Home
>
Software
>
5 Easy File Management Tips in Microsoft Word

5 Easy File Management Tips in Microsoft Word

How many steps does it take you to locate and open your Word documents? Try these tricks to streamline how you find and open the files you use most often:

Opening Documents

With a variety of choices, how do you open a file? Here are the standards plus several keyboard shortcuts:

? File > Open

? Open toolbar button (usually 2nd from the left on the Standard toolbar)

? [Ctrl] + O

? [Ctrl] + F12

? [Ctrl] + [Alt] + F2

Selecting More Than One File

Once you are in the Open dialog box, select more than one file to open:

? To select nonadjacent files in the Open dialog box, click one file, and then hold down [Ctrl] and click each additional file.

? To select adjacent files in the Open dialog box, click the first file in the sequence, and then hold down [Shift] and click the last file.

? To unselect a highlighted file you don't want, hold down [Ctrl] and click the file again.

Stop Hunting For Files

Are you frequently switching to a different folder or drive when you want to open a file? Change the default folder for your documents:

1. Tools > Options.

2. Click the File Locations tab.

3. With Documents selected for File Types, choose Modify and move to the folder/drive that you use most often.

4. Finish by clicking OK twice.

Each time you start Microsoft Word, this will be the default file location but Word remembers your most recent file location each time you return to the Open dialog box during your current Word session.

Find Your Last Work

Click once on the File menu and a list of the last 4 most recently used files displays at the bottom. Save time opening up your most recent work by increasing the list to a maximum of 9 files:

1. Tools > Options.

2. Choose the General tab.

3. Look for the option, Recently used file list and increase the value to 9 files.

4. Choose OK to finish.

As you continue to open additional files, the list of recent files will expand up to the last 9 files.

Add the Work Menu

The recently used file list is great for your current documents but how do you quickly open other frequently used files? Add the Work menu to your main menu bar which makes it easy to locate important files:

1. Tools > Customize.

2. Click the Commands tab.

3. Scroll down the left column, Categories, to locate Built-in Menus near the bottom of the list.

4. On the right side column, find the Work menu choice and drag it up to the main menu. (I have mine between Window and Help).

5. Choose Close to finish.

Now, when you have an important file open, just click Work > Add to Work Menu and your document is added to the list. Your top files will then be stored as links on the Work menu regardless of their location or the last time it was opened. To open a file, choose Work to display the list.

With these tips, your files should be easier to find and open. To insure that Microsoft Word remembers the customized changes, exit out of Word, re-start and test each of these time-saving techniques.

? 2004 by Dawn Bjork Buzbee

Dawn Bjork Buzbee is The Software Pro? and a certified Microsoft Office Expert and Microsoft Office Specialist Master Instructor. Dawn shares smart and easy ways to effectively use software and technology through her work as a speaker, trainer, and consultant. Visit http://www.softwarepro.com for great Microsoft Office software tips and tricks or to contact Dawn.

Riverside Chicago charter limousine .. Lockport Chicago limo O’Hare

In The News:

NASA's Ingenuity helicopter, which flew on Mars in April 2021, became the first aircraft to achieve powered, controlled flight on a planet other than Earth.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Thieves who have iPhones can usually detect a hidden AirTag in vehicles they are attempting to steal, and an RFID wallet may not help you.

Genmoji, the latest addition to Apple's Apple Intelligence suite, uses artificial intelligence to generate customized emoji based on text descriptions.

It's easy to find yourself swamped in unread emails. Here are a few simple steps to archiving them and clearing out some of your digital clutter.

Keep your retirement plan safe from data brokers selling your personal information. Kurt the CyberGuy explains how to protect yourself and your retirement.

Turo faces scrutiny after tragic incidents involving rented vehicles, raising questions about security measures and regulatory frameworks.

A Chinese company has developed a spherical, 276-pound law enforcement robot that has been chasing down criminals at impressive speeds.

Here are some powerful online sleuthing tricks you can use to check the credibility of a website, see old pictures of places you've lived and even learn more about your neighbors.

Beware scam calls: Avoid unknown numbers and protect your personal information. Tech expert Kurt “CyberGuy" Knutsson talks about the increasingly common scam.

Tech expert Kurt “CyberGuy" Knutsson helps you crush your New Year's goals with these 12 apps to help you stay on track and succeed.

There are many untapped safeguards and tips you can learn to take your Wi-Fi knowledge to the next level, technology expert Kim Komando shares her tricks.

VPNs ensure privacy; antivirus stops malware. Tech expert Kurt “CyberGuy" Knutsson says both are essential for online security.

Tech expert Kurt “CyberGuy" Knutsson cites a new report that says many people still use weak passwords like "123456," risking their accounts.

Tech expert Kurt “CyberGuy" Knutsson says a tech support scam used a fake Windows Defender pop-up, tricking the victim to call and download software.

Tech expert Kurt “CyberGuy" Knutsson reveals ways to restore accidentally deleted text messages on your Android phone.

A new study says outdoor security camera apps are among the biggest collectors of user data, including phone numbers, payment details and precise location.

In iOS 18.2 and later, Apple's Mail app enhances email management by automatically sorting messages into distinct categories to help find emails faster.

A virtual private network (VPN) allows computer and smartphone users to mask an IP and create a secure, encrypted connection between a device and the internet.

Android 15's latest feature, Private Space, is like a private vault helping to keep your personal or sensitive apps away from prying eyes.

Cybercriminals have more ways than ever to target teenagers; here are some of the most widespread scams and tricks to watch in order to keep your loved ones safe.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

A humanoid robot named CUE6 has got game. The basketball-playing robot, produced by Toyota, claimed a Guinness World Record for longest shot.

With electronic signatures becoming more common, Kurt the CyberGuy explains how to produce your digital John Hancock for online documents.

Kurt the CyberGuy walks through steps he recommends immediately taking after getting new electronics — like phones or TVs — as gifts this holiday season.