How to work in Microsoft office

how  to Work in with Office files

In the previous section, you learned about the Backstage view and how this area of the ap¬plication is used for file-oriented tasks. In this section, you’ll explore the primary file options that are available across the Office applications.
IMPORTANT The images and content provided in this section are from Excel. The other Office applications have similar options, and major differences between the applications are described in tips.
The pages in the Backstage view that contain commands for working with files are described in the following list:
 Info In most applications, the Info page displays information about the active file, such as the name and location of the file, the author, and the date the file was last modified. In all of the applications, you’ll find specialized file management tools that are specific to the file and application. The following list provides an overview of some of the management tools and features you’ll learn about in other chapters and sections of this book.
§ In Excel, PowerPoint, and Word, you’ll find tools for opening previous versions of your current document and recovering files you forgot to save.
§ In Access, the management tools vary depending on whether you are working with a desktop database or a Web App.
§ sIn OneNote you use the Info page to manage your open notebooks, by using tools such as syncing and sharing options.
§ In Outlook, you’ll find tools for managing your mailbox accounts, such as those with which you can archive your Outlook data and set Out of Office notifications.
§ In Publisher, there are tools for checking your publication design and embedding fonts.

SEE ALSO For more information about versions and recovering unsaved documents, see the “Recovering unsaved files and versions” section later in this chapter.
 New The New page is available in most applications and provides access to tem¬plates that enable you to create new files in the application. You can choose to start from scratch and select a blank template, or you can select one that already has content to help you get started on a specific type of task. For example, across the appli¬cations you’ll find templates that range from newsletters, budgets, and sales reports, to contact information and asset tracking.


NOTE The templates shown in this book may not be the same as those that appear on your screen. New templates are added regularly, which may alter the results.
To create a new file in the applications that offer templates, simply double-click the template you want. Depending on the application and template, you may need to provide additional information before a new file is displayed in the application window. For example, in Access and OneNote, you need to provide a location and file name and then save the file before it’s created. This is because both Access and OneNote automatically save certain changes.


TIP Outlook does not have a New page in the Backstage view. You can create new Outlook items from the Home tab of the main application window. You can also find the email, business card, and signature templates in the Templates gallery on Office.com. In OneNote, there are page templates available in the application, and you can find entire notebook templates on Office.com. PowerPoint templates include designs and layout templates along with task-oriented templates.

 Open In all of the applications except Outlook, the Open page lists the recent files you previously opened and displays a list of available places from which you can open files.


Pinning the files you use the most
To pin the files you use the most to the recent file list, point to the file and then click the pushpin to the right of the file name. Pinned files are placed at the top of the list.
To unpin the file, click the pushpin a second time. You can pin and unpin frequently used folders to the Recent Folders list on the Open and Save As pages as well. You can also right-click a recently used file for additional options such as the ability to remove a file from the list and clear all pinned files.
TIP Your recent files list can also be accessed from the main list of tabs in the Backstage view. To make this change, click Options, and then click Advanced. Locate the Display options and then click Quickly Access This Number Of Recent Workbooks. Note that in other applications the option text reflects the type of Office document you use for that application. Also in the Display area are options to change the number of recent files and unpinned folders that appear on the Open and Save As pages.
SEE ALSO For more information about opening files from Microsoft SkyDrive, Microsoft SharePoint Online, or other web locations, see Chapter 3, “Sharing and collaborating.”
To view your recent files, click the Recent option near the top of the view, such as Recent Workbooks in Excel.
To open a file, if it’s in the recent file list, you can click the file to open it in the ap¬plication. If the file you need isn’t in the list, first click the location where the file is stored, such as Computer, and then to the right of the location, click a recent folder. Or, if the folder you need isn’t in the recent list, click the Browse button at the bot¬tom. Either action displays the Open dialog box. After you select a file to open, click the Open button to open the file in the application.
TIP You can also double-click a location, like Computer, to quickly display the Open dialog box.

§ Save When you save a file for the first time and click Save, the Save As the page is dis¬played. After a file has been saved, clicking Save in the Backstage view will update the file and return you to the application window.

 Save As Except in Access and Outlook, the options on the Save As page are similar to those on the Open page. The main difference is that there isn’t a recent file list.
 

To save a file, select the location you want, and if the folder you want isn’t in the recent folders list, click the Browse button. Either action displays the Save As dialog box. After you provide a file name, and if necessary, a different location in the Save As dialog box, click the Save button to save the file.
TIP In Outlook, clicking Save As displays the Save As dialog box. In Access, the Save As the page has optioned for saving the current database or selected object. In addition, as with the Open page, you can double-click a location to quickly display the Save As dialog box.
§ Print In all Office applications except Access and OneNote, the Print page provides printing and page layout options along with a preview of your file. In the Printer area, you can choose a different printer and set printer options. In the Settings section, you can specify various print and page settings prior to printing your file.
To print your file, click the Print button at the top of the view.
TIP Access and OneNote have similar print and preview options, but they aren’t combined in the same view.
There are also additional file options available on the Share and Export pages. The Share page gives you ways to share your file with others, such as sending your file as an email attachment or sharing it with others online in a web location or through a web browser.
On the Export page, you’ll find the ability to save your file in a Portable Document Format (PDF) or XML Paper Specification (XPS) format. And in PowerPoint and Publisher, you have options for converting your presentation to a video or packaging your publication for photo printing or commercial printing.
Because the majority of these options vary across Office applications or depend on addi¬tional components, you’ll learn more about them and get step-by-step instructions in other chapters.

IN THIS CHAPTER, YOU WILL LEARN HOW TO