Save As Options for Files in Microsoft 365

Overview

This article is intended as guidance on choosing a save location and format for documents with the Save As option while using Microsoft 365 applications. Using Save As allows the user to create a copy of the current document and store it in a different location or to make a copy with a different file name. Using Save (rather than Save As) only overwrites the current document.

 

Instructions

For All Applications Listed Below

  1. With the document open, locate and select File in the upper left of the application.
  2. Select Save As.
  3. Multiple options appear.

For Word 

To save a copy online:

  1. Select Save as again to save a copy online.
  2. Enter the desired file name into the pop-up box that appears.
  3. Select the down arrow to select the desired location for the file.
  4. Select Save.

To download a copy as a Word document to your computer:

  1. Select Download a Copy.
  2. Select Download a copy again.

To download the file as a PDF:

  1. Select Download as PDF. 
  2. Select Download.
  3. You will not be able to edit the PDF file unless you have a PDF editor installed, but you can view it.

To download the file as an ODT (Only use this option if you know what it is for.):

  1. Select Download as ODT. 
  2. Select Download.

For Excel

To save a copy online:

  1. Select Save as again to save a copy online.
  2. Enter the desired file name into the pop-up box that appears.
  3. Select the down arrow to select the desired location for the file.
  4. Select Save.

To download a copy as an Excel file to your computer:

  1. Select Download a Copy.

To download the file as an ODS (Only use this option if you know what it is for.):

  1. Select Download as ODS. 
  2. Select Click here to download.
  3. Open it by selecting the file which is located in the bottom left corner of the browser window.

For PowerPoint

To save a copy online:

  1. Select Save as again to save a copy online.
  2. Enter the desired file name into the pop-up box that appears.
  3. Select the down arrow to select the desired location for the file.
  4. Select Save.

To download a copy as a Word document to your computer:

  1. Select Download a Copy.
  2. Select Download.

To download the file as a PDF:

  1. Select Download as PDF. 
  2. Select Download.
  3. You will not be able to edit the PDF file unless you have a PDF editor installed, but you can view it.

To download the file as an ODP (Only use this option if you know what it is for):

  1. Select Download as ODP. 
  2. Select Download.

To download as Images:

  1. Select Download as Images. 
  2. Select Download.
  3. Open it by selecting the file which is located in the bottom left corner of the browser window.

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