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Webucator's Free Upgrading to Microsoft Word 2010 Tutorial

Lesson: The Backstage View (The File Menu)

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

In this lesson, you will become familiar with the Backstage View including starting new documents, accessing Word templates, printing documents, and using the Help feature. You will also learn how to pin favorites, which is a new feature in Word 2010.

Lesson Goals

  • Learn about the Backstage View.
  • Learn how to start new documents and access Word templates in Word 2010.
  • Learn how to print documents in Word 2010.
  • Learn how to use the Help feature in Word 2010
  • Learn how to pin favorites in Word 2010.

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, set Permissions, etc.).
  2. See information about your current document (Location, Size, number of Pages and Words, Author, etc.).
  3. Access Help.
  4. Manage your Word settings and options (Display, AutoCorrect options, customize the Ribbon, etc.)

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. 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 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.

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. 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 Documents

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.
  2. Choose your print options (number of copies, printer, etc.) and click the Print button.

Getting Help

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

To access Help in Microsoft Word:

  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 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.
  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 Word 2010, you can pin documents you need to access often to make finding them nearly effortless.

Within the Backstage view is the Recent Documents list.

To access the Recent Documents list:

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

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

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

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

Notice that the pin changes to a push pin.

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