Session 6 - Printing and Saving documents

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The File TAB

The file TAB is not a ribbon of tool buttons like the other toolbars, but it contains all of the things that are relevant for the file that your document becomes.


On the File menu, you can view your document's information, Save the file using Save or Save As, Print your document, Share your document, Export your document, or transform your document.

File Information

Under the file information, you can protect your document and inspect your document. You can also turn on version history. These are tools that you might use if you are sharing files with other people. They allow you to keep track of changes that have been made using version control as well as determining what other people can do with your file.




Save and Save As

Save is used to Save your file in with the same name and in its current format - usually Word docx. The first time you Save a file you will be prompted to give the document a name. Once your file has been named, the Save button just overwrites the old version with the current version.

Save As allows you to change the name of your file as well as the file type. A great example is using Save As to save your document as a PDF file.




Print

The Print section allows you to view and change the print settings for your document.


On the left side you have the print settings and the right shows a print preview. You should look at the preview to make sure that the document will print as expected.

Use the various options to change the print settings to suit your current file.




Print to PDF

There are two ways to create a PDF file. You can use Save or you can use Print. When using Print, change the Printer to be Microsoft Print to PDF as the printer. This will create a printable PDF file, which will take into account print settings such as Booklets.





Share

The Share section gives you a number of choices on how you might share this document with colleagues.


Export

Export gives you a couple of other choices on the file type that you may wish to save the file as.



Transform

Transform will allow you to save the file as a website. It converts the file to a Microsoft Sway. Microsoft Sway is a tool that creates simple text and image based websites. The advantage of saving as a website is that the file is viewable via a web browser, which makes it very compatible across different platforms and mobile devices. It is part of Office 365. Personally, I really like it and have used it to create notes and scenarios for courses. It is very visual and easy to use. Our enterprise licence will allow the file to be shared with both staff and students, so long as they are using their Chisholm Office 365 login.




Types of Documents

Class Discussion:

Name as many types of documents that you might need to create in a business environment

Which of these might also be useful for a library?


Read the following articles on the types of documents that you may need to create

https://smallbusiness.chron.com/5-types-business-documents-22842.html

And some basic formatting tips

https://edu.gcfglobal.org/en/business-communication/how-to-format-a-business-document/1/

Tips for document formatting

Business Memo

https://edu.gcfglobal.org/en/business-communication/how-to-write-a-clear-business-memo/1/

Reports

https://edu.gcfglobal.org/en/business-communication/how-to-write-a-powerful-business-report/1/

Business letters

https://edu.gcfglobal.org/en/business-communication/how-to-write-a-formal-business-letter/1/

My personal tip would be to use a template - MS Word comes with lots of different templates that can be used as a basis for any document. Make sure that you use styles for any headings - this will make your document super easy to restyle to suit your organisation style guide.

Style Guides

What is a style Guide?

A style guide is a document that provides guidelines for the way your brand should be presented from both a graphic and language perspective. The purpose of a style guide is to make sure that multiple contributors create in a clear and cohesive way that reflects the corporate style and ensures brand consistency with everything from design to writing.
https://www.launch-marketing.com/style-guide-important-brand-identity/

Why is a style guide important

https://www.editorgroup.com/blog/corporate-style-guide/

Class Discussion

What is the difference between a visual style guide and an editorial style guide? Why is it important to have one?

Assessment Discussion




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