Reference Services Division Presents Saving & Printing Welcome to Saving & Printing. In this class, we will learn how to save and print in a Windows-based PC environment. Basic computer skills, including how to use a mouse and keyboard, are required. OBJECTIVES: Understand how data is organized Review the common file formats Learn how to save a file Learn how to print a file What does it mean to save a file? To save a file means to create a copy of the document or object that you re working on. If you do not save your work, you will lose it when you close the program, if the program experiences an error and closes, if you turn off the computer, or if the power goes out.
How does a computer organize data? Windows uses a files and folders directory structure for organizing data. The screenshot below shows the contents of the folder My Documents; notice that there are various files, in addition to other sub-folders. In the computer, the main storage device is the computer s hard drive, usually designated as C: Other locations where data can be stored include the Floppy Disk drive (A:), the CD or DVD drive (D: or E:) or a USB or Flash drive. Common file formats When looking at the computer s Desktop or any directory, the first thing you notice is that there are many graphical icons. These icons represent several types of information: Programs or shortcuts to programs (i.e., Microsoft Word) Folders or directories Individual files Web links (shortcuts to specific websites) Merriam-Webster defines a file as a complete collection of data treated by a computer as a unit especially for purposes of input and output. It s important to know that folders contain files. are not files, but are directories that 1
Shortcuts, which can be identified with a small curved arrow in the lower left of the icon, are links to files, folders, or programs, are not files. Icons for some common files are shown below. Text format Windows media Word document PDF Excel workbook Publisher PowerPoint Flash movie Internet Explorer Undefined format Saving a file (general) The most important thing to remember when saving a file is the location where you save the file Save vs. Save As Save used to save changes made to an existing file Save As use this the first time you save a file, or to save a copy of the file in a different name or location 2
Steps to save a new file that is currently open: As Select the location to save the file Type in the file name Saving an image on a web page To save an image on a web page to your computer or to a portable drive: Right-click on the object Select Save Picture As Choose the save location Edit the File name (optional) Important note: There are some objects that cannot be saved. Download an email attachment Depending on the email provider, the look and wording may vary. Yahoo! mail is used for the instructions below. Generally, a paperclip graphic next to an email message indicates an attached file or files. With the email open, click on Scan and Save to Computer 3
Click on Choose the location to save the attachment Edit the File name Printing a file (general) Page Setup allows you to customize the print job before printing, including: Margins Orientation Paper size Print Preview always look at a preview of your print job before you print: Click on Print Preview Click on Close 4
Print a file: Open the file Click on Print Adjust settings, if necessary, including number of copies, page range, etc. Click OK to print Note: Always use Print Preview. Many websites are not designed to be printed and may print incorrectly. To print a selected area within an open file: Using the mouse, select (highlight) the range of data to print Click on Print Under Page Range, choose Selection Click on OK Printing an image on a web page Printing an image: Right-click on the image Click on Print Picture Click on OK 5
Printing to a file to PDF Microsoft Office 2003 and 2007 provide the option to Print to file. Print to file does not print a physical copy, but instead creates a PDF. Click on Print Select Adobe PDF Click on OK Select save location Edit the File name (optional) 6