Printing, Saving, Closing Your Document and Quitting Word 97

1 - Printing

Although some of you will be able to send a copy of your document electronically to your professors, many of you will have to print the document you create. A printed version of the document is referred to as a hard copy.

From the standard toolbar select the print icon . This will give you a printer dialogue box. There are two printers in the Penn State CAC labs. Dot matrix and laser printers are provided at all CAC labs. Students can print on dot matrix printers free of charge, and also are given 60 free pages of laser printing each semester (60 sheets of paper, or 120 double-sided pages). Laser printers are set to print on both sides of the paper in order to reduce the cost of printing and waste of paper. Each student receives up to $6.00 of laser printing (10 cents per page, 60 sheets of paper, or 120 double-sided pages) at no charge per semester. This is a non-refundable credit. There is no charge for the cover sheet that is printed to identify your printout. You can also print on the dot matrix printers free of charge. After you use up your 60 sheets of free laser printing, one of two things will happen:

1. if you agreed to charge your laser printing to the Bursar when you received your Access Account, you will be charged 10 cents per sheet of paper (that's a nickel per page if you print on both sides of the sheet); or
2. if you did not agree to have laser printing charged to your Bursar's account, you will no longer be able to do laser printing after you use up your 60 free pages.

Both the IBM and the MAC labs have an icon on the desktop of each computer titled "How to Print." If you are having any trouble, double click on these icons and instructions will appear on your screen. Once you choose your printer, hit the OK button in the printer dialogue box. The mouse pointer changes to an hour glass shape and a message will appear indicating it is preparing to print your document and how many pages it is preparing to print. This goes by rather quickly.

Tip: If several people are printing at once, the printer forms a print queue. Please be patient, your printing will appear in the order it went into the queue.

2 - Saving

1 - Saving a document for the first time

When you are done formatting your text, and checking your spelling, or just had enough for one day, you'll want to save your document as a file. Files must be saved on to a floppy disk in the CAC labs. When you save a document for the first time:

• insert a formatted floppy disk into drive A.
• click on the Save icon on the standard toolbar. This will display the Save As dialogue box. Word automatically chooses the first line of the file as the default file name.

The file name is initially selected or highlighted, so you can change the file name by immediately typing over it. click the Save in box arrow and then scroll to the 3 1/2 Floppy [A:] drive and click. Drive A becomes the selected drive. Click the Save button and your file will be saved to the floppy disk for future use.

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Tip! You may want to check with your professors, especially if you want to turn in the assignment electronically, what type of document they want your work to be saved as. In other words, they may have an earlier version of Word. You can always convert "up" but can not convert "down." Word 97 can open Word 6, but Word 6 can not open Word 97, etc...therefore you must use the Save as type option in the dialogue box and select from the drop down the proper version or file format.

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2 - Saving an existing document file

Click the Save icon on the standard toolbar. Word will save the document and any recent changes on the floppy using the current file name. When the save is finished, the document will remain on the screen. If for any reason you want to save an existing document with a different file name (perhaps a resume tailored for a specific job versus general employment search), under the File menu choose Save As, and follow the directions above for saving a document for the first time.

3 - Closing

To close your document, place the cursor on the Close button at the left edge of the document window.

If you made changes to the document since the last Save, Word displays a message box asking you if you want to save the changes. Click the Yes button to save any changes; click the No button if you don�t want to save the last changes made, of click the Cancel button to return to the document.

4 - Quitting Word 7.0

To quit the Word application place the cursor on the Close button at the right edge of the application window.

From the File menu, select Exit and release the mouse button.