MCA Microsoft Office Specialist (Office 365 and Office 2019) Complete Study Guide. Eric Butow

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but you want to save a copy in Adobe's PDF format. (PDF stands for Portable Document Format.) That way, someone can just leave comments within the PDF document using Adobe's free Adobe Reader program.

      In this section, I'll show you not only how to save documents in different formats, but also how to change basic document properties if you're sending a Word document to other people and they need to see basic information like who wrote it and any comments about the file.

      In case you plan to print your document to review and/or share with others, I'll tell you how to modify your print settings, such as how to tell Word what pages you want to print. Next, I'll show you Word's sharing tools so that you can send your document to one or more people as an email attachment, in PDF format, as a web page, in a blog, or even as a fax document.

      Finally, I'll provide an exercise so that you can practice using these tools yourself.

      Saving Documents in Alternative File Formatting

      Word can save in any one of 16 file formats, including its native DOCX format. Start by clicking the File menu option and then click Save As in the menu on the left side of the File screen.

Snapshot of the Save As screen.

After you save a file, what you see next depends on the format that you selected. For example, if you save to a plain text ( .txt ) file, you'll see the File Conversion dialog box so that you can tweak the conversion settings. If you save to a Word 97–2003 document, then Word immediately converts the file and shows that older version file in the document window with the words “Compatibility Mode” in the title bar. If you want to continue editing the original file that you created in Word in Office 365 or Word 2019, you need to close the currently open document (your older‐version file) and open the original file.

      Changing Basic Document Properties

      There are standard properties and there are those that you can change to help you search for a document in Word and tell people more about the document if they need it.

      Start by clicking the File menu option. Now click Info in the menu on the left side of the File screen.

       Title (if you don't have one)

       Tags to help search for documents in Word

       Comments about the document

       Status of the document

       Categories into which the document falls

       Subject of the document

       Hyperlink base, which is the folder path you want to use for all of the hyperlinks that you create in this document

       Company, which is the company that created the document (if any)

       Manager, if there's a manager of your department to whom you report and who is responsible for the document's contents

Snapshot of the document properties list.

      Modifying Print Settings

      Word easily detects the default printer that you're using in Windows and lets you change the printer settings so that your document appears on paper the way you want.

      Start by clicking the File menu option, and then click Print in the menu on the left side of the File screen. Now you see the Print screen, and the print preview area appears on the right side so that you have a good idea of what the document will look like on the printed page.

      Between the menu area on the left and the print preview area, the settings menu you see depends on the printer you have.

Snapshot of the print screen.

      Sharing Documents Electronically

      Start by clicking the File menu option. Now click Share in the menu on the left side of the File screen.

Snapshot of the share screen.

      Here are the other four formats that Word supports to share your documents online:

       Email You can send your Word file as an email file attachment in native Word format or as a link to the file in a shared folder on a network. What's more, you can save the file in PDF or XPS format and attach it to an email message. You can even send the file to an online fax service.If you're scratching your head and wondering what a “fax” is, the word “fax” is short for facsimile. You fax a document by using a device (either a computer or a stand‐alone device called a fax machine) to scan the document and then transmit it electronically through telephone lines to your recipient's computer or fax machine. This technology is even older than you

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