Getting Started with Microsoft Office 2010

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1 Getting Started with Microsoft Office 2010 Microsoft Office 2010 delivers the product suite Word, PowerPoint, Excel, Access and Outlook with a consistent user interface that puts all the tools you need within easy reach. The main components are: the Ribbon, the File tab with its Backstage View, and the Quick Access Toolbar. Formatting is made easy with Live Preview, the Mini Toolbar and Themes, and the Status Bar provides useful information about your document. You can add impact to images by using Picture Effects and illustrate information effectively with SmartArt diagrams. Using the Ribbon The Ribbon sits at the top of the screen, and contains tabs that reflect the tasks you perform. On each tab, groups bring together the commands and tools for that task. Dialog box launcher Groups More button The Home tab holds the most commonly used functions for an application. For example, in Word, the Home tab contains groups for Font and Paragraph formatting, applying Styles and using the Clipboard. Getting Started with Microsoft Office 2010 In some groups, a More button displays a gallery, such as the Quick Styles gallery in the Styles group on the Home page, as well as additional menu options. Most groups have a dialog box launcher. This opens a related dialog box or task pane. In most cases, this performs as it did in previous versions of Office. The Ribbon also includes contextual tabs. These appear only when you need them: so, for example, if you click on a picture in Word, a Format tab appears; if you click on a chart in PowerPoint, you see Design, Layout and Format tabs. When you click away from the picture or chart, the tabs disappear. If you require this document in an alternative format, such as larger print, please

2 Minimising the Ribbon To give yourself more space, you can minimise the Ribbon by clicking on the up arrow button: The Ribbon will re-appear when you click a tab, and disappear when you click away from the tab. To expand the Ribbon, click the down arrow. You can also double-click on the active tab to minimise and expand the Ribbon. Customising the Ribbon You can customise the Ribbon by renaming and changing the order of the default tabs and groups. You can also create your own custom tabs and groups for the commands you use regularly. To customise the Ribbon: Click on the File tab. Under Help, click on Options. Click Customize Ribbon. Click New Tab or New Group. Choose the commands from the Choose Commands from list on the left and click Add. Custom tabs and groups appear with (Custom) after the name in the Customize the Ribbon dialog box. Note that you cannot remove or rename the default commands. Managing files with Backstage View The Backstage View is new to Office 2010, and provides a one-stop shop for all tasks to do with managing files. To access it, click on the File tab on the Ribbon. The commands include familiar options for opening, closing and saving files. The Recent option displays recently used files and folders. Clicking on the pin icon entry on the list permanently. The icon changes to. keeps an An additional option is Save & Send, which allows you to create PDFs, and to share your file by sending by or fax, saving to a blog or to the Web. 2

3 Printing The Print command has now been combined with Print Preview, displayed in the panel on the right. You can choose your options and see immediately how the document will look when printed. Recovering files Office 2010 makes it easier to recover files you have closed without saving. If you have closed a newly created or temporary file (an attachment, for example), click on File and Recent, and then on Recover Unsaved Documents (or Workbooks or Presentations). Select the file in the drafts folder and click Open. To recover a previously saved file, click on File and Info. Under Versions, click the version labelled (when I closed without saving), and then click Restore in the bar at the top. Setting preferences The Options button under Help allows you set Display, Proofing (AutoCorrect) and Save preferences, as well as choosing editing and printing options under Advanced. You can even change the colour scheme under User Interface options on the General tab. Using the Quick Access Toolbar At the top of the screen is the Quick Access Toolbar (QAT) for the tools you use regularly. By default, you ll find buttons for Save, Undo and Redo. You can add your favourite commands by clicking the Customize Quick Access Toolbar button. Choose from the short list, or select More Commands to access the full list. Useful commands to include are Quick Print, New and Switch Windows. Using Live Preview Live Preview allows you to see the effects of a formatting change without having to make your choices first. For example, move your cursor over the Quick Styles gallery on the Home tab to see how the text will look if the style is applied, or over Picture Styles on the Picture Tools > Format tab to see the effect on an image. Copy and Paste with Live Preview Copy and paste is one of the most frequently used features in Office, but in previous versions it could have unexpected results depending on what was being pasted. In Office 2010, copy and paste has been improved. Now Paste comes with Live Preview so that you can see exactly what you re getting. Select the text or object to be copied, and click Copy in the Clipboard group on the Home tab (or press Ctrl C). 3

