In this article you will learn how to save all the work you have done and how to retrieve it later. You can save your document at any stage, even when nothing has been written. You can save a new file with a new name or overwrite an existing file.
Save a new file
If you want to save a completely new file or save an existing file under a new name, we click on the File tab.
A menu appears in which we select the item Save as.
A selection of possible storage locations appears. By default, Word suggests the most recently used locations, which are listed on the right-hand side. To save the file on the Microsoft cloud service OneDrive, select OneDrive.
To do this, you must create a OneDrive account if you do not already have one.
OneDrive is a cloud service from Microsoft and can be used free of charge in the basic version with approx. 5 GB. It works similarly to Dropbox or Google Drive. Files stored here can be downloaded, edited or shared by the user from any location. The advantage of cloud service is also the fact that a defective hard drive or a lost memory stick does not automatically mean the loss of the files.
To save the file in a specific folder on your computer, click Browse.
The Save As dialogue window opens with the folder structure we know from Windows.
Select the destination folder by clicking on it. At this point we can give the document a name in the box File name, for example Homework. Below this is a selection menu in which the file type can be determined. As a rule, it is best to save the file as a Word document.
Then click on Save (or OK). The file has now been saved.
Tip: When saving, consider the purpose for which the file will be used later. For example, if you want to share it with people who do not have the latest version of Word, it makes sense to save the file as .doc instead of .docx, as the versions are compatible downwards.
Saving a Word document as a PDF
PDF are a standard format for documents on the internet, at university or in the office. The biggest advantage is compatibility: the appearance and content of the document cannot be easily changed and the reader perceives the text as the author created it. In addition, PDF files require relatively little space. In the past, we needed third-party apps such as PDF24 to create a file as a PDF through the print command – which still works today. Modern versions of Word support saving PDF documents without additional apps.
To do this, go to “Save As” as described in the chapter above (or press the F12 key) and enter the correct name in the Save As dialogue box and click on the small arrow pointing downwards as shown in the screen shot below.
A menu opens with all the formats supported by Word. Here we select the file type PDF.
Then we save the document by clicking on Save (as described above).
Save an existing file
If you want to save a document that already has a name and keep it, i.e. overwrite the old version, we click on the tab File
and click on Save in the menu that appears.
The file is now saved. Alternatively, you can click on the save symbol (diskette) in the upper left corner.
Or you can use the keyboard shortcut Ctrl+S to save your current version.