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Building collaboration with Backstage

From: Word 2010: Real-World Projects

Video: Building collaboration with Backstage

Kim Romano has just finished updating the lengthy Employee Manual. Now she needs to finalize the document. Let me show you how Kim can use Microsoft Word's Backstage View to finish and print the Employee Manual document. Backstage View puts the commands you commonly use in one central location, whether you are creating a new file, opening a file, or finishing a document. Whether you are adding descriptive data, printing, sharing a document, or saving it as a PDF or XPS, you will find all the tools you need for Word 2010, simply by stepping Backstage.

Building collaboration with Backstage

Kim Romano has just finished updating the lengthy Employee Manual. Now she needs to finalize the document. Let me show you how Kim can use Microsoft Word's Backstage View to finish and print the Employee Manual document. Backstage View puts the commands you commonly use in one central location, whether you are creating a new file, opening a file, or finishing a document. Whether you are adding descriptive data, printing, sharing a document, or saving it as a PDF or XPS, you will find all the tools you need for Word 2010, simply by stepping Backstage.

Let's click the File tab to open Backstage View. We have a current document open, so it moves automatically to the Info tab, but let's take a look first at New. If you are creating a new document, you have access to a lot of different templates: templates that were installed on your computer, templates that you created, templates you have used recently, but also a wealth of templates available on office.com, from Invitations, to Newsletters, to Minutes, to Resumes, you can create any kind of document you haven't created before.

Check Backstage first and see if there's a template that will help you create that document and save you time. We can also open documents we have worked on recently, whether or not we saved them. Notice that this file was closed without saving and yet it's available here for us to open again. If I have a document that I know I want to return to frequently, or it's just hard to find and I would like to be able to keep it close for the few times I do use it, I can pin that document to my Recent Documents list, and it will be moved to the top of the list.

Here are documents that I want to make sure are always accessible to me here Backstage. If I change my mind about one of those, or I am done using it on a regular basis, I can simply unpin it and return it back to the list of Recent Documents. We have a document open, so let's go take a look at our Information that we have on this document. This is a dashboard that shows us everything that we know about this document, information that we would formerly have had to go to Windows to get or to a Properties dialog box. For example, here is information on the Size of the document, on our Page Count, now that we have trimmed it down, number of Words, Total Editing Time for this version of the document, who was the original Author, who modified it.

I can open the File Location for this document. This is actually a neat feature, because if you have a group of documents, and you know what one of the them is, and you are looking for their location, you can simply go to that document, open it up, go Backstage, and open the file location for that documents folder. We can also set the document's Permissions and prepare it for sharing by Checking Issues, by running the Document Inspector, by checking its Accessibility, by checking Compatibility. How easily will this document be used by folks using former versions or earlier versions of Microsoft Word? Kim needs to mark this document as final, because it's done and ready for posting, and we don't want anyone to accidentally edit this document.

Kim chooses Protect Document, marked as final, chooses OK, and notice now on the Info tab the Permission show, this document has been marked as final to discourage editing. Any other user who opens this document can step Backstage and the Info pane will show them that it's been marked as final to discourage editing. Kim can also print this document, and there are some really nice new printing features here in Word 2010, in the Backstage. For example, I have this wonderful preview that shows me that if I change my margins, my document will now look like this.

If I change Orientation from Portrait to Landscape, this is how my document will look. So I can make informed choices here Backstage by taking a look at how the document will actually look based on the selections that I am making, and I can then print this document. I can easily, after I have printed it, make another set of changes and print the document in a different format, for a different use. I can Share the document Backstage. I can send a document Using E-mail as an Attachment. If it's stored in a shared location, like a SharePoint site, I can send a Link to the document, rather than the entire document.

I can send this document to another user as a PDF, or as an XPS, or as an Internet Fax, if I have a fax service provider. Perhaps though I want to send the document to a broader audience. I can save this document to a free SkyDrive, which would allow me to share this document publicly with everyone, not what I am likely to want to do with our Employee Manual, or I can share it with myself, so that I can access this document when I am in another location, working in another office perhaps or on vacation and checking in to do a little bit of extra work.

I can also save directly to SharePoint. Finally, Backstage View includes the Options dialog that allows me to change how Microsoft Word 2010 works for me. I can click Options about how Microsoft Word works, from General choices, Display choices, Saving choices, Advanced choices. I can also modify the Quick Access Toolbar, which I was able to do in earlier versions of Word, but in Word 2010, I can customize the entire Ribbon.

I can add new tabs very easily, and collect commands that allow me to work in a particular way, or to run Macros that I had recorded and stored earlier. Creating a new tab is easy. Simply choose New Tab and a new tab will be inserted. This tab will be added to the end of the default Ribbon, so the items that appear below are tabs that are not turned on all the time. I can then Rename this tab, and add Commands or Groups of Commands to the Ribbon, customizing Word 2010's interface to work the way I work.

Backstage View lets you print, publish, share, and view your Word documents with just a few clicks. Using the Backstage options, you can also customize Word to fit the way you work.

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Word 2010: Real-World Projects

6 video lessons · 6824 viewers

Gini Courter
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