MODULE 3.1: Working with Files
1. General File Commands
Files store data. In Word, the File tab provides access to commands such as Save, Print, Export,
and Properties. Metadata (data about data) is stored with the file and includes attributes like
author, size, and date created. These properties help identify and locate files more easily.
To view or edit file properties:
Click on the File tab → Info
Alternatively, right-click the file in Windows Explorer → Properties → Details
Properties include:
File name and path
Author
Date created
Number of pages
Size
Status
Category
Some properties can be edited directly from the Info panel.
2. Print Command
The Print command opens a preview of the document. This allows users to check layout and
formatting before printing, saving paper and ink.
Key settings:
Copies: Number of copies to print
Print All Pages: Choose specific pages or sections
Print One Sided / Print on Both Sides
Pages per Sheet: Print multiple pages on one sheet
Printer Properties: Adjust quality settings (e.g., draft mode, economode)
3. Exporting to Other File Formats
Word documents can be exported to various formats using:
File tab → Export → Change File Type
File tab → Save As → Choose format
,Common formats:
Format Description
.doc Compatible with older Word versions
.pdf Preserves layout and formatting
.txt Plain text, no formatting, small file size
.rtf Retains some formatting, widely supported
.odt OpenDocument format for open-source software
When saving older documents, users can enable compatibility mode to retain layout but disable
newer features.
4. Files as Email Attachments
Word allows sending documents directly via email:
File tab → Share → Email
Options:
Send as Word document
Send as PDF
Send as Internet Fax (requires fax service and compatible Windows version)
Before sending, Word saves the document to ensure all changes are included.
5. Importing from Other File Formats
Importing Content
To insert text from another file:
Place cursor at desired location
Insert tab → Text group → Object → Text from File
Select file and click Insert
This method adds the entire content of the selected file.
Importing Other Files
To embed a file (e.g., video, spreadsheet):
Place cursor at desired location
Insert tab → Text group → Object → Create from File
Choose file and set options:
o Link to file
, o Display as icon
Embedded files open with the original program and are saved within the Word document.
6. Help
Word provides built-in help features:
“Tell me what you want to do” box
Press F1 for help pane
File tab → “?” icon
Users can search for topics and perform actions directly from the help interface.
7. Editing: Replace Text and Formatting
Replace Options
Replace all occurrences of a word or phrase
Match case: Only replace if capitalization matches
Find whole words only: Prevent partial matches (e.g., “eat” in “meat”)
Formatting
Users can replace text with specific formatting:
Replace bold text with colored text
Replace all caps with bold
Replace specific words with italic and underline
Special Characters
Replace punctuation or symbols:
Paragraph mark → space
Em dash → tab character
8. Paste Options
When pasting copied content, users can choose:
Keep source formatting
Merge formatting
Paste text only
1. General File Commands
Files store data. In Word, the File tab provides access to commands such as Save, Print, Export,
and Properties. Metadata (data about data) is stored with the file and includes attributes like
author, size, and date created. These properties help identify and locate files more easily.
To view or edit file properties:
Click on the File tab → Info
Alternatively, right-click the file in Windows Explorer → Properties → Details
Properties include:
File name and path
Author
Date created
Number of pages
Size
Status
Category
Some properties can be edited directly from the Info panel.
2. Print Command
The Print command opens a preview of the document. This allows users to check layout and
formatting before printing, saving paper and ink.
Key settings:
Copies: Number of copies to print
Print All Pages: Choose specific pages or sections
Print One Sided / Print on Both Sides
Pages per Sheet: Print multiple pages on one sheet
Printer Properties: Adjust quality settings (e.g., draft mode, economode)
3. Exporting to Other File Formats
Word documents can be exported to various formats using:
File tab → Export → Change File Type
File tab → Save As → Choose format
,Common formats:
Format Description
.doc Compatible with older Word versions
.pdf Preserves layout and formatting
.txt Plain text, no formatting, small file size
.rtf Retains some formatting, widely supported
.odt OpenDocument format for open-source software
When saving older documents, users can enable compatibility mode to retain layout but disable
newer features.
4. Files as Email Attachments
Word allows sending documents directly via email:
File tab → Share → Email
Options:
Send as Word document
Send as PDF
Send as Internet Fax (requires fax service and compatible Windows version)
Before sending, Word saves the document to ensure all changes are included.
5. Importing from Other File Formats
Importing Content
To insert text from another file:
Place cursor at desired location
Insert tab → Text group → Object → Text from File
Select file and click Insert
This method adds the entire content of the selected file.
Importing Other Files
To embed a file (e.g., video, spreadsheet):
Place cursor at desired location
Insert tab → Text group → Object → Create from File
Choose file and set options:
o Link to file
, o Display as icon
Embedded files open with the original program and are saved within the Word document.
6. Help
Word provides built-in help features:
“Tell me what you want to do” box
Press F1 for help pane
File tab → “?” icon
Users can search for topics and perform actions directly from the help interface.
7. Editing: Replace Text and Formatting
Replace Options
Replace all occurrences of a word or phrase
Match case: Only replace if capitalization matches
Find whole words only: Prevent partial matches (e.g., “eat” in “meat”)
Formatting
Users can replace text with specific formatting:
Replace bold text with colored text
Replace all caps with bold
Replace specific words with italic and underline
Special Characters
Replace punctuation or symbols:
Paragraph mark → space
Em dash → tab character
8. Paste Options
When pasting copied content, users can choose:
Keep source formatting
Merge formatting
Paste text only
