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Managing Documents

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This chapter is from the book

Just as you might add a new hanging folder to a physical filing cabinet to hold a new group of related files, so you can create new folders on your hard drive (or a network drive) to store groups of related Word documents. For example, you might want to create a folder for your personal correspondence, or one for your child's homework assignments. You can create folders in either the Save As or the Open dialog box, although you're most likely to create them in the Save As dialog box when you're in the midst of saving a file.

Microsoft Office automatically creates the My Documents folder on your hard drive as a convenient place for you to store data files including Word documents, Excel spreadsheets, PowerPoint presentations, and so on. You can create a set of subfolders within My Documents for the various types of documents you create. You aren't required to use the My Documents folder, but it's a good idea to designate one folder for your data—whether it be the My Documents folder or different one—and then store all of your files in subfolders of that folder. (If you want to use a different folder to store all of your data files, see the next section.) If you are on a network, ask your network administrator where you should save your Word documents.

To create a folder, follow these steps:

  1. In either the Save As or the Open dialog box, navigate to the folder that you want to be the parent of the new folder so that it appears in the Save In or Look In box.

  2. Click the Create New Folder button.

  3. The New Folder dialog box appears (see Figure 3.12). Type the name you want to use, and click OK. (The rules for naming folders are the same as for naming files—see "Saving a Document for the First Time" earlier in this hour.)

Figure 3.12Figure 3.12 Word displays the New Folder dialog box to let you name your new folder.

If you are in the middle of saving a file when you create your new folder, it will become the location in the Save In box, so you can simply continue the save process. If you created the new folder in the Open dialog box, click the Cancel button to close it.

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