facebook twitter
Webucator's Free Introduction to Microsoft PowerPoint Training Tutorial

Lesson: The Backstage View (The File Menu)

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

Backstage View allows you to quickly access and make changes to aspects of a PowerPoint file.

Lesson Goals

  • Learn about the Backstage view.
  • Open a Microsoft PowerPoint presentation.
  • Start a new Microsoft PowerPoint presentation.
  • Use Microsoft PowerPoint templates.
  • Modify presentation properties.
  • Personalize your copy of Microsoft PowerPoint.

Introduction to the Backstage View

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

  1. Manage your current presentation and other presentations (save, open, close, print, set permissions, etc.).
  2. See information about your current presentation (location, size, number of slides and hidden slides, author, etc.).
  3. Manage your PowerPoint settings and options (display, AutoCorrect options, customize the Ribbon, etc.)

Backstage View

Many of the features of the Backstage view are covered in our advanced Microsoft PowerPoint class. Only those which are essential to working with Microsoft PowerPoint are covered in this class.

Opening a Presentation

There are two ways to open a Microsoft PowerPoint presentation from the Backstage view:

  1. From the File menu, select Open. Open Command Select the location of the file, and in the Open dialog box, navigate to the file you want to open and double-click it or select it and click Open. Open File
  2. For files you have used recently, select Open from the File menu and then select Recent. Then, select the file. Recent Files

Opening a Presentation

Duration: 5 to 10 minutes.

In this exercise, you will practice opening Microsoft PowerPoint presentations from the File tab.

  1. Using the File menu, open My First PowerPoint Presentation.pptx from the Webucator/PowerPoint2019.1/Exercises folder.
  2. Close My First PowerPoint Presentation.pptx.
  3. Open My First PowerPoint Presentation.pptx from the File menu, using a different method than you used the first time.
  4. Close My First PowerPoint Presentation.pptx.

Solution:

  1. Using the File menu, open My First PowerPoint Presentation.pptx from the Webucator/PowerPoint2019.1/Exercises folder.
    1. File > Open.Open Presentation
    2. Select the file's location and navigate to Webucator/PowerPoint2019.1/Exercises.
    3. Select My First PowerPoint Presentation.pptx and click the Open button.Open Button
  2. Close My First PowerPoint Presentation.pptx.
    1. File > Close.Close Presentation
  3. Open My First PowerPoint Presentation.pptx from the File menu, using a different method than you used the first time.
    1. File > Open > Recent Presentations. (In PowerPoint 2010, simply select File > Recent.)
    2. Click the My First PowerPoint Presentation.pptx presentation.Select Presentation
  4. Close My First PowerPoint Presentation.pptx.
    1. Click the X in the red box in the top right corner of the application window.Click X

New Presentations and Presentation Templates

When creating a new Microsoft PowerPoint presentation, you can choose between starting with a blank presentation or creating a presentation from an existing template.

Starting a Blank Presentation

To start a new blank presentation:

  1. From the File menu, select New.
  2. Click Blank Presentation. New Blank Presentation

Creating a New Presentation from a Template

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

To create a new presentation from a template:

  1. From the File menu, select New.New Command
  2. Click one of the templates or search for a template in the Search text box.Search Templates
  3. Click on a template to preview it.
  4. Click Create to download and open the template (in Word 2010, click Download): Template

Creating an Agenda Using a Template

Duration: 5 to 15 minutes.

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

  1. Search for an agenda template.
  2. Create a presentation from the template.
  3. On the first slide, replace the content of the template's text placeholders with the following: 1. Building Creativity 2. your name.
  4. Save the document as My Agenda.pptx in your Webucator/PowerPoint2019.1/Exercises folder.
  5. Leave the file open as we will be using it in future exercises.

Solution:

In Microsoft Office 2019:

  1. From the File menu, select New.
  2. In the Search text box, type "agendas" and press Enter. Search Agendas
  3. Select Business brainstorming presentation.Select Template
  4. Click Create to download and open the template.
  5. Highlight the text in the title text box and type "Building Creativity".
  6. Highlight the text in the second text box and type your name. Type Name
  7. Select File > Save As:Save As
  8. Navigate to the Webucator/PowerPoint2019.1/Exercises folder.
  9. File name: Type "My Agenda".
  10. Save as type: Select "PowerPoint Presentation (*.pptx)."Save as PPTX
  11. Click Save.

In Microsoft Office 2010:

  1. From the File menu, select New.
  2. From Office.com Templates, select Agendas.
  3. Select Meeting presentation agenda slides.
  4. Click Download to download and open the template.
  5. Highlight the text in the title text box and type "Building Creativity". Repeat for the second box and type in your name.
  6. Select File > Save As.
  7. Navigate to the Webucator/PowerPoint2019.1/Exercises folder.
  8. File name: Type "My Agenda".
  9. Save as type: Select "PowerPoint Presentation (*.pptx)."
  10. Click Save.

Presentation Properties

You can use Backstage view to modify your presentation's properties.

To modify a presentation's properties:

  1. Select the File menu tab. File Menu Tab
  2. In the Info section, the presentation properties are located on the right. Document Properties

Adding Your Name to Microsoft PowerPoint

You can add your name and initials to Microsoft PowerPoint. When you do so, the information is used throughout your Microsoft Office products. PowerPoint uses this information for assigning comments and for pre-filling data used by some built-in templates.

To add your name and initials to Microsoft PowerPoint:

  1. From the File menu, select Options. In Microsoft PowerPoint 2007, click the Microsoft Office button and select PowerPoint Options.Options Command
  2. The options you can customize are grouped into categories that you can see in the left pane. The default category is General. Fill in your name and initials under Personalize your copy of Microsoft Office. Microsoft Options