# Detailed Guides: Document Storage and Printing

This section of the documentation will cover everything you need to know about starting a new document, saving a document, retrieving a saved document and printing a docuemnt.

## Beginning a New Document

Starting a new document can be done 5 ways:

- You can start &kword; from the &kde; Panel.

- You can start &kword; from the command line by typing

      $
      kword &

- You can begin a new document in &kword; by selecting File New from the Menu bar

- You can use the keyboard shortcut: &Ctrl;N

- or by clicking on the toolbar.

However you begin a new document, a dialog box appears:

This dialog box allows you to:

- Start a New document from a template

- Open an existing document

- Open a recent document

- Start an Empty document. (This is the default)

You can use the following keyboard shortcuts:

New document from a template | &Alt;T
Open a recent document | &Alt;R
Start and Empty document | &Alt;E

If you use the keyboard shortcuts, you will need to press Enter on the keyboard or click OK to confirm your selection.

### Starting a new document from a template

In order to start a new document based on a template, you must first choose your template.

Remember templates are either Text Oriented or Page Layout templates. If you need to review the differences, click here.

You can use the tabs labled Text Oriented and Page Layout to display all the available templates of that group.

Once you are on the correct tab, you are shown all the available templates, each with a title and a small icon which shows you the general layout of the template.

&kword; comes with two standard template groups. You can add new tabs by installing outside templates, or creating templates of your own.

To select your template, click on it with the left button. The selected template will be highlighted. Confirm your choice by clicking the OK button. This will begin a new document with that template.

For faster access to a template, simply double click on the template, and &kword; will immediatly load that template.

### Open an existing document

Click on the Choose button, and an new dialog box is revealed. For more details on this dialog box refer to Retreiving a saved document.

#### Open a Recent Document

&kword; keeps track of the most recently edited documents. You can select one of these documents by using the drop-down box to the right of the radio button labeled Open a recent document.

#### Loading an Empty Document

This is the default action, and begins a new document in Text Oriented Mode, with one frame per page. This is an excellent choice for every day correspondance, or general word processing. Simply click OK to begin.

## Saving a Document

Once you have entered text and data into a document, you will usually want to save this to a file on your hard drive.

### The Save Command

The Save command can be invoked 3 ways:

- By selecting File Save from the Menu Bar

- You can use the keyboard shortcut: &Ctrl;S

- or by clicking on the toolbar.

Any of these methods results in the same action by &kword;.

By selecting the Save command, you are instructing &kword; to save the file under the current filename. You will not be given the option to change the filename or its location. If you want to change the name of the file, or where it is saved, you must select File Save As... from the Menu bar.

If you have not saved this file before, it does not have a filename. &kword; automatically executes the Save As... command so you can provide a file name.

&kword; does not report a sucessful save. Therefore, if the file was saved without incident, &kword; will return you to editing your document.

You can verify that the file was saved, by checking &kword;s title bar. If there are unsaved changes, the titlebar will have [modified] in the titlebar. If the save was successful, only the filename will be in the titlebar. If there is a probelm with the save, an error box will appear.

Saved Successfully

The document still has unsaved changes

### The Save As.. Command

The Save As... command can be invoked 2 ways:

- By selecting File Save As... from the Menu bar

- or by trying to Save a file which does not yet have a filename.

The difference between the Save and the Save As... command, is the Save As... command prompts you for a filename, and lets you select a different file format or location. The Save command simply saves the file in the previous location.

When you select the Save As... function, a dialog appears.

Lets look at this dialog more closely:

This dialog shows my current directory is `/home/mmcbride/kword`. You can see this by the textbox at the top of the dialog

The large box below that shows I currently have 1 folders in this directory, entitled Past Work, and 2 files (Job Description and Resume).

In the upper left corner, is a blue arrow pointed up. This arrow will take you up one level in the directory structure.

The next two buttons are backwards and forward buttons. These buttons work just like a browser, where you can use the back button to travel to the previous directory, and the forward button to advance into a directory you just came from.

Next to the arrow buttons, is a button that looks like a house. Clicking this will take you to your home directory.

Next to the home button, is a reload button. Clicking this button, causes &kword; to reload the current directory in the event things have changed.

Next to the reload button, is a button with a grey ribbon on it. This button allows you to set and navigate through bookmarks. This is a quick way to jump to commonly accessed directories. By clicking this button, a submenu appears which allows you to add bookmarks or jump to a new bookmark.

Next to the bookmark button, is a new folder button. If you want to create a new folder, simply click the button. &kword; will ask for a name for the folder. Then the folder will be created and you will automatically be placed in the new folder.

The text box labled Location is blank, which indicates this file does not currently have a filename at all.

The text box labled Filter shows we intend to save this as a &kword; file. Using &kword;, you can save the file as other formats. For information on other filters, see the section on Filters.

There is a Cancel button, if you click this button, the save will be aborted, and you will return to editing the document.

