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Saving a file for older Versions of Microsoft Office

    If you need to share files with people using older versions of Microsoft Office, you need to save your files in a different file format known as 97-2003, such as Word 97-2003 Document or PowerPoint 97-2003 Presentation.

    This special 97-2003 file format saves Office 2007 files so that previous ver­sions of Microsoft Office 97/2000/XP/2003 can open and edit your files.

    When you save files in the 97-2003 format, Microsoft Office 2007 saves your files with a three-letter file extension, like. doc or. xls. When you save files in the Office 2007 format, Microsoft Office 2007 saves your files with a four or five-letter file extension, such as. docx or. pptx, as shown in Table 1-1.

    Program

    Microsoft Office 2007 File Extension

    Microsoft Office 97-2003 File Extension

    Microsoft Word

    .docx

    .doc

    Microsoft Excel

    .xlsx

    .xls

    Microsoft PowerPoint

    .pptx

    .PPt

    Microsoft Access

    .accdb

    .mdb

    To save your Office 2007 files as a 97-2003 format, follow these steps:

    1. Click the Office Button and then choose Save As.

    A Save As dialog box appears.

    2. Click in the Save as Type list box.

    A list of different formats appears, as shown in Figure 1-8.

    When you choose the Save As command in Step 1, you're making a copy of your original file.

    3. Choose the 97-2003 format option, such as Word 97-2003 Format or

    Excel 97-2003 Format.

    The Save as Type list box displays a huge list of file formats, such as XML Data or Text. Most programs can accept files stored in the 97-2003 format, but many older programs cannot, so you may have to resort to saving a file in one of these other formats instead.

    Saving a file for
older Versions of Microsoft Office

    Figure 1-8:

    The Save as Type list box lets you choose a file format for saving your file.

    4. (Optional) Click in the File Name text box and type a descriptive name for your file.

    5. Click Save. Closing a file

    When you're done editing a file, you need to close it. Closing a file simply removes the file from your screen but keeps your Office 2007 program run­ning so you can edit or open another file. If you haven't saved your file, clos­ing a file will prompt you to save your changes.

    To close a file, follow these steps:

    1. Click the Office Button and then choose Close.

    If you haven't saved your file, a dialog box appears asking whether you want to save your changes.

    For a faster way to choose the Close command, press Ctrl+F4.

    2. Click Yes to save your changes, No to discard any changes, or Cancel to keep your file open.

    If you click either Yes or No, Office 2007 closes your file.




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