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Webucator's Free Upgrading to Microsoft Excel 2010 Tutorial

Lesson: The Backstage View

Welcome to our free Upgrading to Microsoft Excel 2010 tutorial. This tutorial is based on Webucator's Upgrading to Microsoft Excel 2010 course.

In this lesson, you will learn about the Backstage View.

Lesson Goals

  • Learn about the Backstage view.
  • Learn about working with new workbooks and Excel templates.
  • Learn how to pin favorites.

Introduction to the Backstage View

The Ribbon, covered in the prior lesson, is where you find all the commands necessary to make changes to your worksheets. Clicking on the tabs in the Ribbon changes the set of commands available to you while you work in your worksheet. After clicking on the File menu, you can no longer see your worksheet or the Ribbon. Instead, you see what Microsoft calls the Backstage view. This is where you:

  1. Manage your current workbook and other workbooks (Save, Open, Close, Print, etc.).
  2. See information about your current workbook (Permissions, Location, Size, Date Last Modified, Author, etc.).
  3. Access Help.
  4. Manage your Excel settings and options (User Interface Options, number of sheets in new workbbooks, customize the Ribbon, etc.)

Many of the features of the Backstage view are covered in our intermediate and advanced Microsoft Excel classes. Only those that are essential to working with Microsoft Excel are covered in this class.

Opening a Workbook

There are two ways to open a Microsoft Excel workbook from the Backstage view:

  1. Select Open from the File menu. In the dialog box that opens up, navigate to the file you want to open and double-click it or select it and click Open.
  2. For files you have recently used, select Recent from the File menu and then select the file.

New Workbooks and Excel Templates

When creating a new Microsoft Excel workbook, you can choose between creating a blank workbook or creating your workbook from an existing template.

Creating a New Blank Workbook

To create a new blank workbook:

  1. From the File menu, select New:
  2. Double-click Blank workbook:

Creating a New Workbook from a Template

A template is a predesigned Excel workbook that you can then change to suit your needs. When you create a new workbook from a template, you are creating a copy of the original template.

To create a new workbook from a template:

  1. From the File menu, select New:
  2. Double-click one of the template categories.
  3. Select a template to view it.
  4. Select Download to download and open the template:

Once you've downloaded a template, it is stored in the My Templates location on your computer.

Printing Worksheets

The Print window gives you access to several printing and page layout options. You will also see a preview of how your worksheet will print.

To print a Microsoft Excel worksheet:

  1. From the File menu, select Print.
  2. Choose your print options (number of copies, printer, etc.) and click the Print button.

Getting Help

Searching for help in Microsoft Excel is very similar to searching for information in a browser.

To access Help in Microsoft Excel:

  1. From the File menu, select Help.
  2. Click Microsoft Office Help.
  3. Search for help by entering keywords into the search box.

Adding Your Name to Microsoft Excel

You can personalize your copy of Microsoft Excel by adding your name. When you do so, the information is used throughout the Microsoft Office products. Excel uses this information for tracking changes and assigning comments and for prefilling data used by some of the built-in templates.

To add your name and initials to Microsoft Excel:

  1. From the File menu, select Options.
  2. The options you can customize are grouped into categories, which you can see on the left side of the screenshot below. The default category is General. Fill in your name and initials under Personalize your copy of Microsoft Office.

Pinning Favorites

In Excel 2010, you can pin workbooks you need to access often to make finding them nearly effortless.

Within the Backstage view is the Recent Workbooks list.

To access the Recent Workbooks list:

  1. Click the File tab.
  2. Click Recent.

Here you will see a list of recently accessed workbooks. This list changes based on the different files that you open and work with, and by default, the list is generated automatically by Excel.

If you have a workbook you work with often, you can "pin" it to the list. This way, it will always appear in the Recent Workbooks list.

To pin a workbook to the Recent Workbooks list, just click the pin icon next to the workbook you wish to keep in the list.

Notice that the pin changes to a push pin.

If you decide you no longer want the workbook to appear in the Recent Workbooks list, simply click the push pin icon to remove it.