Tame your computer - saving made simple


12-09-2007

In her weekly series for Cambridge Network members, software training expert Karen Roem offers handy tips to help you 'Tame your computer'. This week she explains how to save multiple versions of a document in one file (Microsoft Word*) ...

I know, I know, there was no tip last week (thanks for noticing!) so apologies for those of you who set aside time in your weekly calendar to test the tips. (You do, don't you? ;-)

Probably a lot of you use the File, Save As command (or perhaps you know about the F12 shortcut?) to save a new version of a document. With the ever-increasing amount of files that each organisation must manage and share, the painful lesson learnt is that when multiple versions of the same document float around, employees end up working with outdated files. Furthermore, research shows that the average person loses up to six weeks every year searching for misplaced information at work!

Electronic Document and Records Management Systems such as OpenText's Livelink address these specific business challenges, but did you know that you can even use Microsoft Word to save multiple versions of a document in a single file? After you save versions of a document, you can go back and review, open, print, email and delete earlier versions.

Here's how:

1. On the File menu, click Versions.
2. Click Save Now.
3. Optionally, in the "Comments on version" box, enter a description about the version you're saving.
4. Click OK.

To save a version every time that you close a document, use the Versions command on the File menu and then select the "Automatically save a version on close" check box.

To open an earlier version of a document:

1. On the File menu, click Versions.
2. Click the version of the document you want to open.
3. Click Open and review, print or email the version as normal.

Please note that because you work with an archived version you cannot modify a saved version of a document.

Saving multiple versions of a document in one file can also be extremely powerful when you share your documents with others, tracking changes to see exactly what additions and deletions they made.

Finally, although you might be thinking of me as an expert in all things Microsoft, there is more. Roem Limited is also in high demand as a Livelink training specialist, assisting organisations with documentation and training development as well as conducting hands on and hands off training classes.

Since 2001 we have provided training solutions for companies such as Shell International, Lloyd's Register, National Air Traffic Services (NATS), Tullow Oil and the European Central Bank and training has been delivered in 22 countries across five continents. So if your company has installed Livelink or is thinking about it, just remember you can get independent, quality training on your doorstep!

* Unless stated otherwise, these tips were written for Microsoft Office 2003.
Most of what is covered however will also apply to earlier versions.

12 September 2007

Karen Roem offers software training and support through her company Roem Ltd.
Contact her by email (Karen@roem.co.uk) or visit her website at http://www.roem.co.uk

 

Karen Roem
Microsoft Office-ionado

Roem Ltd – software training and support