Welcome to Microsoft Office 2010

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1 Welcome to Microsoft Office 2010 An Introduction to the New Interface Centre for Professional Learning and Development Date: July 2010 Introduction Microsoft Office 2010 brings all the power of the original product suite - Word, Excel, PowerPoint and Outlook - and delivers them in a new interface that is results-orientated, rich in design yet simpler to use. This guide will introduce the new navigation tools and is split into 5 sections: The Ribbon Backstage View Try It Test Yourself What happened to...

2 Introducing the Ribbon Instead of having 30 or so undisplayed toolbars, and commands buried on menus or in dialog boxes, which you may have never found, you now have one control centre that brings the essentials together and makes them very visual. This is called the Ribbon. Once you learn how to use the Ribbon in one program, you'll find it easy to use in other programs too. The Ribbon was introduced in Office 2007 and remains virtually unchanged in Office Tabs, Groups and Commands The Ribbon is actually made up of a series of tabs across the top which, when clicked, display a series of buttons and boxes (a bit like a toolbar). It changes depending upon what you are doing in your document, and it also shrinks and expands depending upon the current sizing of the application window. There are three different areas of the Ribbon. These are Tabs, Groups and Commands. About Tabs You'll find some parts of the Ribbon common to all Microsoft Office 2010 applications. The primary tab in Word, Excel, PowerPoint and Outlook is the Home Tab. In Word, Excel and Powerpoint the Home Tab holds the Font, Clipboard and Find groups. While others are unique to each application. For example, formulas (Excel), mailings (Word) and slide show (PowerPoint). The Home Tab The Home Tab shows the most frequently used groups of commands. The principal task in Word is writing, so the commands on the Home Tab are the ones that you would most often use when writing documents: Font formatting commands (Font group), paragraph options (Paragraph group) and text styles (Styles group). You'll find the same organisation in other Office 2010 applications. Most people use Paste Special less often than they use paste. So, to access Paste Special you click on the down arrow under Paste. Centre for Professional Learning and Development 2 of 12

3 Opening Dialog Boxes Dialog boxes still remain in Office While commands on the Ribbon are quick and convenient they don t always provide all of the options available to you. For example the Font group on the Home Tab. To see all of the options, you can launch the relevant dialog box using the dialog box launcher tool to the right of the group s name. In some situations the dialog box launcher actually displays a task pane - a pane is like a panel on the side of the screen. For example, if you click on the dialog box launcher in the Clipboard group on the Home tab, the Office Clipboard task pane appears. Hiding the Ribbon You may prefer to hide the groups and commands under each tab in the ribbon so they only appear when you need them. You can do this my minimising the Ribbon. There are buttons at the right of the Ribbon that also control minimising and maximising of the Ribbon. When a Ribbon is in its minimised state a pin button appears which will make the Ribbon large and permanent again. Handy to Know: You can also hide/display the Ribbon by: Double-click on the active tab to hide the Ribbon Click on a tab to see the Ribbon temporarily Double-click on a tab to redisplay the Ribbon permanently Centre for Professional Learning and Development 3 of 12

4 Hidden Tabs Some extra tabs appear only when you need them. For example, If you create a chart in Excel or a drawing in Word, selecting the item will show a task specific tab on the Ribbon (a Drawing Tab or Chart Tools group of Tabs). Q) Think About It: Microsoft created the Ribbon to make Office more user friendly. If you were designing the Ribbon, which Tab would you put Headers and Footers in to? Centre for Professional Learning and Development 4 of 12

5 The Backstage View The Backstage View is where you will find everything you can do with your presentation, document or spreadsheet once you ve created it, including commands like Print, Save and New. Just click on the File Tab in the upper left of any application to open the new Backstage view. In short, the File Tab is for everything that you do to a file that you don't do in the file. The File Tab in Microsoft Office 2010 replaces the Microsoft Office Button (Office 2007) and both the File menu and Tool Options used in Microsoft Office 2003 and earlier. In Backstage View you have access to Quick Commands and Backstage Tabs. Quick Commands There are six Quick commands, which provide immediate access to an operation. Open Close Save Exit Save As Options Backstage Tabs The Backstage Tabs provide more options for working with a file, which appear in the working area of word. These are Info, Recent, New, Print, Save & Send and Help. Note: The File Tab and Backstage Tabs are colour coded to match the application you are in. (Green - Excel, Blue - Word, Red - PowerPoint, Orange - Outlook) Centre for Professional Learning and Development 5 of 12

