Certified Data Entry Operator Learning Resources File Management

Learning Resources

File Management


MS-Word can create various types of document as per our requirement whether a blank document or a web page. 

Various file operations are --

  • Opening a document
  • Saving a document
  • Save As by using Save As dialog box
  • Closing a document
  • Exiting Word

Creating and Saving a Document

Opening and Closing A Document

To open a file, select Open... from the File menu. In the dialog box, click on the filename and then on the Open button. If your file is not in the opened folder, click on the down arrow (next to folder name) to see a directory listing. The Up One Level button icon on the right enables you to move up one level. You can then switch to the floppy disk, hard drive or Desktop where the appropriate file or folder is located.

For example, to open a file from a floppy disk, select Open... from the File menu. If the disk's name does not appear on the left side of the dialog box, click on the down arrow. Select its name in the box at the left or if it is not displayed, click the Up One Level button to see a different display of files and folders. When you locate the desired diskette or file, click Open. (Double-clicking on the name will also open it).

To close a document, click its close box in the upper right of the title bar (box with the large X on it) or select Close from the File menu. The keyboard shortcut is .

Saving a Document

Your document and changes you make to a document are not saved to disk until you issue a save command. Saving is quick and easy. You should save often to minimize the loss of your work. Word has two save commands - Save and Save As. - that work similarly. Both are under the File menu.

Save Save As
When you save a new document for the first time, Word displays a dialog box (see figure, below). Select where you want to save your document and give it a name. When you save an existing document that you have been editing, the newly saved version is written over the older version. This command always displays a dialog box where you can choose a document name and disk (see figure, below). Use the Save As. command whenever you want to save a copy of the current document under a different name or in a different folder (or disk). The newly saved copy becomes the active document.


The Save button on the Standard toolbar, and the Save As dialog box
Fig. 1  The Save button on the Standard toolbar.
Callout 1 The Standard toolbar.
Callout 2 The Save button.
Fig. 2  The Save As dialog box, which appears the first time you save your document.

Perhaps by now you have a finely tuned sentence, or a paragraph of facts and figures that you would regret losing if you accidentally deleted some text, or if a power failure shut your computer down.

To keep your work, you have to save it, and it's never too early to do that.

To save your document for the first time, click Save Button image on the Standard toolbar (see Figure 1). If you prefer to use the keyboard, press CTRL+S (hold down the CTRL key and then press S; this is called a keyboard shortcut).

Tip     Toolbars have all sorts of buttons that you can use to carry out commands. To find out what a button does, move your mouse over it. A word or two is displayed to tell you what the button does.

The Save As dialog box opens next (see Figure 2). A dialog box is a smaller window in which you perform some action. You use this box to tell Word where you want to store the document on your computer, and what you want to call it.

In the practice you'll learn the steps for exactly how to use the Save As dialog box.

After you save your document, and you continue to type, click the Save button, or click CTRL+S, every once in a while. That will save the changes you make as you work. Then, when you finish, save the document once again.

When you are through working, and have saved your work, you close the file by clicking Close on the File menu.

Tip     If you forget to save your document before you close the file, Word will remind you by asking if you want to save changes. You can then click Yes or No.

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