Save and open a file

Applies to: Word, Outlook, Excel, PowerPoint and Access. Example used: Word

• Save a file
• Open a file
• Recover a file if you close without saving
  
• Creating and opening documents

Save a file

When you first save a file you will be prompted to choose the location, file name and other options. When you save the file again you won’t be prompted each time. We recommend that you save regularly, whenever you’ve typed or formatted something that you wouldn’t want to repeat.

Click the Save button on the Quick Access Toolbar  

OR

1. Click the File tab
2. Select Save from the menu
3. The Save As dialog box will open showing the Documents Library. This is a shortcut to your My Documents folder where your personal documents are stored.
4. Overtype the File name, there’s no need to keep the .docx as this will be added for you if you remove it.
5. When you have chosen the location and options click the Save button

Change the file location

Before you save you may wish to change where a file is stored.

Either:

• Double click on an existing folder to open it
• Click the New folder button to create a new folder
• Click into Recent Places in the Favorites area > select a folder recently used
• Click onto a folder you have previously added to your Favorites area
• Scroll down in the left hand pane to Computer > click the white arrow to expand Computer > click Departmental Shared Data (X:) to browse to a shared folder

 + screen shot with Computer expanded to show X:\

If you choose the wrong location, use the Back button to return to the previous folder.

You can also click into a folder on the Address Bar at the top of the Save As dialog box to jump back to a previous level.

Open a file

Applies to: Word, Outlook, Excel, PowerPoint and Access. Example used: Word

Open a recently used document

1. Click the File tab
2. If you don’t currently have any documents open the Recent documents list will show
3. Single click on a document to open it.

or

1. If you already have a document open the Info pane will show
2. Select Recent from the menu
3. Single click on a document to open it

If the file you need isn’t showing in the Recent Documents list look under Recent Places to see if the folder you need is listed.

Open a document from a folder

To locate your file you may need to either:

• Double click on an existing folder to open it
• Click into Recent Places in the Favorites area > select a folder recently used
• Click onto a folder you have previously added to your Favorites area
• Scroll down in the left hand pane to Computer > click the white arrow to expand Computer > click Departmental Shared Data (X:) to browse to a shared folder