116 Introduction to Microsoft Offi ce Copyright Goodheart-Willcox Co., Inc. 9. Applying what you have learned, maximize Microsoft Excel if it is open, or launch Excel and begin a new blank document. 10. If not already in the spreadsheet, add this formula to cell A2: =TODAY(). 11. Click the Save button on the Quick Access toolbar. Because the spreadsheet has not yet been saved, the Save As function is started. 12. Applying what you have learned, navigate to the Chap04 folder on your fl ash drive. 13. Click in the File name: text box in the Save As dialog box, and enter your fi rst name. 14. Click the Save button in the Save As dialog box. The document is saved to the fl ash drive with your fi rst name as the fi le name. The .xlsx fi le name extension is automatically added to the fi le name. The fi le name becomes the name of the document, which is displayed in the title bar of the Excel window. 15. Launch Windows Explorer, and display the content of the Chap04 folder on the fl ash drive. Verify that the DOCx and XLSx fi les you just saved are in the folder. Hands-On Example 4.2.1 (continued) Updating Files Once a fi le has been saved, updating it is a quick process. Clicking the Save button on the Quick Access toolbar or clicking File Save immediately saves the current state of the fi le under the same fi le name. The original fi le is overwritten with current changes. To create a copy of a fi le, fi rst save the fi le to update it. Then, use the Save As command to save a copy under a different name or location. It is important to remember that after the Save As command, the active document is the copy with the new name, not the original fi le. Printing Files Printing is outputting the content of a fi le, usually as a hard copy on paper. Before printing a document or spreadsheet, Microsoft Offi ce offers the user a print preview screen. A print preview shows exactly how the document will look when printed. If the document has more than one page, the user can click through the pages one by one. Most software also allows many options to be set when printing a fi le. Microsoft Offi ce applications use the backstage view to preview the printing and set options, as shown in Figure 4-7. This is accessed by clicking File Print. By default, one copy of the document will be printed. If additional copies are needed, use the Copies: text box to set how many will be printed. A number can be entered in the text box, or the directional arrows can be used to set the number. A computer may have more than one printer installed. Some computers have access to printers over a network. In addition, some virtual printers may be installed, such as the Microsoft XPS Document Writer. A virtual printer outputs a fi le instead of a physical hardcopy. Select the appropriate printer using the Printer drop-down list. FYI The [Ctrl][S] key combination is a shortcut to save a fi le that is common to most software. Access 1.3.1 Word 1.3.3 GS5 Key Applications 2.6, 2.7 FYI The [Ctrl][P] key combination is a shortcut to print a document that is common to most software. PowerPoint 1.3.1