to modify the file name. You can also select **Browse** to access the traditional **Save As** dialog box, where you\'ll also have an opportunity to change the file location and other metadata---for example, by adding tags or keywords to the file.  *Figure* *12: The **Save As** locations with the **Browse** button* ### Video Here's a great video about how to save a document in Word. To observe this video, refer to: [Save a document](https://aka.ms/Save_a_document) ### Understand file types When you create and save your document, especially for the first time, it\'s important to select the appropriate file type. By default, the Word sets the document file type to.docx. However, if you inherit documents from coworkers, you might notice that the file type isn\'t set to.docx. Typically, older Word documents have the.doc file extension. This file type is for Word documents created and saved by previous versions of Word (Word 97-2003). You can also convert a Word document to another type of file, such as a Portable Document Format (PDF) or text file. To save a document as a PDF file, you can use either the **Export** or the **Save As** command. ### Video Here's a great video about how to Convert or save to PDF in Word. To observe this video, refer to: [Convert or save to PDF](https://aka.ms/convert_or_save_to_PDF_video) ### Try It: Open and save a document 1. Open **L3\_T2\_try\_farm\_starter.docx**. 5. Save the file as a text file. 6. Note down any changes to the document. Lesson Summary -------------- In this lesson, we introduced how to create a new blank document or from a template, save and convert a document. In the next lesson, we will discuss how to format your text to be more readable and aesthetically to the reader.