facebook twitter
Webucator's Free Introduction to Microsoft Word Tutorial

Lesson: The Backstage View (The File Menu)

Welcome to our free Introduction to Microsoft Word tutorial. This tutorial is based on Webucator's Introduction to Microsoft Word 2019 Training course.

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

Lesson Goals

  • Learn about the Backstage view.
  • Learn to open a Microsoft Word document.
  • Learn to start a new Microsoft Word document.
  • Learn to use Microsoft Word templates.
  • Learn to print a Microsoft Word document.
  • Learn to personalize your copy of Microsoft Word.

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 documents. Clicking on the tabs in the Ribbon changes the set of commands available to you while you work in your document.

After clicking on the File menu, you can no longer see your document or the Ribbon. Instead, you see what Microsoft calls the Backstage view. This is where you:

  1. Manage your current document and other documents (Save, Open, Close, Print, etc.).
  2. See information about your current document (Location, Size, Number of Pages and Words, Author, etc.).
  3. Manage your Word settings and options (Display, AutoCorrect options, customize the Ribbon, etc.)

Backstage View

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

Opening a Document

There are two ways to open a Microsoft Word Document from the Backstage view:

  1. Select Open from the File menu. Open Command
  2. From the Open section, select the location of the document. If it is on the computer, double-click My PC or Computer in Word 2013 (this step is not present in Microsoft Word 2010). 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. You can use the All Word Documents drop-down list to select and open files that are not native to Word. Open Document
  3. For files you have recently used, select Open from the File menu and then select the file under Recent. (In Microsoft Office 2013, select Recent Documents from the File menu.) Open Command

New in Word 2019, if someone sends you a Word document as an attachment, you will find it when you select File > Open > Shared with me.

Open a Document

Duration: 5 to 10 minutes.

In this exercise, you will practice opening Microsoft Word documents from the File menu.

  1. Using the File menu, open My First Word Document.docx from the Word2019.1/Exercises folder.
  2. Close My First Word Document.docx.
  3. Open My First Word Document.docx from the File menu, using a different method than you used the first time.
  4. Close My First Word Document.docx.

Solution:

  1. File > Open
    1. File > Open
    2. Double-click My PC (Computer in Word 2013). (In Microsoft Word 2010, this step is not applicable. Move on to step C.)
    3. Navigate to Word2019.1/Exercises.
    4. Select My First Word Document.docx and click the Open button.
  2. File > Recent
    1. File > Open > Recent (In Microsoft Word 2010, File > Recent)
    2. Click the My First Word Document.docx document.

New Documents and Word Templates

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

Creating a New Blank Document

To create a new blank document:

  1. From the File menu, select New.
  2. Double-click Blank document. Blank Document

Creating a New Document from a Template

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

To create a new document 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. Click Create to open the template. In Microsoft Word 2010, select Download to download and open the template: Open Template

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

Modifying a Template

You can modify a Word template:

  1. Select the File menu, and select New.
  2. Select a template from the list and click Create.
  3. Make the desired changes to the template. Modify Demplate
  4. Save the template with a new name. It will by default be saved in the Templates folder. Save Template

Write a Thank You Letter Using a Template Letter

Duration: 5 to 15 minutes.

In this exercise, you will create a new document using a Microsoft template.

  1. Locate an Office.com template to use to write a personal letter to a friend thanking him or her for a gift.
  2. Download the template.
  3. Replace the content of the template's text place holders with your name and address, and a friend's name and address.
  4. Save the document as Thank you letter.docx in your Word2019.1/Exercises folder.
  5. Leave the file open as we will be using it in future exercises.

Solution:

In Microsoft Office 2013, 2016, and 2019:

  1. From the File menu, select New.
  2. From Suggested searches, select Personal. In 2013, select Letters from Selected searches.
  3. From Category, select Thank you.
  4. Double-click Thank you letter for personal gift to download and open the template.
  5. Replace the template content with your name and address and a friend's name and address.
  6. Click File > Save As:
    1. Navigate to the Word2019.1/Exercises folder.
    2. File name: type "Thank you letter".
    3. Save as type: select "Word document (*.docx)."
    4. If a dialog box appears asking you if you want to save changes to the document template, click No.

In Microsoft Office 2010:

  1. From the File menu, select New.
  2. From Selected searches, select Letters.
  3. Select Personal Letters.
  4. Double-click Thank you letter for personal gift to download and open the template.
  5. Replace the template content with your name and address and a friend's name and address.
  6. Click File > Save As:
    1. Navigate to the Word2019.1/Exercises folder.
    2. File name: type "Thank you letter".
    3. Save as type: select "Word document (*.docx)."
    4. If a dialog box appears asking you if you want to save changes to the document template, click No.

Configuring Documents to Print

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

To Print a Microsoft Word document:

  1. From the File menu, select Print.Print Command
  2. Choose your print options (number of copies, printer, etc.) and click the Print button. To print specific sections, use the first drop-down list. Print Sections

Print Document Sections

You can choose to print only document sections, instead of an entire document.

To print document sections, on the Print page in Backstage view, under Settings, select the first drop-down list, and then select Custom Print and specify the sections.

Custom Print

Set Print Scaling

You can set document print options to print your document on different sizes of paper.

To set print scaling:

On the Print page in Backstage view, under Settings, select the fifth drop-down, that by default says Letter, and select a scaling option.

Scaling Options

Print a Document

Duration: 5 to 10 minutes.

In this exercise, you will print the letter you created in the last exercise. You will need to have a printer connected to successfully complete this exercise.

  1. Using the File menu, print the thank you letter you created in the last exercise.

Solution:

  1. Select File > Print.
  2. Select your printer.
  3. Select any additional options you want.
  4. Click the Print button.

Adding Your Name to Microsoft Word

You can add your name and initials to Microsoft Word. When you do so, the information is used throughout the Microsoft Office products. Word uses this information for tracking changes and assigning comments and for prefilling data used by some of the built-in templates (e.g., the Agency Letter template under Sample Templates).

To add your name and initials to Microsoft Word:

  1. From the File menu, select Options. In Microsoft Word 2007, click the Microsoft Office button and select Word Options. Word 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 (in Microsoft Word 2007, the default category is Popular). Fill in your name and initials under Personalize your copy of Microsoft Office. Word Options

Adding Values to Document Properties

You can add values to document properties by using Backstage view. This is a feature that is available in Word 2013, but not 2016.

To add values to properties:

  1. From the File menu, select Info. Info Option
  2. On the right, click the Properties drop-down arrow. Properties Drop-Down
  3. Select Show Document Panel. Show Document Panel Option
  4. Use the Document Panel to add information about your document, filling in such things as title, keywords, and author. Document Properties

Working with Autosaved Versions of Documents

Word automatically saves documents as you work with them. You can manage these autosaved versions from Backstage view.

To set options for managing these, click Options in Backstage view and in the Word Options dialog box, select Save. You will see autosave options here. AutoSave Options

To delete autosaved documents:

  1. From the File menu tab, select Info, if necessary.
  2. Under Manage Document (Versions in Word 2013), you will see auto and user saved versions. Saved Versions
  3. To delete one, right-click it and select Delete This Version. Delete Version