Managing documents with Word Backstage
Video: Managing documents with Word BackstageManaging documents with Word Backstage provides you with in-depth training on Business. Taught by Gini Courter as part of the Word 2010 New Features
Managing documents with Word Backstage
In this video, we'll look at the new document management features in Word 2010, Word's Backstage view. Backstage view has all the commands you commonly use when opening or finishing documents together in one central location. Whether you're adding descriptive data, printing, checking accessibility or saving your document on a SharePoint site, you'll find the tools you need by simply stepping Backstage. It's easy to access Word's Backstage view, also simply called Backstage. Just click the File tab on the Ribbon.
Backstage, you can access the familiar Save, Save As, Open and Close commands. Info displays the property settings for this document. You can see the document's size and number of pages. You can add an author, although you can't remove one. You can see the last time the file was modified and when it was created or printed. This document is currently saved in Compatibility mode, so it can be opened directly using older versions of Word like Word 97 or Word 2003. But I give something up using Compatibility mode.
I can't use the new features of Word 2010 while I'm running in a mode that's compatible with those earlier versions. To convert this document to Word 2010 so I can use the new Word features, I simply click the Convert button. A dialog box opens that tells me you're converting this document. And I can say yup, you bet I am. The document's now converted. It's a Word 2010 document. If I need to save this for somebody who uses a Word 2003, or another version even earlier than that, I can always go to File > Save As, and I can choose Word 97-2003 Document here in the Save As dialog box.
Stepping backstage again, Prepare for Sharing has the Document Inspector which we saw in Word 2007, and Check Compatibility which would let me check to see if this document actually had features that weren't compatible with Word 2003 before I bother to save it in an older version. But that the new feature here is called Check Accessibility. Accessibility checking reviews your document and notes what changes you need to make so the document can be more easily reviewed and edited by people using screen readers, or other accessibility devices.
Simply choose Check Accessibility, and the accessibility checker opens as a pane on the right-hand side of your document. There are three possible kinds of results from the accessibility checker. The first are errors. Errors are barriers that would make it difficult or even perhaps impossible for someone who had accessibility challenges to use this document. If you click here, it will tell you that the fact that the document's unstructured presents problems, why it presents problems, and how you would fix those issues so that this document was more accessible.
Warnings aren't barriers, but they can be big speed bumps. If we look here, there are actually 25 warnings. And they're all the same. If I click on any one of them, it will tell me that when we have repeated blank characters, many screen readers will interpret that as "I'm at the end of the document." And people listening to blanks, imagine what a blank sounds like, have the same issue. They think oh, maybe this document's all done. And I don't need to go any further. So you know what the problem is and how to fix it. The third kind of result is a tip.
It tells you that you may have a problem, may not have a problem. And this tip is about how your table should be laid out in order to provide clarity for someone who's hearing the table rather than looking at the table. Let's return Backstage and take a look then at Recent. Recent Documents list that you could pin documents to was a new feature in Word 2007, one of my favorite new features, as a matter of fact. It might be that I have documents to cycle through that I only use once a quarter, but when I need them, I need them, or a document when I'm churning a lot of documents, a document that I don't want to fall off the list.
So I can pin a document to the list. That's the old feature. Here's the new feature. I can do the same thing for locations. Whether it's folder here on My Computer, a Network folder or a network share, a SharePoint site, a location on a web site, anyplace that I save something to, I can pin to my Recent Places List. The New command has had a total makeover in Word 2010. First, we have these adorable little icons that show me My templates or Sample templates, that's all nice, but a really robust list of all of the different kinds of templates that are here.
Before you create a new document from scratch of a type that you don't normally create, think first is it possible, somebody else has a business need for that template. And go in and take a look and see if it already exists. For example, maybe you've been asked to create a schedule, and you don't normally create schedules in your business. Let's go see what's available, searching not just here but on Office.com and all of the different templates uploaded by other users. So you'll see, for example, that you know there are specific event schedules, schedule for interviews, schedules for vehicle maintenance.
But here's a Pocket schedule for youth sports in the spring months. I mean, who would have thought that one of those would be sitting here on the Microsoft site. If you had to create one of these, it would take you a long time. But you could simply download and use this one. That's why it's sitting here - also some really nice timelines and other kinds of documents. If these categories aren't sufficient, you'll find that there are even more templates, analysis worksheets, catalogs, flash cards, forecasts, math and science tables, petitions. So if you have to create a new type of document that you haven't created, come in here and take a look and see what someone else's already provided that would give you a significant head start.
The Print and Print Preview commands are combined into one new, exciting print feature. Here you'll find the items that you found in the Print dialog box previously. And in the bottom half of this pane, you'll find the items that you found in the Page Setup dialog box. You can still access the Printer dialog back and the Page Setup dialog box. Just click the link to open the dialog box. But many of your commonly used options are here. You can also preview this document. And if you make a change, for example if we switch here to a different Paper Size or if we change our Margins, you'll notice that that change is automatically reflected here in the preview.
So you can decide if you like that before you print the document. Save & Send allows you to save a file to SharePoint, or to Windows Live on the Web, or share a file by e-mail or on a blog. Let's take a look at a couple of these newer options. Save to Web saves the document on Windows Live so you can share it with others or open it from any computer. For example, if you create a document on a public computer, you could save it on your Windows Live drive and then open it later from your computer at home or at work.
The first time you use the Save to Web feature, you'll need to login to Windows Live. If you already used Hotmail or Windows Messenger or have an account on Bing, you already have a Windows Live account. If not, you can quickly create a free Windows Live account. Your Windows Live drive includes two folders by default: one for files that are private are only yours and another for files that are totally public that you'd like lots of people to see. Think of them as something that you could access from a blog or point people to from a Facebook page.
You can also create a new folder that is more limited, that is you and the people who you invite to view something in the folder. To save this document to the web then I simply choose Save to Web. Choose the folder I'd like to save it in and click Save As. Word will establish a connection with my Windows Live Drive, and I can simply click Save to save the document. Now I can open this document later from any place that I can access the Internet. This document, however, is now ready to be reviewed by other people within our organization. Rather than sending it by e-mail, which means I have to manage the 10 documents I send out and the 10 e-mails that come back with 10 documents inside of them for me to look at, I'm going to save this document on our SharePoint site, so that my coworkers can collaborate on their review of the document.
So I'm simply going to choose Save to SharePoint. I have my SharePoint site already set up because I've saved items there before. I'm going to select my SharePoint library and click Save As. So this is my Shared Documents library on my SharePoint site. I'm going to click Save, and the file's being saved to SharePoint. Because I've saved this in a shared location, I can now send a link in an e-mail to my colleagues. This Live link in this message then will lead them directly to the most current version of the document on our SharePoint site.
So I can send this file to anyone I wish, as a link. Finally, I'm going to return to Recent. I've saved documents in two locations that aren't necessarily easy for me to remember: my Shared Documents library in SharePoint and my Windows Live personal drive. So I'm simply going to take the opportunity to pin both of those to my Recent Places List before I close this session, so I'll have them in the future. Word Backstage view lets you check your Word documents for compatibility and accessibility, convert documents, review them, then preview, print, publish or share your documents with just a few clicks.
This is a great new Word 2010 feature.
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