D-BUST Your Computer - Part 4-b

At some time you might find that you have created a document that you will want to save in more then one place, such as another folder. Maybe you'll need to save your document to another media, such as a floppy or zip disk, or a CD Write. And maybe you have created a beautiful document that you would like to use over and over again except some of the content will change and the document might need to be filed in a different folder, have a different name, or filed in a different format.

On my computer I've created several templates (like a pattern) for my business, such as my letterhead, envelopes, and invoices. I don't want to recreate these sometimes-laborious documents every time I need to send out correspondence.
But I do need to enter new content in the body of the document. I can open up the template I need to use, type in the new information and do a SAVE AS to save the * new * document to it's proper folder AND KEEP the template as a * blank * document and in it's proper folder.

Using the exercise we did in Part 4-a of D-BUST Your Computer (May issue), let's open the document, Hair Meeting 61200 that we had filed in the Larry Folder. You want to keep Hair Meeting 61200 * intact * but you need to change some of the content to send out to MOE and save this slightly altered document in your MOE folder. Make your changes and then:

~~ Move POINTER to File and CLICK
~~ Move POINTER to SAVE AS and CLICK

A SAVE AS Box will appear. Notice the three sections: Save in:, File name:, and Save as type:.

The Save in: section should have the last folder name that you saved a document to. In this case you want to save your document in your * MOE * folder, which is located in the Clients folder, which is located in MY DOCUMENTS folder.

~~ CLICK the small black down arrow next to the folder name in Save in:
~~ CLICK on MY DOCUMENTS
~~ Locate the CLIENTS Folder in the box and DOUBLE CLICK on it
~~ The CLIENTS folder should now be in the Save in: section
~~ Locate and move your POINTER to the * MOE * folder and DOUBLE CLICK
on it
~~ The * MOE * folder is now in the Save in: section

Now you have to give your document a name.

~~ PRESS Your TAB Key to move to File name: or move POINTER to File
name: and CLICK.

~~ Something will already be there BUT you want to give the document a name you will remember and can easily locate when needed.

TIP: You can keep the same document name or change it.

~~ Type in the new name you want to give your document or leave the same ~~ Press ENTER/RETURN
OR
~~ Move POINTER to SAVE and CLICK

WARNING WARNING!! DO NOT do the above if you need to SAVE the document in a DIFFERENT FILE FORMAT, such as TEXT or HTML Code.

Save as type: the default is usually Word Document but notice the small black arrow next to this and CLICK on it. Here is where you are presented with a list of file types that you might need to save your document into.

Now you have the two different documents in two different folders.

What if you need to save a document to your hard drive AND a floppy, zip, or CD
Write?

Perform your SAVE with your document opened and then do a SAVE AS.

USING SAVE AS to a DIFFERENT MEDIA (floppy, zip or CD Write):

Using the opened document or open up a document

~~ Move POINTER to File and CLICK
~~ Move POINTER to SAVE AS and CLICK

Again, you will be presented with the SAVE AS Box

~~ Insert into your computer the media you are saving to: Floppy, Zip, or CD
Write
~~ The Save in: section should have the last folder name that you saved a document to. In this case you want to save to your (A:), (B:), (D:), (E:), (F:), (you choose the letter on your computer that corresponds to the media type; on my computer, a floppy is my (A:) drive.).

To locate and select the proper drive for the media you want to save to:

~~ CLICK the small black down arrow next to the folder name in Save in:
~~ CLICK until you find the drive you want to save to.

You can also change the name and format of the document you are saving by repeating the steps explained in the SAVE AS BOX above.

Press RETURN/ENTER or CLICK SAVE

AutoSave:

This feature in Word is really a recovery feature, it DOES NOT SAVE your documents in the true sense. What it does is save changes or entered text to a
recovery file automatically for you at time intervals that you must set up. This
function is VERY useful if you experience power outages, power failures, or you have to restart your computer before you could save or close your document.

TIP: You must have a document open to set this function and it is protection for your OPEN documents.

Open any document.

~~ Move POINTER to Tools (Located at the top of your screen) and CLICK
~~ Move POINTER to Options and CLICK

An Options Box will appear and you will notice several * Tabs * you can click on.
There is a lot of * stuff * here that you have probably never seen and a lot of things you can change and customize, but for now let's continue.

~~ Move POINTER to SAVE Tab and CLICK
You will see several little box buttons and you want to make sure the button SAVE AUTORECOVER info every: is checked. If it's not checked:

~~ Move POINTER to that box button and CLICK

Notice that you can change the minutes that you want WORD to automatically save your open documents in case of a power surge or failure. I have mine set at 10. To change yours:~~ Move POINTER and CLICK on the little up or down arrow to change the minutes.
~~ Move POINTER to OK and CLICK

WARNING, WARNING: After a surge, failure or a restart, WORD will open the
RECOVERY file and you MUST SAVE it or it will be DELETED!

About the author.

For additional help: The Organizing and Feng Shui Wizard, Janet L. Hall, FSII has a FREE newsletter, OverHall IT! at http://www.overhall.com/newsletter.htm and an ebook, How-To Clean and Organize Your Computer at
http://www.overhall.com/clean_computer.htm
Janet is a Professional Organizer, Certified Feng Shui
Practitioner, Speaker, and Author and can help you regain control of your life, your time, your stuff, and your environment.

Copyright 1999, 2000 by OverHall Consulting
P.O. Box 263, Port Republic, MD 20676
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