4 Click where you want to place the copied item and click the Paste down arrow in the Clipboard group. A Paste Options gallery appears: Run the cursor over each icon to see a preview of how the item will look, and then click on your choice. Formatting with the Mini Toolbar The Mini Toolbar provides access to some of the most frequently used formatting commands, such as font types, sizes and colours, indents and bullet points. It displays on the page automatically when you select text. It is semi-transparent when it first appears, but becomes solid when you move your cursor onto it. The toolbar means that you don t always have to return to the Home tab to carry out simple formatting tasks. Note that the Mini Toolbar does not have Live Preview capability, and you cannot customise it. If you don t like the toolbar, you can disable it. Click on the File tab and Options. On the General tab, deselect Show Mini Toolbar on selection. Using themes Themes were introduced in Office 2007, and provide a quick way to produce professional documents. They are shared across all applications, so you can produce word processed documents, worksheets and presentations with a consistent appearance. To apply a theme, click on the Page Layout tab and on Themes. As you move the cursor over the thumbnails, Live Preview lets you see how the document will look. Note that in Word, the font and font colour will not change unless you have applied a style to the text. Once you have applied a theme, you can customise it. The Themes group includes options to change the colours and the fonts used. There is also an Effects option that allows you to change the fill effects for shapes and lines. 4

5 You can save a theme you have customised to use again. Themes you save in one Office 2010 application will appear in the Custom section of the Themes group in all the others as well. Using the Status Bar The Status Bar at the bottom of the screen can be customised to provide information about your document. The left side displays options for the current file, and the right displays viewing and zoom options. To customise the status bar, right-click anywhere on it to display the menu. Click in the left margin to turn an option on or off. Click anywhere away from the Customize Status Bar menu to close it. A useful option in Word is the Spelling and Grammar Check. If Word has found an error, the icon on the toolbar changes to. Click on the icon to display a menu of proofing tools. In Excel, you can choose from a whole range of calculations, including Count, Minimum and Maximum. Changing the document view The View Options for your document appear on the right of the status bar. They also appear on the View tab on the Ribbon. The options will vary depending on the application; these are for Word: The Full Screen Reading view makes it easier to read documents on screen by making them look more like a book, i.e. by displaying two pages at a time. Draft view Normal view in Word is equivalent to The Zoom feature includes a Zoom Slider. You can quickly adjust the percentage simply by dragging the button. 5

6 Navigating and searching In Word 2010, the Document Map has been revamped as the Navigation Pane. This is a useful feature for working with long documents, though it does depend on the use of styles. Select the View tab and click the Navigation Pane check box in the Show group. As well as using the pane to navigate, you can move sections to different locations, simply by dragging and dropping. The pane includes an improved Find option. Searches now include the text surrounding the term, making it easier to identify the passage you are looking for. You can also click on Find on the Home tab Find performs as it did in previous versions.. Note that in applications apart from Word, Adding picture effects and diagrams Applying picture effects Office 2010 includes picture effects that add impact to images in your document. Click on the image to display the Format contextual tab. You can choose a style from the Picture Styles gallery, create a Picture Border or click on Picture Effects to add an effect such as Shadow, Reflection or Glow. Adding diagrams with SmartArt The SmartArt feature is an easy way to add professional-looking diagrams to documents, worksheets and presentations. You can choose from a range of options, including lists, and process and organisation charts. To add a diagram: Click on the Insert tab and on SmartArt. The Choose a SmartArt Graphic dialog box displays. Choose a diagram and click OK. Click on [Text] and enter your text, or use the Text pane. If the Text pane is not visible, click the control. 6

7 You can change the appearance of your diagram using the Design and Format contextual tabs. For example, choose a style from the SmartArt Styles gallery on the Design tab, or apply text effects on the Format tab. Using different versions of Office Opening a document created in an earlier version When you open a document created in a version of Office earlier than 2007, Compatibility Mode is turned on automatically you will see [Compatibility Mode] in the title bar. In this mode, new and enhanced features are turned off, so that the document can still be easily edited in earlier versions. For example, you will not be able to use Themes or apply Picture Effects. Converting to 2010 You can convert a document created in an earlier version to a 2010 file format: Click the File tab. To convert without keeping a copy, click Info then the Convert button. To create a new document in Office 2010, click Save As, enter a new file name and select Word Document at Save as type. Saving a file as an earlier version If you are sharing a document with people using an earlier version of Office, you can save the file in the appropriate format: Click the File tab. Click Save As. Enter a new file name if required. At Save as type, select the format Document. Note that Office 2010 does not support Office 95 and earlier. If you have used features not supported by earlier versions, the Compatibility Checker displays: Click Continue to save the document. You can check the compatibility of your document with earlier versions before you save it: 7

8 Click the File tab and Info. Click on the Check for Issues button and select Check Compatibility. The Compatibility Checker displays any unsupported features. Click OK. Note that files created in Office 2007 and 2010 are compatible, and can be opened and edited in either version. Resources Course material on upgrading to Office 2010, and additional getting started guides, are available from the Basic technology and information skills section of our Documents Catalogue: https://www.ed.ac.uk/is/skills/documents-catalogue You will also find links to additional material including Office 2003 menu to 2010 ribbon reference guides. 8

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