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| | Microsoft Word: 5 Easy File Management TipsHow many steps does it take you to locate and open your Word 2003 (and earlier) documents? Try these tricks to streamline how you find and open the files you use most often. Opening DocumentsWith a variety of choices, how do you open a file? Here are the standards plus several keyboard shortcuts:
Selecting More Than One FileOnce you are in the Open dialog box, select more than one file to open:
Stop Hunting For FilesAre you frequently switching to a different folder or drive when you want to open a file? Change the default folder for your documents:
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 WorkClick 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:
As you continue to open additional files, the list of recent files will expand up to the last 9 files. Add the Work MenuThe 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:
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. Adding documents to the menu is easy—just open the document and select Work, Add to Work Menu. Removing documents, however, is a little trickier. To remove items, you have two options:
When you use either of these options, the mouse cursor changes to – (a hyphen) and allows you to click and remove any item from any menu. Be careful not to click on the wrong menu item, though, or it’s gone! Limitations of the Work MenuWhile incredibly useful, this feature does have several limitations, which is perhaps why it's not fully documented as a feature. For instance:
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. © Dawn Bjork Buzbee Dawn Bjork Buzbee is The Software Pro® and a Microsoft Certified Trainer (MCT) as well as a certified Microsoft Office 2007 Master Instructor, certified Microsoft Applications Specialist (MCAS) Instructor, and a certified Microsoft Office Specialist Master Instructor. Dawn shares smart and easy ways to effectively use software through her work as a software speaker, trainer, consultant, and author of 3 books. Discover more software tips, tricks, tactics, and techniques at www.SoftwarePro.com. This article and more can be reprinted at no charge in your publications and website with copyright and attribution. >>Learn more about how easy it is to share this useful information. More Microsoft Word Tips, Tricks & Handouts Too! More Smart & Easy Software Tips, Tricks & Techniques for You
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