The document provides information on various file management and editing features in Microsoft Word, including: - Cutting, copying, and pasting text using the clipboard to move text within and between documents. - Creating, naming, and saving files and folders in the appropriate locations to keep work organized. - Finding, opening, renaming, and deleting files as needed.

1. Understanding File Management and Editing Documents in
Word
The editing features in Word allow you to move text from one
location to another in a document. The operation of moving
text is often called cut and paste. When you cut text, it is
removed from the document and placed on the Clipboard, which
is a temporary storage area for text and graphics that you cut or
copy from a document. The Office Clipboard allows you to
collect text and graphics from files created in any Office
program and insert them into your Word documents. It holds up
to 24 items.
Understanding Folders and Files
Click "File" and "Save As." The "Save As" dialog box appears.
Look in the upper-right corner of the "Save As" dialog box.
The folder with a star burst is the button to create a "New
Folder." Before clicking on the "New Folder" icon, look at the
directory and drive that is open. You must decide if this is the
location where you want to create a new folder and if you want
to create the new folder in a different directory or drive.
Consider where you want to create the new folder. On the top
of the "Save As" dialog box is a "Save in" box that indicates
what folder or directory is currently open. To change that
location to another folder or directory, click the down arrow at
the end of the "Save in" box and then choose the new location.
You can also click on the "Up one level" icon, which is depicted
in the upper-right portion of the dialog box as a file folder with
a blue arrow.
Click the "New Folder" icon button and the "New Folder"
dialog box appears with an open box into which you can type
the desired name for the new folder. After typing in the new
folder name, click "OK." The "Save As" dialog will then
display the new folder as the save-as location.
Enter the name for the document and then click "Save" to save
the file in the folder.
From the Word Ribbon, click Insert at the top of the menu and

2. then click the down arrow next to Object and then Text from
File (as shown below).
Figure 1
Select the file you wish to merge into the current document and
click Insert. Once completed the text and other information
from the document will be merged into the current document.
These steps can be completed as many times as necessary if you
want to merge multiple files.
Please view the video
Insert items in a document
, which is a Microsoft
®
Office Word 2013 tutorial about the content discussed.
Creating and Saving a File
We now need to come up with a name for this particular
document that we are saving. If you have a look at the bottom
of the Save As dialogue box you will see two areas: one called
File Name, and the other called Save As Type. The File Name
area is where you type a name for your document. The Save As
Type means which type of document it will be. Microsoft
®
Word documents from 2007 onwards end with the letters docx.
Previously, the file was just a doc. If you sent someone a Word
document with the ending docx, somebody with version 2003 of
the software would not be able to open your file simply because
previous Office versions do not know how to handle the newer
format. The reverse is not true, though: they could send you a
file that ended with the letters doc and you would be able to
open it up in Word 2007, Word 2010, or Word 2013.
Microsoft
®
Word allows you to save documents in a wide range of
different formats. Click anywhere inside of the Save As Type
area to see a list of the different formats:

3. Figure 2
The image shows that we have Word 97 - 2003 Document in the
Save As Type area. The three letter extension shows .doc. The
first one on the list, however, is Word Document .docx, which
is the one we want. Make sure this one is selected in your Save
As dialogue box.
Now have a look at the File Name area. It should say
Doc1.docx.
If you clicked the Save button now, your file will be called
"Doc1". That is not a very descriptive name for a document, so
we'll change it to something else. To give your document a
different name, simply click inside the File Name text box.
Delete everything in the text box and type in a new name,
something like “Library Letter.”
Your Save As dialogue box should now look like the one
below. When it does, click the Save button:
Figure 3
You have now saved your work to your hard drive. To prove
that it has indeed been saved, click the round Office button in
the top left (or the File tab in Word 2013). Select Save As.
When the Save As dialogue box appears, you should see the
name of your file in the big white area:
Figure 4
Click the Cancel button to get rid of the Save As dialogue box.
You can continue to work on a document that has been saved.
But if you add more lines to your letter, or make any changes,
you need to keep saving your changes on regular basis. You do
not have to use Save As anymore. You can just click the Office
button or the File tab, then click on Save or click on the icon
indicated in the images below. This will update your document.

4. Figure 5
A shortcut for saving your work is to hold down the CTRL key
on your keyboard then simultaneously press the letter S.
Remember to save your work on a regular basis. It is not a
pleasant experience to have worked on a document for some
time only for your computer to crash. Even if you finally get
your computer to work again, you will find all that hard work
lost forever, with no way to get it back if you have not saved
regularly.
If necessary, please review this tutorial about how to
Save a Word document
, which appeared in the Module 1 Lecture Notes.
Moving and renaming files
Click the Microsoft
®
Office button and then Open. Keyboard shortcut CTRL+O can
also be used.
Figure 6
Navigate to the file you wish to rename, right-click the file and
select Rename.
Or from within Word you can select Open.
Figure 7
Figure 8
Type in the new name and press enter.
Figure 9
Searching for Files, Folders, and Programs
On the Home tab, in the Editing group, click Find. Or press
CTRL+F.

5. Figure 10
The Navigation pane opens.
In the Search Document box, type the text that you want to find.
Click a result to see it in your document, or browse through all
the results by clicking the Next Search Result and Previous
Search Result arrows.
Deleting and Restoring Files
Click Start
or
Type the document name in the Start Search box, and then press
ENTER.
If the File list contains the document, double-click the
document to open it in Word.
If the File list does not contain the document, go to the next
step.
Click Start.
Type *.doc in the Start Search box, and then press ENTER.
Note:
For Microsoft
®
Office Word 2007 documents, Word 2010, or Word 2013
documents, type *.docx.
If the File list does not contain the file, then use the method
below.
Click Start
or
, click Search, and then click For Files or Folders.
In the Search for files or folders named box, type the file name.
In the Look in box, click My Computer.
Click Search Now. If the Search Results box does not contain
the file, proceed with the following steps to search for all Word
documents.
In the Search for files or folders named box, type *.doc. For
Microsoft
®

6. Office Word 2007 documents, Word 2010, or Word 2013
documents, type *.docx.
Click Search Now.
If the Search Results box does not contain the file, view the
Recycle Bin. To do this, follow these steps:
On the desktop, double-click Recycle Bin.
On the View menu, click Details.
On the View menu, click Arrange Icons, and then click by
Delete Date.
Scroll through the files. If you find the document that you are
looking for, right-click the document, and then click Restore.
This procedure returns the document to its original location.
Please view the video
How to recover unsaved Microsoft Works Word documents
for more information.
Copy and paste is similar to the cut and paste, but you are
simply copying the information to include in another area of the
document. The original material that you are copying is not
deleted.
The Find and Replace feature in Word allows you to
automatically search for and replace all instances of the word or
phrase in a document. The Spelling and Grammar checker flags
possible mistakes, suggests correct spellings, and offers
remedies for grammar errors, such as subject-verb agreement,
repeated words, and punctuation. The Word Research feature
allows you to quickly search reference sources for information
related to a word or phrase. A hyperlink is text or a graphic
that, when clicked, links the viewer to a different location or
program. When a document is viewed on screen, hyperlinks
allow readers to link to a Web page, an e-mail address, a file, or
a specific location in a document. This hyperlink can prove
extremely useful. You may have already seen hyperlinks in
your classes. When you are directed to click on a link, this is a
hyperlink.
a minimum of 100 word essay

7. File management is a key topic . Based on your readings, what
suggestions will you utilize for naming your files and keeping
them organized? Why is file management important?