Microsoft word environment Part 2

 The application of the window has the following elements:

§ Ribbon The main component of the Office user interface and where you’ll find the primary commands for working with the content of your Office files. The ribbon in­cludes tabs that have commands associated with a specific task. For example, objects that you insert in an Office document; like a picture, chart, or shape; are located on the Insert tab. This task-oriented organization also extends to the commands themselves, which are placed in related groups. For example, frequently used commands for formatting text are all located in a group named Font in most applications.

TIP Some commands on the ribbon have what’s known as a split control, which is a combination of a button and an arrow. An example is the Bullets command, found in Word on the Home tab in the Paragraph group. If you click the button, the default option, or the last option you selected during your editing session, will automatically be applied. When you click the arrow next to the button, a list of options will display, such as a list of available bullets.

Note that for larger split controls, like the Paste button, the arrow will appear below the button instead of to the right. An easy way to determine if you’re using a split control is to point to the button. If only the button or the arrow is highlighted rather than the entire button, then it’s a split control.

§ Title bar Appears at the top of the application window and displays the name of the active file and application name. In most standard Windows applications, including the Office applications, the title bar also has the program icon on the far left.

§ Window controls Located on the far right of the title bar. Along with the standard Minimize, Restore Down/Maximize, and Close buttons, there are two additional buttons:

§ Help Clicking this button displays help for the application.

§ Ribbon Display Options Clicking this the button gives you a list of choices for viewing the ribbon.

The Auto-hide Ribbon option gives you nearly a full-screen view because it also hides the status bar along with the ribbon. Show Tabs and Show Tabs And Commands toggle the ribbon between a collapsed or expanded state, displaying only the ribbon tabs or displaying both the ribbon tabs and commands.

§ Quick Access Toolbar Appears on the left end of the title bar by default. Each ap­plication has its own set of frequently used commands that are specific to the applica­tion. The most common commands are Save, Undo, and Redo.

§ Status bar Located at the bottom of the application window; displays information about the application or current file. In most applications, view controls and the zoom slider are located on the right end of the status bar.

§ Dialog box launcher Appears in the lower-right corner of a group when additional options for the related set of commands are available. Clicking the dialog box launcher opens a dialog box or pane.

§ Tool tabs Appear in the ribbon when additional commands are available for a se­lected object, such as a table, picture, chart, or drawing object.

TIP You can quickly activate a tool tab for most objects by double-clicking the object.

§ Gallery A visual list of choices, such as a collection of formats that offer multiple options. A gallery also refers to a set of related tools.

TIP Many galleries have additional options that may not appear in the ribbon. To view gallery options, right-click a gallery item. For example, to lock a shape for multi­ple uses, right-click a shape in the Shapes gallery and then click Lock Drawing Mode. To dismiss this mode, press the Esc key.

§ Live Preview Enables you to view changes like pasted text or picture formatting prior to making a modification.

TIP Live Preview is available in all applications except for OneNote.

§ Mini Toolbar Appears on the screen in most applications when you have text or an object selected; provides quick access to the most-used formatting commands.

TIP The Mini Toolbar may also appear when you right-click selected text or objects.

§ ScreenTips ScreenTips provide descriptions of commands and are displayed when you point to a ribbon command. If the command has an associated keyboard shortcut, that shortcut will appear in parentheses next to the name of the command. Several ScreenTips also include detailed help or a feature preview. For instance, in Excel, the ScreenTip for the Conditional Formatting command on the Home tab in the Styles group includes a detailed explanation for how to use conditional formatting. It also in­cludes a preview of how data bars and an icon set are displayed for a range of values.

TIP If a command has an associated Help topic, Tell Me More is displayed at the bot­tom of the ScreenTip. Clicking the link displays the Help topic.

§ KeyTips Enable you to navigate the ribbon by using the keyboard. To display KeyTips, press and release the Alt key. The KeyTips are the letters, numbers, or combinations of letters and numbers that appear on the ribbon. When you press only the Alt key, Key-Tips for the ribbon tabs and Quick Access Toolbar are displayed. To view KeyTips for a specific ribbon tab, after you press the Alt key, press the corresponding KeyTip on the keyboard. For example, to navigate to the Home tab and view the KeyTips for that tab, press Alt+H. Or to view the KeyTips for the Backstage view, press Alt+F.

TIP Commands on the Quick Access Toolbar have sequential KeyTips associated with the position of the command. For example, your first command is automatically as-signed Alt+1.

The Office environment also extends to an area called the Backstage view, which is dis­played by clicking the File tab on the ribbon.

Whereas the ribbon and Quick Access Toolbar are used for working with the content inside a file, the Backstage view is used for working with the entire file and for changing applica­tion settings.

The commands in the Backstage view are separated into two groups. The first set is for file-related commands, such as Info, Open, Save As, and Print. These commands are covered in the next section of this chapter.

The last set, specifically the Account and Options commands, are related to the application and are considered part of the Office environment.

 Account This is where you manage a new feature in Office Professional 2013 called an Office cloud account and get information about your Office installation.

The User Information area has information about your Office cloud account, like your user name and your photo, if you’ve elected to add one. This location is also where you can set a preferred Office background, with designs such as clouds or circles that appear in the title bar of your Office applications, or where you can change the Office Theme.

SEE ALSO For more information about Office cloud accounts and connected services, see Chapter 3, “Sharing and collaborating.”

The Product Information area is where you find information about your Office instal­lation such as the Office suite you have installed and the applications that are in­cluded. This is also where you can choose how your Office installation is updated and view your update history.

§ Options This is where you can change a variety of application preferences and customize certain behaviors that are specific to the application. In some applications, such as Excel and Access, there are also options specific to the active file.

To close the Backstage view and return to the application window, click the arrow in the upper-left corner or press the Esc key.

Adjusting your ribbon display

The ribbon is dynamic and adjusts to the size of the application window, your screen resolution, and your screen magnification. If you’re using a low resolution, one that makes everything appear larger, a small application window, or a screen magnifica­tion of more than 100 percent, the appearance of groups and buttons may be af­fected. For example, a gallery or an entire group of commands may collapse to a single group button, or button images may appear without labels, or buttons may appear stacked vertically instead of horizontally. And when you are resizing an ap­plication window, if there isn’t enough room to display the ribbon, it could disappear completely. You may want to take a few minutes to resize an application window to become more familiar with the dynamic ribbon changes.

To modify your screen resolution in both Windows 8 and Windows 7, right-click an empty area of your desktop and then click Screen Resolution. In the Screen Resolution dialog box, click Resolution and drag the slider to adjust your resolution.

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