Join Chris Grover for an in-depth discussion in this video Checking out Backstage view with the File tab, part of Learning Word 2010.
You probably notice that the blue File tab, over here in the corner, looks a little different than the other file tabs, and there's a good reason for that. The commands under the other tabs usually affect parts of your document, while the commands under the File tab affect your entire document. In other words the Computer file. So, when I click on the File tab, it takes me to this area that's known as the backstage area. And you've got commands over here, like Save and Open, Close, and Print. This lesson explores some of those backstage features that you find under the File tab. Initially, when you come to the File tab, you see the Info button is highlighted. And it shows you information on your document that's currently open. Let's take a look at all of these from top to bottom. These are commands over here, and you choose a command simply by clicking on them.
Sometimes that displays different information. Here, and sometimes it does other things. For example, the Save button. If I click that, it saves all the changes I've made in my current document, puts me back in place, so that I can go right to work. Now, the Save As command works a little bit differently. It brings up this Save As dialog box. And you've probably seen boxes like this before working in Windows. Over here you have your folders, and you can choose different folders. When you select a folder over here, it changes the display here. So, we can see we've got a couple of Word documents there, and I can save my document.
And usually use the Save As command when you want to save your document under a different name. If you save your document under a different name, the original still exists. And then you've got this new document that you saved under a different name, and that's the one that remains open in Word. Now, you can see up here in the Title bar, we've changed the name of this document. And it's still open here, where we can work on the new document. The Open command brings up a dialog box that's similar, where you see your folders and files. And you can open and close these folders using these triangle buttons over here. And you can chose what's displayed in here simply by selecting a folder. And for the Open command, you want to find Word documents, so those are highlighted here.
Now the display of documents here is controlled by this list over here. So, right now it's set to show me my Word documents, but I can use this menu to choose other options. I could see all the files that are available here we see there's an Excel file in there as well, or you can choose different types of Word documents. You could look up templates for example or you could look up documents from other programs. To open a document you select it and click the Open button, or you can just double-click on the document and it opens.
Now, as you can see, you can have more than one document open in Word at a time. And when it opens more than one document, you see them actually in separate windows. This makes it easy to copy details from one document and then paste it into another. It's a very handy way to work with Word. To close a document, you can go File and Close. And that closes the currently active document. And you can see it leaves the original document that we were working here open and ready to work on it. The Info tab is a little bit different, it displays information over here. And it gives you information like the size of your document, the number of pages, how long you've been working on it, who worked on it. And then in the middle it gives you options for sharing your documents and collaborating with other people.
The Recent tab is really helpful because often you'll be working on the same document through the course of the week. Or maybe you use the same document all the time. Recent documents appear in here. In recent places the folders that hold those documents are shown over here so we got a list of all the documents that I've recently opened. And I can just click on one of them to open that document again and continue working. Now if you want to use this feature and you have a document that you'd always like to appear on this list. You can click on one of these Thumbtack buttons and it pins your document to the list.
And these work like a toggle, you can pin a document or you can just click on it again to unpin it. And the same thing holds true for these folders. You might have folders that you're constantly using, and it would be handy just to be able to get at them by clicking over there. Under the Recent group you have new and you use this to create a brand new document. If I click on that we again see kind of a busy display in here but don't be intimidated.
What you want to do a lot of the time is just open a blank document and to do that you can. Click on this button and then click Create, or you can simply double-click on that button and it creates a brand new completely empty document. Ready for you to do whatever it is you want to do with it. I'm going to go ahead and close that. The other thing you'll find in the new panel here are different types of templates that come with Word. You can use these to start creating new documents.
And they give you kind of a jump start, because you don't have to create everything from scratch. If you have templates you use all the time or if your company has specific templates that they you to use, they're probably under this My Templates group. You can click that and then you'll see the templates listed in here. And that to choose a template, you just select and then click okay, or you can click Cancel if you don't want to choose a template. Another handy feature is to create a new document from an existing document. So, if you have a document that you want to live intact, but you'd like to create a new document that has many of those feature.
And maybe adapt it and change it, you can use this command. And it also opens up one of those document windows where you can see your documents and navigate you folders. And then you can choose a document from this. Let's see, create new creates a duplicate, but it leaves the original intact. You can see this doesn't have file name, so I have to give this a new name when I save it. The Print commands are under File as well, so to print your document, you go over here to Print.
It gives you a preview of your document so you can see what it's going to look like on the page. And if there are several pages you can click the buttons down here to thumb through different pages. And most of the time all you'll need to do to print a document is to go File > Print and then click the Print button. If you want to print more than one copy, you can go over here and use this Copy menu. And you can click on these buttons to choose the number of copies that you want to print. And if your office has more than one printer. You might want to use this list over here to choose the printer that you want to use for your document. Save and Send is similar to printing, it saves your document but it sends it off to somebody else.
So, it's a great command to use if you want to email your document to a college. You could just click this button, Send Using Email. And as long as your Outlook program is set up properly, you're ready to go, it attaches the current document to your email and you can send it off. And you can save to the web or you can save to SharePoint if your office uses SharePoint to exchange documents. The last option I want to check out here is the Help option. So, File > Help you see this blue question mark button and this is the same as this button over here.
Click either one of them and it brings up a little Help file. And these Help files are actually stored online, so it may take you a little while depending on how fast your connection is. And you can type in a topic such as margins. Press Enter, and it shows different articles that will help give you information about how to set and use your margins. That's the backstage in Word. This lesson explored all the backstage features and you saw how to Open, Save and Close documents.
You learned how you can find recently opened documents and how to pin those options to the list so there always available.
- Exploring the Ribbon
- Creating a document from a template
- Saving different file formats
- Editing text with Cut, Copy, and Paste
- Adding tab stops to the ruler
- Finding and replacing text
- Working with header and footer text
- Using Word styles
- Creating bulleted and numbered lists
- Adding a table of contents or index
- Restricting editing
- Printing documents, envelopes, and labels