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.

---

The Religion And Philosophy Of Small Internet Business

I have always had a tendency to focus on the... Read More

Great Plains DOS Support ? Notes for Consultant

Great Plains Accounting, accounting package for mid-size and small companies... Read More

Manufacturing Solutions for Microsoft Great Plains ? Overview for Consultant

Microsoft Business Solutions Great Plains has full-featured manufacturing set of... Read More

Things You Can Do With Windows XP!

Did you ever give a thought to the number of... Read More

Mozilla Vs. Firefox

For those who are unclear on the differences between the... Read More

Microsoft Great Plains as ERP and Microsoft CRM as CRM

If you have Microsoft Great Plains and support it for... Read More

The Software 2005 Conference - A Review

The Software 2005 conference is now a wrap. This conference,... Read More

10 Things You Could be Using Photoshop For, But Probably Arent

Most people don't use Photoshop to its fullest capabilities. Here... Read More

String in Java

Handling character strings in Java is supported through two final... Read More

What Stands Behind The Software Description?

With thousands of web pages added to the Net every... Read More

Where to Find Free Fleet Maintenance Software

Costs of fleet maintenance software can vary widely. It is... Read More

Why do Manufacturers Invest in Business Management Software?

With many manufacturing shops heading over seas in favor of... Read More

Instant Messenger Clients

If you have been using the Internet for any amount... Read More

Story Development Software: Good or Evil?

In the early days of the personal computer, we're talking... Read More

Hubris - Definition: Microsofts Passport

Before September of 1995, Microsoft ignored the Internet because their... Read More

Run Your Own Search Engine

Our hosted solution allow you to run your own search... Read More

Microsoft Navision and Crystal Reports - An Overview

Microsoft Business Solutions ? Navision is an integrated solution for... Read More

Constructionalist Parsing - Deciphering Natural Language

The research in the field of Natural Language Processing usually... Read More

Microsoft Great Plains BR: Bank Reconciliation

Microsoft Business Solutions Great Plains is marketed for mid-size companies... Read More

MultiNational Corporation ERP Implementation ? Microsoft Business Solutions Great Plains

If you look back to the history, you will see... Read More

How the Firefox: How to... Manual Helped Me

A few months back I really got sick of my... Read More

Causes of ERP Failures

ERP is the acronym of Enterprise Resource Planning. Multi-module ERP... Read More

Microsoft Great Plains Reporting ? Overview for Developer

Looks like Microsoft Great Plains becomes more and more... Read More

Microsoft CRM Integration & Customization: SharePoint Document Gateway

MS CRM is very close to document workflow automation, including... Read More

.NET :Solving the Multiple Inheritance Issue Under .NET Platform

.NET platform does not support multiple inheritance. Do not confuse... Read More

Great Plains Dexterity Development: FAQ

Microsoft Business Solutions Great Plains is Dexterity-written application and currently... Read More

Internet Security Threats: Who Can Read Your Email?

Before being able to choose a secure Internet communication system,... Read More

Microsoft Great Plains POP: Purchase Order Processing ? Overview For Consultants

Great Plains Purchase Order Processing (POP) module makes up one-third... Read More

10 Programming Tips

(1) Avoid using the same variable again and again for... Read More

Microsoft Great Plains: carpet, textile, fabric, felt distributor ? implementation overview

In this small article we will show you the possible... Read More

Is Your Computer Sick?

Viruses and spyware usually show up on your computer one... Read More

Microsoft Great Plains IV: Inventory Management

Great Plains Inventory Management (IV) module gives your business a... Read More

What is Spyware? Are You Being Watched?

Find out why Spyware Removal from computers is important and... Read More