Word Processors -- Common Features of the File Menu
In a previous post, we looked at the common features of a text editor. As we move on to the word processor, it is important to remember that the more complex a program is, the more it builds on features of the previous. The text editor is the most basic program for writing text. The word processor allows the user to have more control over how the information contained within are displayed. Because of the complexity, we will go through each menu to discuss more thoroughly the features.
The New menu option will do what you expect. It allows the user to create a new document. The most basic is the default option, that will usually format to a standard sheet of paper. In the US, that is a 8.5 inches by 11 inches with 1 inch margins. These can be changed, though. But in addition to the default, you can also choose to do labels, envelopes, banners, and any number of types of documents. Each option uses a different format that can be edited and changed.
Next in the menu is the open option, which functions as it does in most programs allowing you to open the native format for that program. But you may also open documents of other formats. Sometimes, these are older program formats, but sometimes these might be "competitor" formats. One thing to keep in mind with opening other program formats is that sometimes, the program cannot fully decode the format for another program. Still, in most cases, if this is available, it does at least a passable job of importing the format. Closely akin to the Open option is the Import option, which does pretty much the same thing.
When saving a document, the default is generally for the format of the current program. However many programs also allow you to save in other formats that include standard formats, such as an ASCII text file or an HTML file. For a program with multiple versions, the program maintains backwards compatibility by allowing the user to save in the older format. Also remember that just as you can open with other program formats, you may be able to save with other program formats. Sometimes, this might be through an Export menu option, but can often be found in the save menus.
You may have an option to Reload or Revert. These options will take the document back to the most recently saved state. If you made many changes, but wish to go back to what was saved before, this is an easy way to do that.
A send option may be available to you. This would allow you to use the current document either in or as an attachment to an email.
One last thing to note is that you may have a template option. This will allow you to create a document from a template. Using the template option can be a quick way to create a document that uses a standard format.
Most of the rest of the options are fairly typical to all programs. Using what you know of other programs can help you determine what these can do.
The File menu is, for the most part, fairly standard from program to program. Many of these features will be the same from program to program, regardless of the type of program that it is. Use this to your advantage, and you will quickly be able to use it in any program.
The New menu option will do what you expect. It allows the user to create a new document. The most basic is the default option, that will usually format to a standard sheet of paper. In the US, that is a 8.5 inches by 11 inches with 1 inch margins. These can be changed, though. But in addition to the default, you can also choose to do labels, envelopes, banners, and any number of types of documents. Each option uses a different format that can be edited and changed.
Next in the menu is the open option, which functions as it does in most programs allowing you to open the native format for that program. But you may also open documents of other formats. Sometimes, these are older program formats, but sometimes these might be "competitor" formats. One thing to keep in mind with opening other program formats is that sometimes, the program cannot fully decode the format for another program. Still, in most cases, if this is available, it does at least a passable job of importing the format. Closely akin to the Open option is the Import option, which does pretty much the same thing.
When saving a document, the default is generally for the format of the current program. However many programs also allow you to save in other formats that include standard formats, such as an ASCII text file or an HTML file. For a program with multiple versions, the program maintains backwards compatibility by allowing the user to save in the older format. Also remember that just as you can open with other program formats, you may be able to save with other program formats. Sometimes, this might be through an Export menu option, but can often be found in the save menus.
You may have an option to Reload or Revert. These options will take the document back to the most recently saved state. If you made many changes, but wish to go back to what was saved before, this is an easy way to do that.
A send option may be available to you. This would allow you to use the current document either in or as an attachment to an email.
One last thing to note is that you may have a template option. This will allow you to create a document from a template. Using the template option can be a quick way to create a document that uses a standard format.
Most of the rest of the options are fairly typical to all programs. Using what you know of other programs can help you determine what these can do.
The File menu is, for the most part, fairly standard from program to program. Many of these features will be the same from program to program, regardless of the type of program that it is. Use this to your advantage, and you will quickly be able to use it in any program.
posted by Grady @ 3:25 AM
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