6 Info Tab The Info Tab displays your files properties, allows you to change permissions, check compatibility with Office 2003 and check for unsaved versions or recovered versions of the file. In Outlook this is where you would find Automatic replies (Out of Office). Recent Tab This displays your most recent files and accessed folders. Centre for Professional Learning and Development 6 of 12

7 New Tab The New Tab enables you to create a blank document or documents from any templates you have saved, based on another document or by using Office.com templates. Print Tab This displays all of your print options and a print preview. Once you have changed your settings click Print. Centre for Professional Learning and Development 7 of 12

8 Save & Send Tab The Save & Send Tab enables you to your file as an attachment, change the file type and publish your file. Help Tab From here you can access Options and Microsoft Office Help. Centre for Professional Learning and Development 8 of 12

9 Try It. This exercise is provided for you to practice what you have learned so far using Microsoft Word. Try this using Microsoft Word 2010 on your own computer. Launch Microsoft Word and Create a new blank document. Type the following text My First Word 2010 Document and format the text so that it is centre aligned, font Verdana, size 16 and Bold. Type your name into the header. Save the document to My Documents as a Word compatible document with the filename practice. Close the document. Exit Microsoft Word. Centre for Professional Learning and Development 9 of 12

10 Check Your Knowledge You will be asked to answer 5 questions. Answer the questions below. Answers are provided at the end of this guide. Question 1: Back Stage View - Multiple Choice Which of the following could you use the File Tab to complete? Select all that apply. Check the correct answers: A) Create a New file B) Exit Word C) Print D) your file as an attachment E) Set Permissions for other Users F) Format Fonts G) Create a Mail Merge Question 2: Backstage Tabs - Matching Match the description on the right to the correct Backstage Tab. Connect the matching items: Backstage Tab Description A) Info Tab 1) Visit Microsoft Office Online Help B) Save & Send Tab 2) Send an with your file as a PDF attachment C) New Tab 3) Change File Properties and access settings D) Help Tab 4) Create a file from a template A: B: C: D: Question 3: The Ribbon In which tab will you find Headers and Footers? Question 4: The Ribbon You are working in Microsoft Word. Which Tab would you use to change your paragraph spacing? Question 5: The Ribbon - Hot Spot You are working in Microsoft Word. Which tab would you use to create a Mail Merge? Centre for Professional Learning and Development 10 of 12

11 What happened to...? Occasionally, when you first start working with Office 2010, you may not be able to find where some previously familiar commands are placed. The more you use it, the more familiar and comfortable you will become with the new design and layout. But what can you do in the meantime? There is an interactive reference guide comparing previous commands with Office If you are familiar with Office 2003 and you're having difficulty finding all the commands you used to know, help is at hand with Microsoft's online Command Reference Guides. Command Reference Guides There is an interactive Command Reference Guide for Word, Excel, PowerPoint and soon to include Outlook, Visio, Project and others on the Microsoft Office website. If you don't want to have to go to the website each time you need help finding a command, you can install the guides locally or download a Ribbon Mapping file that lists all of the commands by the Office 2003 menu items. Let your mouse linger over a command or menu item to see how to find it in Office Click on the menu item to see the location shown in Office Interactive Guide Download Ribbon Mapping File Congratulations. You have now completed this guide. Centre for Professional Learning and Development 11 of 12

12 Answer Key Q) Think About It: If you were designing the Ribbon, which Tab would you put Headers and Footers in to? This used to be in view Menu, after user feedback this is now in the Insert Tab. Question 1) Which of the following could you use the File Tab to complete? Correct Answers A) Create a New file B) Exit Word C) Print D) your file as an attachment E) Set Permissions for other Users Fonts can be found on the Home Tab, and Mail Merge in the Mailings Tab. Question 2): Match the description on the right to the correct Backstage Tab. A3) Change File Properties and access settings B2) Send an with your file as a PDF attachment C4) Create a file from a template D1) Visit Microsoft Office Online Help Question 3) In which tab will you find Headers and Footers? This can be found on the Insert Tab. Question 4) You are working in Microsoft Word. Which Tab would you use to change your paragraph spacing? The Home Tab. Question 5)You are working in Microsoft Word. Which tab would you use to create a Mail Merge? The Mailings Tab Centre for Professional Learning and Development 12 of 12

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