Creating and Managing Documents

Word processing software allows users to create, save, open, edit and protect documents such as letters, reports, invitations and certificates. Knowing how to manage documents is essential because it helps users store their work safely, find it later and control who can access it.

This note explains the common document-management tasks shown in the infographic, using Microsoft Word 2010 terminology and keyboard shortcuts.

1. Creating a New Document

A document is a file that contains information, such as text and other inserted objects. A new document can be created as a blank document, which provides an empty page ready for typing.

In Microsoft Word 2010, a new blank document can be created by:

1. Click File.
2. Select New.
3. Choose Blank document.

The keyboard shortcut is:

When the document opens, the insertion point appears in the document area. Start typing at this position.

Inserting a new page

When you need to begin content on a fresh page, insert a page break rather than repeatedly pressing Enter.

• Ctrl + Enter inserts a page break.
• A page break moves the content after the insertion point to the beginning of the next page.

This is useful when starting a new chapter, section or major part of a report.

2. Saving a Document

Saving stores the current document as a file on a storage device or in a chosen storage location. Saving helps prevent work from being lost and allows the document to be opened again later.

In Microsoft Word, you can save by:

• Clicking the Save button.
• Pressing Ctrl + S.
• Selecting File → Save.

When saving a document for the first time, Word asks for details such as the folder, file name and file type.

Save As

Save As is used to save a document with a different name, in another location or in another supported file format.

Typical steps:

1. Select File → Save As.
2. Choose the folder or storage location.
3. Enter a suitable file name.
4. Select the required file type, if necessary.
5. Click Save.

The original document remains unchanged when you use Save As to create a separate copy.

A student creates a report and saves it in the Documents folder with the file name Science_Report. If the student later wants a separate version for editing, they can use Save As and name the new copy Science_Report_Draft.

3. File Extensions

A file extension is the part of a file name that follows the final dot. It indicates the file format and often helps the operating system identify which application can open the file.

Word-processing documents may use different extensions depending on the software and file format.

For example, in Letter.docx:

• Letter is the file name.
• .docx is the file extension.

An extension is not the same as the file name. Changing the visible extension manually does not necessarily convert the document into that format. Use the application's Save As or export option to save in another format.

4. Opening and Closing Documents

Opening a saved document

Opening a document loads an existing file so that it can be viewed, edited or printed.

In Microsoft Word:

1. Select File → Open, or click the Open button.
2. Browse to the folder containing the document.
3. Select the required file.
4. Click Open.

The keyboard shortcut is Ctrl + O.

If an invitation was saved in the Documents folder, use File → Open, browse to Documents, select the invitation file and click Open. The saved invitation will appear in Word.

Closing a document

Closing a document removes that document from the current Word window. It does not necessarily close the entire word-processing application.

In Word 2010, you can close the current document by:

• Selecting File → Close.
• Pressing Ctrl + W.
• Clicking the X button on the document window or application window, depending on the window arrangement.

If the document contains unsaved changes, Word may ask whether you want to save them before closing.

Remember the difference:

• Close closes the current document.
• Exit closes the word-processing application.

5. Password-Protecting a Document

A password-protected document requires a password for a specified action, such as opening the file or modifying it. Password protection can help prevent unauthorized people from accessing or changing confidential information.

The infographic illustrates the Microsoft Word 2010 route:

1. Select File → Save As.
2. In the Save As window, open Tools.
3. Select General Options.
4. Enter a password in the relevant password field.
5. Confirm the password if requested, then click OK.
6. Save the document.

Depending on the options selected, Word can request a password to open the document or a password to modify it. A read-only recommendation is different from a password requirement: it suggests that the document should be opened without editing, but it does not provide the same access restriction as a password.

Good password practices

• Choose a password that is difficult for others to guess.
• Do not share passwords with unauthorized people.
• Store the password securely.
• Remember that forgetting the password may prevent access to the protected document.

An office worker may password-protect a report containing confidential information so that only people who know the password can open it.

6. Useful Keyboard Shortcuts

The following shortcuts are included in the infographic and are useful when managing documents in Microsoft Word.

Keyboard shortcuts provide a quick alternative to selecting commands from menus or the ribbon.

7. Common Document-Management Tasks at a Glance

Exam-Focused Points

Quick Revision Questions

1. What is a blank document?
2. State the keyboard shortcut used to create a new document.
3. What is the difference between Save and Save As?
4. What does a file extension indicate?
5. Name three common word-processing file extensions.
6. Which shortcut is used to open an existing document?
7. What is the purpose of a page break?
8. Why might a user password-protect a document?

Summary

Document management includes creating new documents, saving them in suitable locations, opening saved files, closing documents and protecting sensitive information. File extensions such as .docx, .doc and .odt indicate the document format. Remembering the common keyboard shortcuts makes these tasks faster and easier.