Microsoft Office 2010 Quick Guide
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1 Microsoft Office 2010 Quick Guide Microsoft Office 2010 is now in use within Facilities and Services Division, though there may be some that are still to be updated. The first thing to notice about 2010 is that the menus and toolbars have disappeared and there is a "Ribbon" interface. This section will show you the differences in the Ribbons for the Applications and you will also find information on how configure the following: Customizing the Ribbon Creating and Editing a Tab/Group Page Layout Printing and Printing Preferences Create a PDF Outlook Ribbon Word Ribbon Excel Ribbon Powerpoint Ribbon Systems & Information Technology Page 1
2 Customising Ribbon In Office 2010 you can customise the ribbon which will enable you to find your most used tools more efficiently. Click on File click Options, then Customize Ribbon. You can also right click on the Ribbon to select Customize Ribbon. There are two pull-down menus. The one on the left has all the commands that are available in the Office program (in this case Word). The one on the right show the current menus that are in your Ribbon. Each Tab in the Ribbon can expand by clicking on the "+" sign, or can close by un-ticking. Systems & Information Technology Page 2
3 Tabs and Groups Underneath the Ribbon view there are two buttons: New Tab and New Group Adding a Tab To make a brand new Tab on the Ribbon with functions that you may use on a daily basis. This Tab will contain Insert Blank Page, Page Number and Header. 1. Click New Tab. A "New Tab" is added to the Right Panel, contains a "New Group" 2. Right-click the "New Tab", choose Rename. Call it something appropriate e.g "My Functions" 3. Right-click the "New Group", choose Rename. Call it "My Commands" (you may also give it an icon), type in the Display Name: space. 4. In the Left pull-down menu 'Choose commands from:' there is a number to choose from either Commands Not in the Ribbon, All Tabs, All Commands, Popular Commands etc, these will be displayed under "My Commands" function 5. Choose a function in the Left list and click Add to add under "My Commands" in the Right list. 6. Right-click when you have all your functions and ensure the Show Tab is ticked. Click OK button when your Tab has been created. Your Tab is now placed within the Ribbon Systems & Information Technology Page 3
4 Page Layout Page Layout enables you to change the layout of your document and/or to enable your Excel spreadsheets to fit on your page when printing. To access Page Layout you can do this by two methods: 1. Click on Page Layout tab on the Ribbon click the launcher button in the Page Setup group 2. Click on File tab and click Print click Page Setup (underlined) Systems & Information Technology Page 4
5 Printing and Printer Properties Printer Properties enables you to change printing preferences with regards to the printer that you are printing too. To access Printer Properties you do it by this method: 1. Click on File tab on the Ribbon click the Print 2. Click on Printer Properties (located under the Printer), this will open the Printer Properties dialog box Here you can set double-sided printing, page options and other settings. It is worthwhile to spend a time to study what is here and settings under each tab. Create a PDF Word, Excel and Powerpoint enable you to turn your documents, spreadsheets and powerpoint slides in to a PDF document, without needing a 'third-party' software. Following are two methods that can be used to create PDF's: Method 1 - Save As 1. Click File Click Save As 2. Browse to the location where you would like to save the PDF 3. In the File Name box enter the name of the file Systems & Information Technology Page 5
6 4. In the Save as type, click the drop down arrow select PDF 5. Click Save Method 2 - Save & Send 1. Open the desired document 2. Click File click to select Save & Send click to select Create PDF/XPS Document click Create PDF/XPS 3. A Publish as PDF or XPS window opens. Browse to the location where you would like to save the PDF. In the File Name box enter a name for the file. Ensure that the Save as type: is set to PDF. Systems & Information Technology Page 6
7 4. Click Publish. The document will now open in your chosen PDF reader. Make Changes to PDF File The purpose of a PDF is to keep the format of your document and to stop it from being modified. Modifications can only be done by one of the following: Open the original file in the Office program it was created, make changes and then create in PDF format again. Use a third-party application Systems & Information Technology Page 7
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