Office X for Macintosh: The Missing Manual

chapter 1: basic word processing 43

You can turn this feature on and off like this:

1. Choose Edit→Preferences→Save panel.

2. Turn the “Allow fast saves” box on or off. Click OK.

Fast-saving doesn’t work for documents shared over a network. Furthermore, you

should always perform a full save when saving a document for the last time, as de-

scribed in the tip on the previous page.

Backing Up

No discussion of saving would be complete without a word about backing up your

work. Saving preserves your document in its current condition; backing up creates

an additional, extra copy of the same file. For an extra measure of security, you can

place this extra copy on a floppy disk, Zip disk, or even your electronic iDisk (see

Mac OS X: The Missing Manual) in case something goes wrong with the copy on

your Mac’s hard drive.

Word can create backup copies automatically. Here’s the process:

3. Choose File→Save As and click Options.

You can also access this tab of Save options by choosing Word→Preferences→Save

panel.

4. Turn on the “Always create backup copy” box and click OK. Click Save.

Word saves both the current document and an identical backup copy in the same

folder; the duplicate has “Backup of” in front of its file name.

From now on, Word will automatically update the backup whenever you save the

original document, providing a useful “last saved” version.

Note: When you turn on “Always create backup copy,” the “Allow fast saves” box is automatically turned

off (see above). Backups can only be created during full saves, not fast saves.

Printing

Even in our era of email, you can’t use a Mac for very long without printing some-

thing. As with so much else in Word, printing can be as simple or as complicated as

you care to make it.

The Print Button

It doesn’t get any simpler than this. Click the printer icon on the Standard toolbar to

print one copy of your document. No dialog box, no page ranges, no options.

File→Print

This method is still simple, but more specific. Choose File→Print (or press c-P) to

open the Print dialog box, where you can tell Word how many copies of which pages

Every Conceivable

Variation on Saving

44 office x for macintosh: the missing manual

of your document to print (and—new in Mac OS X—which printer you want to

use, if you have several).

The Print dialog box has been restructured in Mac OS X. Instead of a series of dialog

boxes for page range, layout, and so on, the box is now comprised of a series of

panels that you expose by choosing from the pop-up menu in the middle of the box.

This remodeling was much more than cosmetic, however, as you can now do things

from the Print window (such as add a border or create an Adobe Acrobat [PDF]

document), which used to require opening a separate dialog box—or a separate

program!

The features in the Print box vary depending upon which printer you chose above,

but here are a few of the classics.

Copies and Pages

This is the default pop-up menu choice when the Print dialog box opens. Often,

these are the only settings you need.

• Copies. Enter the number of copies you need. Hit Return to print, or Tab to

move on to more settings.

• Collated. Turning on this box prints out each copy of your document in page

order. For instance, if you print multiple copies of a three-page letter with collat-

ing turned off, you’ll get two copies of page one, two page twos, and so on. With

collating turned on, you’ll get page one, page two, page three, followed by an-

other complete set of pages one, two, and three, and so on.

Figure 1-10:

In Office X, the ability to

choose odd or even pages

is hidden behind the easily

overlooked Microsoft

Word pop-up menu

choice.

To print double-sided

pages, print the odd pages

first, then turn them over,

reinsert them into the

printer, and then print the

even sides. (Experiment

with just a couple of pages

first until you figure out

how to get them right side

up on both sides.)

Printing