Creating and saving a document

If you do not know how to create a document, here is an exercise to help you. Although you will probably create your documents in word processing software like MS Word or WordPerfect, we are asking you to use WordPad, an introductory level word processing software that everyone receives with Windows 95/98. If for some reason you do not have WordPad, or you prefer to use another software package, the following instructions will nevertheless provide useful guidelines.

Open WordPad, by selecting the Start button, Programs, Accessories. Type a short message in the WordPad window. Select File, Save As. The Save As window will appear. If you do not specify the folder in which you wish to save your file, Windows will save the file in a default folder (a folder in which it normally saves files). If you want to save it in another folder, select the folder now. Type the file name and click the Save button. If you save the file now, it will save in a default folder. It is better to set up a folder and file for this purpose. In Windows 95/98 the terms ‘folder’ and ‘directory’ are used interchangeably.

The steps in creating folders and naming a file are as follows. Click on the Up One Level icon shown in the following diagram until you come to the C drive. At this level you might notice a folder with a name like My files or My documents, that your software has generated automatically. If you do not notice a folder like this, you can create one, by using the Create New Folder icon. It is to the right of the Up One Level icon. To name a new folder, type the name of the folder into the naming area over top of the words New Folder. You can do this when the letters are white on a blue background. Once you have selected the correct folder, you can name your file and save it, using information explained below.

Using the Save As dialog box

Why save files

If you wish to keep an electronic copy of your document or data, you must save it before you close the application. You could save files shortly after you start writing them and throughout the process. A good short cut for saving is Ctrl + S. Once saved, a file can be retrieved for viewing or editing. You can also send it to another person.

Questions	Answers
1. Where do I save files?	Decide the folder in which you want to save the file. If you do not want to save the file in the default folder, create a new folder that explicitly describes the subject. Select a name that you can easily remember..
2. How do I save files?	Use the save feature in your software found under the File menu.
3. What should I name the files?	Choose a name that most describes your file and that you can easily remember. Windows 95/98 allows you to use up to 255 characters to name your file. However, it is advisable that you limit your file name to 8 characters to make it easily accessible to those that do not use Windows 95/98. You can use blank spaces to separate words in the file name.
4. What characters can I not use?	\ /: *? " ‘ < > and | are forbidden.
5. What about extensions?	You can add a three-letter extension. Alternatively, you can let the software do it. Normally, it works well to let the software decide.
6. How do I find the files after saving them?	Use Windows Explorer as described above in Chapter 8. Managing Files.

TIP

In Windows 95/98, you can use 255 characters in a file name. In Windows 3.x, the maximum is eight characters. If a file with a name longer than eight characters is imported into older versions than Windows 95, the software will automatically reduce the number of characters in the name to eight — sometimes making it almost impossible to distinguish between files. The solution is simple. If you are saving a file that will eventually be used in older computers, do not exceed 8 characters in the name.

Keyboard shortcuts

The keyboard is something that you will master with use. There are a few typing drill programmes that you could use to help you in developing touch typing skills. In other words you do not have to look at your hands as you type. This skill development is a matter of personal choice. Looking at the keyboard you will notice major features such as:

The alphabet and number area. This represents the part of the keyboard that is most like a typewriter.

The Space Bar which you press in order to place a space between words

The Number Pad that is used by people who type in a lot of numbers. You have the option of using these numbers or those at the top of the alphabet area. If the number pad does not work for you, press the NumLock key just above the 7.

The Page Navigation buttons. These perform functions like moving you one space at a time in a certain direction (the arrow keys), moving you a page up or down (PageUp and PageDown), and taking you to the beginning of a line (Home) or the end of a line (End).

The Enter or Return key moves your cursor to a new line immediately below the current position on the screen. Should there be text to the right or below the cursor, this text will be moved down one line as well.

A mouse is a handy tool for selecting an action from a menu. However, there are also keyboard shortcuts that let you perform the same tasks.

For example, in Windows95/98 WordPad, to create a new document, you move the mouse pointer to New icon which is represented by an icon of a blank sheet of paper. You can also perform the same function by holding down the Ctrl key and selecting the N key. We write this as Ctrl + N. This is faster since it performs the same action with one step, compared to several steps with the mouse.

  

In the menus of programmes that you use, you will notice that keyboard shortcuts are sometimes given next to the menu item. For instance, in this file menu of MS Word 97, you will see that Ctrl-O is a keyboard shortcut for Open File, and Ctrl S a shortcut for Save etc.

Here are a few shortcuts that work in most Windows software.

Select	And you will . . .
1. Alt + F4	exit the current program
2. Alt + Tab	switch to the previous application
3. Alt + Tab + Tab	scroll through the list of open software applications
4. Ctrl + Esc	show the start up menu and task bar if it is hidden
5. Ctrl + A	select all the text and graphics in the document on the screen
6. Ctrl + C	copy the selected area
7. Ctrl + P	print the document on the screen
8. Ctrl + S	save the document on the screen
9. Ctrl + V	paste or insert the text you have copied or cut
10. Ctrl + X	cut (remove) the selected text
11. Ctrl + Z	undo the previous action
12. Del	delete the selected area or the single closest character to the right
13. Esc	close a dialog box
14. F1	get help in a program or dialog box
15. Shift +F10	View a shortcut menu for a selected item or area; next you can use your down arrow to select an item. This gives you access to the right mouse button features without touching the mouse!