There is an OK button, which will be used when we have selected the correct location, correct format and correct filename. Clicking this button saves the file.

Using this dialog, you can move through the directory tree to find a location to save your document in.

To enter a folder click on that folder. To exit that folder, click the blue up arrow button.

When you are in the correct folder, you can type a name into the Location box. There is no need to put a `.kwd` at the end of your filename, &kword; will do this for you.

&UNIX; filenames are more flexible than many other operating systems. Filenames can:

- be of nearly any length

- be any comination of upper and lower case letters

- include spaces and puncuation

Filenames should not:

- begin with a space or period

- end with a common file extension (`.ps`,`.pdf`,etc). This will tell &kword; to try to export to that filetype. &kword; has only certain specific filters.

Once you have entered the correct information you can click on OK to complete the save.

&kword; does not report a sucessful save. Therefore, if the file was saved without incident, &kword; will return you to editing your document. If there is a probelm with the save, an error box will appear.

&kword; will only allow you to save your file where you are allowed to by the permisions listed by the operating system. If you try to save outside that area, &kword; will generate an error.

## Retrieving a Saved Document

The `Open` command can be invoked 4 ways:

- By clicking Open a previously saved document and the Choose button when Opening a New Document

- By selecting File Open from the Menu bar

- You can use the keyboard shortcut: Ctrl O

- or by clicking on the toolbar.

Any of these methods results in the same action by &kword;.

When trying to open a file, a dialog appears.

Lets look at this dialog more closely:

This dialog shows my current directory is `/home/mmcbride/kword`. You can see this by the textbox at the top of the dialog

The large box below that shows I currently have 1 folder in this directory, entitled `Past Work`, and 2 files (`Job Description` and `Resume`).

In the upper left corner, is a blue arrow pointed up. This arrow will take you up one level in the directory structure.

The next two buttons are backwards and forward buttons. These buttons work just like a browser, where you can use the back button to travel to the previous directory, and the forward button to advance into a directory you just came from.

Next to the arrow buttons, is a button that looks like a house. Clicking this will take you to your home directory.

Next to the home button, is a reload button. Clicking this button, causes &kword; to reload the current directory in the event things have changed.

Next to the reload button, is a button with a grey ribbon on it. This button allows you to set and navigate through bookmarks. This is a quick way to jump to commonly accessed directories. By clicking this button, a submenu appears which allows you to add bookmarks or jump to a new bookmark.

Next to the bookmark button, is a new folder button. If you want to create a new folder, simply click the button. &kword; will ask for a name for the folder. Then the folder will be created and you will automatically be placed in the new folder.

The text box labled Location is blank. Once you click on a filename, that filename will appear in this blank. Alternativly, you can simply type the filename in the blank.

The text box labled Filter shows we intend to load all file types. Using KWord, you can load files from other formats. For information on this, see the section on Filters.

Another function of the Filter box, is to act as a file mask. A file mask hides all the files that &kword; believes are unimportant to your current task. When the &kword; filetype is set to &kword; file, the dialog box only shows Folders, and files ending in `.kwd`. If you file does not end in `.kwd`, you need to change the file type box to read All files, by selecting the drop down box. Now all files will be displayed.

Using this dialog, you can move through the directory tree to find a location to load your document from.

To enter a folder, you double click on that folder. To exit that folder click the blue up arrow button.

There is a Cancel button, if you click this button, the load will be aborted.

There is a OK button, which will be used when we have selected the correct location, correct format and correct filename.

## Printing A Document

The Print command can be invoked 3 ways:

- By selecting File Print from the Menu bar

- You can use the keyboard shortcut: &Ctrl;P

- or by clicking on the toolbar.

No matter how you do this, the &kde; print dialog will appear.

The top drop down box labeled Name shows the currently selected printer. To configure this printer click on the Properties button.

To select a different printer, click on the dropdown box and select the desired printer.

If you want to print your output into a postscript file, select Print to File. You can now use the Browse button to locate the files destination. As an alternative, you can enter the absolute path and filename for your new file.

Under Page Selection, you can select either to print the whole document (the default), print the page the cursor is located on, or print a range of pages. If you select the Print Range option, you will be given the opportunity to select your start and end pages in the text boxe provided.

In the box in the lower right, you should set the number of copies you want printed. You can either enter the number directly into the box, or use the arrows to adjust the number. &kword; can print a maximum of 9999 copies at once.

You can have &kde; collate your documents by clicking on the Collate check box. If selected, &kde; will print all of the pages for copy 1, then print all the pages for copy 2, &etc; If not selected, &kde; will print all of the copies of the first page, then all of the copies of the second page, &etc;

You can also determine if the document is printed in forward order (print first page first), or reverse order (print last page first).

Just above the OK you can tell &kde; to print the Even pages, the Odd pages or All pages.

When you are satisfied with your selections, you can click OK to print.

If you click on Cancel, the printing will be aborted.