Microsoft Office

File Menu in MS Word

File Menu in MS Word-The Office Button/File Menu appears at the upper left corner of Word window. It offers a menu called the Office/File menu that has various menu items for some common and generic tasks such as creating, saving, opening, printing and closing documents. The menu items appear in the left pane of the Office/File menu while a list of the recently opened documents appears in the right pane. The menu items are usually separated in three groups by horizontal lines. Some of the menu items in the left pane have a right arrow. When you place the mouse over such menu items, another menu of commands appear in the right pane.

File Menu in Ms Word

Here are the following options in Office button/File menu:

  1. New
  2. Open
  3. Save
  4. Save As
  5. Print
  6. Prepare
  7. Share
  8. Export
  9. Close

Creating a New Document (Ctrl + N)

Every document in Word is based on a template. A template is the basic model with which documents can be easily and quickly created. Templates offers sets of different pre-defined  visual elements that you can later customize according to your requirements. Word provides a wide range of templates with various layouts, fonts, styles, and colours. Some of the template do not contain any elements, whereas other contain well-arranged and pre-formatted elements.

In Word, you can create your documents by using a blank template, installed template, or an online available template.

Using a Blank Template

You can create a new blank document with opening the word program by using the following steps:

  1. After opening the MS Word application selected the File menu to access back stage view.
  2. Select New menu, then click Blank Document.

A new blank document will appear on the screen.

Using an Installed Template

With the installed templates, you can save a lot of time and efforts to create professional-looking documents. The various installed templates provide a well defined and attractive outline of different documents such as letters, memos, brochures and resumes.

Here are the following steps to create a new document using an installed template.

  1. Click the File menu/ Office button and then click New.
  2. Under Template in the left pane of the New Document dialog box, click Installed Template.
  3. Select the desired template according to your need.
  4. Click the create button.

The new document will be created.

Using an Online Available Template

In case you do not find a suitable installed template, then you can search for more templates on the Microsoft website. The Microsoft website provides numerous online template that you can download for free and use to create documents.

Here are the following steps to create new document using an online available template:

  1. Click the Office/File menu and then click New.
  2. Under Microsoft Office Online, select the desired category of the online template.
  3. Select the desired template according to your need.
  4. Click the Download button.The Microsoft Office Genuine Advantage message box may appear. This message box notifies you that the online templates are available only if you are using genuine Microsoft Office.
  5. Click the Continue button to allow the validation of Microsoft Office installed on your computer.

After the downloading of the template is complete, a new document based on the selected template is created.

Opening an Existing Documents (Ctrl + O)

Suppose you had earlier created and saved a document that you want to work with. In such a situation, you need to first open that document. You can open an existing document if you know where it is stored.

Here are the following steps to open an existing document:

  1. Click the Office/File Menu.
  2. Click Open.
  3. In the Open dialog box, select the location of the existing file and select the existing document that you want to open.
  4. Click the Open button.

The existing file will be opened.

Saving a Word document (Ctrl + S)

After you have created a new document, it is advisable that you immediately save it. You need to save your documenta as frequently as possible. Otherwise, due to any unexpected event such as a power cut or system failure, you may lost the changes you made to the document.

Here the following steps to save a Word document:

  1. Click the File menu and then click Save option.
  2. Select the location where you want to save the document.
  3. Type a name for the location in the File name text box.
  4. Click the Save button.

The document will be saved.

Save As

You can use the Save As command to create a new file with the existing contents to a different location of file format. This option allows you to change a recent file’s name or location. 

Print (Ctrl + P)

Printing is one of the most important features of Word. The need for printing arises whenever we need to create a hard copy of any document. In order to perform the printing operation, first of all we preview the document so that the final picture of the document can be viewed. Previewing of the document is done so that if there is any this discrepancy in the presentation of the document, it is rectified before it goes to print. Certain setting regarding the page setup also made to make printing of the document easy and accurate.

Printing a Document
Previewing a Document

Previewing a document allows you to visualize the document in advance in its printable format. It shows how the document will appear after the print out is taken. Print preview allows the user to change the various setting that makes the appearance of the final document clear and well explained in its printable format.

Here are the following steps to preview the document:

  1. Open the document which you want to print.
  2. Click the File menu/Office button and place the mouse over print.
  3. Select print preview option.

The print preview of the current document will be displayed.

Printing a Document

Here are the following steps to print a document:

  1. Open the document which you want to print.
  2. Select the print option from Office button/File menu.
  3. The print dialog box will appear, in that select the printer and select Printe range, number of copies, Page scaling.
  4. Click OK button.

The following document will be printed.

Printing a Document using Quick Print

Quick print option allows us to take the print out of the current document using the default printer setting. This option is very useful, if you don’t need to change the default printer setting. User can print the document in a quick and time efficient manner using the Quick Print option.

Here are the following steps to print a document using Quick Print option:

  1. Open the document in which you want to set the Quick Print option.
  2. Click the office button/ File menu and place the mouse over Print.
  3. Select Quick Print option from the menu.

The printer quickly print the current document which the default printer settings.

Sharing a Document

Word makes it easy to share and collaborate on documents using OneDrive. When you share a document from Word, you are actually giving other access to the exact same file. In order to share a document, it must first be saved to your OneDrive.

To share a document follow the given steps:

  1. Click the File menu to access Backstage view, then click Share.
  2. A Send Link window will appear.
  3. Enter a name or Email address and additional message and click on send button.

Exporting a document

In Word you can export a document as a PDF file.

Here are the following steps to export a document as a PDF file:

  1. Open the Word document which you want to export.
  2. Click File Menu> Export > select Create PDF/ XPS Document> Create PDF/XPS.
  3. The Save As dialog box will appear. Select the location where you want to export the document, enter a file name and then click Publish.

The following document will be exported.

Closing a Document (Ctrl + W)

After you have finished working with your Word document, you can close the document.

Here the following steps to close a document:

  1. Click the Office button/ File menu.
  2. Click on Close option.

The current document will be closed.

Quitting/Exiting Word

When you no longer need to work with any of the Word document, you can quit Word. When you quit Word, all the open document are closed. If there are any unsaved documents, then you will  prompted to save those document before quitting. After quitting Word, if you want to work with any document, you need to start Word again.

Here are the following steps to quit Word:

  1. Click the Office button/ File menu.
  2. Click the Exit Word option.

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Pooja Rastogi

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