Word Online – Save As, Rename or Not?


Word_Online_SaveAs_XIIf there is one thing every user knows about Microsoft Word it’s the fact that you can Save your documents or you can choose Save As. So what happens when you take that away from them. Exactly you create chaos! In the last year innovations follow-up rapidly. You have Office, Apps, Office Online, 2013, 2010, 365…. You tell me what I am using. When working with your favorite applications it is important to know which version you are working with. If you do, you know the limitations that specific version has. For example let’s meet the Word Online version.

Save As, sure…
Let me dive straight into it. I am going to make a new document in Word Online using My personal OneDrive. So I start up OneDrive and choose “Create” and from the list I choose “Word Document”.

Word_Online_SaveAsEasy enough right? I add some text to the document and after a couple of seconds I see that Word has saved my document. You can see this at the bottom of your document:

Word_Online_SaveAs_IIIOk, I am fine with that. But I think this will be saved as something like ‘document1’ or something like that. That’s not what I am looking for so I want to rename this to something more meaningful. So the next logical step would be to go to File and choose Rename or Save As. Let’s see if we have that option:

Word_Online_SaveAs_IVYes, there it is. Exactly what I am looking for. So I choose Rename and give my document the proper name. No worries here!

OneDrive for Business
Now here’s the challenge. Let’s try this using OneDrive for Business. Same steps. I open OneDrive for Business (your famous My Site) and click on the ‘Waffle’.

waffle

Great, now choose Word Online and start creating some text. I know Word will save my document automatically so I don’t have to worry about that. Now all I have to do is going to File and rename my document to give it a meaningful name. So of to File it is…

Word_Online_SaveAs_VIII

Surprise…!
What? I am presented with two options here, Download a Copy and Download as PDF. I don’t want either of these I just want to rename this to something meaningful. Luckily Word is telling me my document is save automatically… yes to document1 and that’s not what I want.

Return to your document and have a look at the title bar of the document:

Word_Online_SaveAs_VYou will see the document name presented in the title bar. Hover you mouse over the title and a label ‘Rename File’ will appear. By just clicking on the document name you are able to rename your file. Phew, close call but I can rename my document to something meaningful this way.

Conclusion:
Whenever possible I use the client software. This offers me all functionality I am used to all these years. If presented with other option such as Word Online I do experiment with that to see if it can be an addition to my work tools. What surprises me is the fact that functionality that is available in OneDrive is not available in OneDrive for Business. I am training people right now in using Office 365 and using Office Online. So far 2 out of 10 people discovered that this is the way to rename their documents. For the other users their documents became ‘Document1, Document2 etc…’. So somehow it doesn’t seem that intuitive at all. So make sure you know the limitations of your work environment and you will be good to go 🙂

 

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