Microsoft Office 2016 for Seniors – Creating and Saving Documents

Whenever you start a new project in Word, you’ll need to create a new document.   You can create a new word document from the New page of the Backstage view or from the New Blank Document icon on the Quick Access Toolbar.

Available Template Gallery Choices from the Backstage View are:

  1. Blank Document – document formatted with standard settings that contains no content
  2. Installed Templates – content and design templates that come with Office Apps
  3. Office.com Templates – represent categories of common types of files that you can download and customize

Create a New Blank Document

  1. Click the Blank document template to create a new blank page. Word will display a new blank document in the application window.

Creating a new blank document in Word 2016

Create a Document from a Template

Word provides you with dozens of templates that you can easily download to help you create many different types of documents.  These templates are already pre-formatted with text and graphics so all you have to do is fill in your personal text and images and you’ll have a business letter, memo, brochure, flyer, newsletter or report nicely formatted and ready to go.  Let’s try it now.

1. Click the File Tab, then click New to display the New page of the Backstage view.  You will see some of the installed template thumbnails  next to the Blank document option
2. Click any thumbnail to open a preview window that displays a sample document page

Create a file from a template in Word 2016
3. In the preview window, click the Create button to create the document.  A new document will appear with the template you selected.

Create a template in Word 2016

You can also use the search bar to find the exact template you are looking for. In the example below, we’re using the search bar to search for a newsletter template.  When you find a template you like, select the template exactly as explained above to preview it.  You can also search by the categories listed on the right side of the page.

Search templates in Word

Open an Existing Document

The Start screen that appears when you first start Word displays a list of your recently opened files, so if it appears on the Start screen, you can open it directly from there. You can also open files residing in folders on your computer as demonstrated below:

1. Click the File Tab to go to the Backstage view and then click on Open
2. Click Browse to launch the Open dialog box and then navigate to the folder where the document you want to open resides.  (Alternatively, you can choose Recent Files, OneDrive or This PC to open files stored on your computer or OneDrive.)
3. Double click the file you want to open

opening-files

Saving Your Files

Saving your work is important if you want to keep what you’re working on and you’ll want to save it in a location that you can easily recognize so you can find it later.  With Word 2016, you can now save files in the Cloud using OneDrive, or in a folder on your local computer.  Some people prefer to save in the cloud as it provides them with a single place to store and access files as well as an automatic back-up system.  OneDrive is Microsoft’s cloud-based storage solution and you’ll need an account to use it.  For the purposes of this lesson, we’ll be saving to our local computer.

There are two ways to save a file, the Save As and the Save option.

  1. Save As command: Always use the Save As option the first time you save a file.  You would also use the Save As command to save a document under a different name or location
  2. Save command: Use the Save command to update already saved files with changes.  The Save command updates the current version of the file.

You can save a document for the first time in one of the following ways:

  • Click the Save button on the Quick Access Toolbar
  • Click the File tab to display the Backstage View and then, on the navigation bar, click the Save or Save As command.  Let’s try it.

To Save a File

  1. Create a file from a template as explained above and then click the File tab to display the Backstage View
  2. Click Save As
  3. Click the Browse folder and in the Save As dialog box, navigate to the folder where you want to save your file
  4. In the file name box, enter a name for the file and use the default file type
  5. Click the Save button

saving files in Word 2016