Software

Work with your files without leaving Word

Word's Open dialog box is full of functionality that lets you perform all sorts of file tasks. See how to take advantage of this convenient -- and sometimes essential -- approach to file management.

If you're working on a private network, you may be restricted as to what you can do in Windows Explorer. In fact, you might not even be able to open the Explorer window. So what can you do if you want to work with one of your files? Just use Word's Open command.

You don't need to go outside of Word to work with another file. You can navigate to the file in Word's Open dialog box and simply right-click it to display a shortcut menu. From there, you can perform most any function you would do using Windows Explorer.

For example, do you need to copy a file to a CD or floppy? Simply right-click it and send it to the appropriate device. Do you want to move all your files to a new folder? Click the Create New Folder button on the Open dialog box toolbar, enter a name for the folder, and then drag or cut and paste your file to it.

If you need to print a copy of two or more files, press the Ctrl key while clicking each of the files you want to print; then, right-click the selection and choose Print. Word will open all the documents and send them to the printer automatically.

To create a new document containing the contents of an existing document in your list, follow these steps:

Right-click the document containing the information you want in the new one (Figure A).

Figure A

shortcut menuClick New, click OK, and then close the Open dialog box.

Word creates a new document containing the information from the original document, which you can then edit and save as a new document.

You also don't have to leave Word to open a file created in another application, such as an Excel or PDF file. Simply right-click the file, click Open With, and then choose the appropriate application. Word will open the selected file in a new window.


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11 comments
soalla-bell.derek.s@eduma
soalla-bell.derek.s@eduma

No wonder I've users who say things like 'I saved it in Word' when I ask them where they saved that errant file!

dlovep
dlovep

Good tips, just isnt that real ? after opening excel you still not leaving Word ? mean no offence just try to point out the idea.

Runo
Runo

Nice. I love sharing these sort of tips with my staff. It's the sort of thing that everyone 'knows' but no-one ever quite remembers. Cheers.

LawShan71
LawShan71

That is neat that Word will let you do that, but isn't it just easier to F12 'Save As' ?? It's only one keystroke as opposed to 3 clicks. Even just clicking Save As while in Word is more efficient, I think. Or am I missing something?

user support
user support

This is a good tip for intermediate or advanced users. The feature has been available for Corel and Lotus as well as Microsoft. On our network the "Open With" feature on the shortcut menu is limited to Windows Explorer and not available in the Office products. We are using Office XP(2002) products. The feature however generates calls (job security?) when employees try to open Excel spreadsheets, Outlook personal pst files and Adobe pdf files. The user assures me that they have opened these files in Word before and something on the network must have changed. I have tried to show our users how you can open Windows Explorer from the Other Shortcut button on the Outlook bar. Is that feature available in Word, Excel or other Office products?

Tech b00n
Tech b00n

Interesting that you should mention that. I have been using that functionality for ages! still, I think its a worthy mention.

luc.beelen
luc.beelen

For dummies, this functionality exists since many years

Tink!
Tink!

Many of the tasks shown can be done in just about any Open or Save As dialog box. It's much quicker than opening a My Computer window and navigating to the folder first.

juliang
juliang

It works fine with Word 2007. By default, Word only shows the "My Documents" files with the extension it can open, (doc, docx,htm, etc). However, by selecting "All Files" in the "File of type" field, all the files will show. If you then select, for example, any Excel file and double click on it, it will open that file in the EXCEL progrram. In EXCEL, you can not double click on a Word document, as it will give you an error. However, you can Right-click then select "Open with > MS Word".

recyled
recyled

the ONLY smart, intelligent person in the universe!!! I have worked in IT (formerly called IS, MIS, MSI and things I don't remember any more) fo over 30 yrs. I was there basically before PCs even existed. I have learned at least one important thing, "no one is a dummy" when it (no pun) comes to using a computer or applications, due to the vastness of use info. I would think as a IT PROFESSIONAL you would have understood that by now! Maybe you should apply for GOD's job... BTY, I haven't used this tip in awhile, good reminder.......

lindsayamos2008
lindsayamos2008

This is a really great tip. It is also recommended that when opening files, you go through File - Open anyway. If there are any add-ins with your MS Word, they may not work properly if this step isn't followed when opening documents.

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