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Getting Acquainted with File Saving

Any document from Word, worksheet from Excel, presentation from PowerPoint, etc. once saved on a hard drive, network drive, floppy disk, or CD is referred to as a file. When saving a file, 3 areas of information need to be noted; the File Location or path, the File Name, and the File Type. They are explained below.

File Location

File locations are broken down into a hierarchy beginning with the name of the disk, followed by the names of any significant folders, and ending with the name of the file. This hierarchy is often referred to as the path of the file or the location of the file, and can be compared to a filing system in an actual file cabinet. The hard drive and network drives can be compared to different file cabinets, the folders to actual folders in a file cabinet, and the files to documents that are organized in the folders.

On the left below is a representation of the path to a document on your computer (Local HD). For the Windows OS the document is located on the hard drive called Local Disk (C:), (for Mac OS, Macintosh HD) in a folder called My Documents (for Mac OS Documents) which contains a folder called Tests, which contains the document.

On the right below is a representation of the path to a document on the network server. It is located on the network drive Mc-main or Sh-main in a folder called Faculty_data, which contains the Users folder, which contains a folder called MyName, which contains the document.

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Windows OS Macintosh OS [pic] [pic]

This hierarchy can be seen at the top of every Save As dialog box as shown in the appropriate graphic below. An explanation of how to negotiate through the hierarchy to find a specific location will be explained under the heading Saving a File.

|Windows OS |Macintosh OS |

|[pic] |[pic] |

File Name

|Windows OS |Macintosh OS |

|A file name consists of two parts: the Root Name (or primary filename) and an |A file name consists of up to 255 characters. Mac OS does not assign a|

|Extension. |3 letter extension to its files |

|Root Name - The root name consists of up to 255 characters and is used to | |

|describe the document’s contents. The root name cannot include the following | |

|characters. * + = [ ] : ; < > ? / \ | | |

|Extension - An Extension is commonly three letters. Each application has its | |

|own specific extension associated with it. For example, Word documents end | |

|with .doc, Excel with .xls, PowerPoint with .ppt. By default, in most Windows| |

|programs, an extension is automatically added to all files, even if a | |

|different extension is entered. For example, if the filename Document.mem is | |

|typed, Word would save the file as Document.mem.doc. | |

|Sample Win OS File Names: Grades.xls, Letter.doc, Science Class.ppt |Sample Mac OS File names: Grades, Letter, Science Class. |

File Type

Unless otherwise indicated, a file is automatically saved in the current version of the application that created it. For example, Word 97 automatically saves documents in Word 97 format. If there is a need to save documents in a different format, for example, in a format that can be read by earlier versions of Word or by a Macintosh version of Word, you can select that file format when you save the document. In the Windows OS a different file format can be selected from the Save as type list box available in the Save As dialog box. In the Macintosh OS, the format can be selected from the Save File as Type list box available in the Save As dialog box.

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Windows OS Save As dialog box Macintosh OS Save As dialog box

❖ Saving a File

These instructions apply to saving documents in Word however they can be applied to most applications.

When a document is saved for the first time, the Save As dialog box opens so that a location, filename, and, if necessary, file type can be assigned. From the Save As dialog box, you can also change the folder, or create a new folder, for storing documents. The saved document remains open on the screen until closed.

There are two options for saving an existing document: Save and Save As. When you have made changes to a document and want to save the changes, but do not need to change the filename, location, or file type; use the Save command. When you do want to change the filename, location, or file type; use the Save As command.

|Windows OS |Macintosh OS |

|To Save a File: |To Save a File: |

|Choose File ( Save As. |Choose File ( Save As. |

|Choose a file location for the file from the Save in list box at the top of the|Choose a file location for the file from the list box at the top of the Save |

|Save As dialog box. |As dialog box. |

|Sometimes it may be necessary to move up in the hierarchy to view a needed |Sometimes it may be necessary to move up in the hierarchy to view a needed |

|folder. E.g. if the Save in list box names a folder on the C: drive and you |folder. E.g. if the list box at the top of the window names a folder on the |

|want to save the file in a different folder on the C: drive, it is necessary to|Macintosh HD (MHD) and you want to save the file in a different folder on the|

|choose the C: drive from the Save in list box first. All the folders on the C:|MHD, it is necessary to choose the MHD from the list box first. All the |

|drive will then be listed and you can select the desired folder from the list. |folders on the MHD will then be listed and you can select the desired folder |

|Refer to the graphic at the bottom of Page 1 |from the list. |

|[pic] |[pic] |

|Windows OS Save As dialog box |Macintosh OS Save As dialog box |

| | |

| |Continued… |

| | |

|Enter a valid file name in the File name text box. |Enter a valid file name in the Save Current Document as text box. |

|Word may suggest a name from the first words in a document. This suggestion |Word suggests Document1 or something similar as a name. This suggestion can |

|can be deleted and a new name entered. |be deleted and a new name entered. |

|Choose a file type, if necessary, from the Save as type list box at the bottom |Choose a file type, if necessary, from the Save File as Type list box at the |

|of the dialog box. |bottom of the dialog box. |

|This step is necessary if a type other than the current version of Word 97 is |This step is necessary if a type other than the current version of Word 98 is|

|needed. |needed. |

|Choose Save. |Choose Save. |

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Network Paths

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