Work Smart: Microsoft Office 2010 User Interface

Transcription

1 About the Office 2010 User Interface You can use this guide to learn how to use the new features of the Microsoft Office Ribbon. Topics in this guide include: What s New in the Office 2010 User Interface Navigate the Office 2010 User Interface Understand the Ribbon Understand the Quick Access Toolbar Understand the Backstage View Understand Paste Live Preview Use Microsoft Office Help Customization note: This document contains guidance and/or step-by-step installation instructions that can be reused, customized, or deleted entirely if they do not apply to your organization s environment or installation scenarios. The text marked in red indicates either customization guidance or organization-specific variables. All of the red text in this document should either be deleted or replaced prior to distribution. What s New in the Office 2010 User Interface Some of the features that are new in the Office 2010 UI include: The Ribbon is now fully available in all applications, including, Microsoft SharePoint Workspace 2010, One 2010, Outlook 2010, Project 2010, Visio 2010, Publisher 2010, and in the Office Web Applications You can customize the Ribbon in Office 2010 to create your own tabs and tab groups, and to add your favorite commands to them. In Office 2010, the Office Button has been redesigned, and now looks like a tab named File. You can click the File tab to switch the application to the Backstage view to access commands for saving, sharing, and printing your work. You can save time when you use Cut and Paste to reuse content with Paste Live Preview, which enables you to see what your additions will look like before you drop them in place. To see more about these features, see the sections that follow. Page 1 of 9

2 Navigate the Office 2010 User Interface Page 2 of 9

3 Understand the Ribbon Tools and commands are organized on tabs that make up the Ribbon for each application. Some tabs are always exposed; others appear only when you click items on the page. Add a Row to a Table 1 Click in a row in your table. 2 Under Table Tools, on the Layout tab, in the Rows & Columns group, click Insert Above to add a new row above the row you selected. Navigate the Ribbon To access a Ribbon in the Microsoft Office system, click a tab related to your task. For instance, if you want to insert something into your file, click the Insert tab. With the tools on the Insert tab, you can insert images, tables, links, and other items. Apply a Style to Your Table 1 Click to select your table. To access additional functionality, click the content you want to modify. 2 Under Table Tools, on the Design tab, in the Table Styles gallery, select a predefined style to apply to your table. For instance, to change the style of a table, click to select the table, and the Table Tools options appear with additional tabs and commands to help you format your table. Tip To expand or collapse the Ribbon, you can double-click a tab or use the Expand/Collapse icon at the top right corner of the Ribbon (next to the Help icon). Customize the Ribbon You can customize the Ribbon to include custom groups and custom tabs that contain the commands you use most often. Page 3 of 9

4 With Office 2010, you can: Add new command groups to one of the default tabs. Add new tabs to the Ribbon. Add commands to new tabs or groups that you added to the Ribbon. You can only add commands to new tabs you create or to new groups you add. 3 Under Customize the Ribbon and keyboard shortcuts, in the Main Tabs list, select one of the default tabs or a new tab that you have added, click New Group, choose the commands you want to add to the new group from the Choose commands from list, and then click OK to update the Ribbon. Add a New Tab to the Ribbon 1 Click the File tab to see the Backstage view, and then select Options from the list on the left. 2 In the [Application] Options dialog box, select Customize Ribbon. 3 Under Customize the Ribbon and keyboard shortcuts, under Customize the Ribbon, click New Tab. 4 In the Choose command from list, choose the commands you want to add to your new tab, click Add, and then click OK to update the Ribbon. Add a New Group to the Ribbon 1 Click the File tab to see the Backstage view, and then select Options from the list on the left. 2 In the [Application] Options dialog box, select Customize Ribbon. Page 4 of 9

5 Tips You can customize the name on the tab, its location in the Ribbon, and reset the Ribbon to its default settings from the [Application] Options window. Click Rename to give the tab a customized name. Select your customized tab and use the Up and Down arrows to change its location in the Ribbon. Click Reset to reset the Ribbon to its default state. Right-click anywhere on the Ribbon, and then select Customize to add new tabs or command groups to the Ribbon. Navigate Galleries Galleries are collections of visual options. Choose from galleries when modifying elements on the page. You can access all galleries the same way. Move your pointer over the gallery options to see a preview of the option on your page. Use the Mini Toolbar The Microsoft Office system displays a temporary mini toolbar when text is selected in your file. The mini toolbar appears in the document window near the selected text, and disappears if it is not used. 1 Select text in your file. 2 In the mini toolbar that appears, click the commands you want. Navigate Views and Use the Zoom Control In Microsoft Office, you will find quick-access controls for switching views and zooming the page at the bottom right of the screen. 1 On your page, click the shape you want to change. 2 Under Drawing Tools, on the Format tab, in the Shape Styles group, click the More arrow to display the Shape Styles gallery. For the complete set of View features, click the View tab. Open a Dialog Box Some of the tool sets known as groups on the Ribbon have a small diagonal arrow in the lower-right corner. You can click this arrow to open a dialog box of commands related to the tool set. 3 In the Shape Styles gallery, click the style you want. Page 5 of 9

6 Minimize the Ribbon You can minimize the Ribbon to make more space available on your screen. Maximize it again to access commands. Tip To minimize the Ribbon, double-click the active tab. To restore the Ribbon temporarily to access a command, click a tab. To restore the Ribbon permanently, double-click a tab. You can also press CTRL+F1 to minimize and restore the Ribbon. Understand the Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar from which you can access your favorite commands. It is a permanent part of the Ribbon. By default, the Quick Access Toolbar is located above the Ribbon and includes three commands: Save, Undo, and Redo. To add a command to the Quick Access Toolbar: Right-click any command on the Ribbon, and then click Add to Quick Access Toolbar. You can also follow this alternative procedure. 1 On the Quick Access Toolbar, click, and then click More Commands. 2 In the Choose commands from list, click a command set. Popular commands appear by default. 3 Click the command in the left pane, and click Add. You can also add more commands to the Quick Access Toolbar. Add Commands to the Quick Access Toolbar Because the Quick Access Toolbar is always displayed, adding commands to it enables you to quickly access tools and commands you use most often. 4 Repeat this procedure until you have added all the commands you need on the Quick Access Toolbar, and click OK. Tip If the Quick Access Toolbar grows too wide after adding multiple commands, you can move it below the Ribbon where there is more room. This wider location is useful in displaying multiple commands. Page 6 of 9

7 Move the Quick Access Toolbar Below the Ribbon On the Quick Access Toolbar, click on the right side of the toolbar, and then click Show Below the Ribbon. Print Documents Printing, previously spread across several commands (Page Layout, Preview, Print), is now accessible from within a single view under the Print tab in the Backstage window. 1 To see the Backstage view window, click the File tab in the upper left corner of your document, next to the Home tab. You may also click to move the Quick Access Toolbar back to its default location above the Ribbon. Understand the Backstage View The Backstage view replaces the File menu in Office 2010, and includes new sharing and publishing features. To see the Backstage view window, click the File tab in the upper left corner of your document, next to the Home tab. To exit the Backstage view, click any tab at the top of the Ribbon or click on the image of your document in the upper-right corner. 2 Click the Print tab, and then select from the available print options. For example, enter the page range you want to print in the Pages text box. Prepare Documents You can assign metadata to the file; check for accessibility; or inspect your document to remove personal information or comments before posting for public consumption. To see the Backstage view window, click the File tab in the upper left corner of your document, next to the Home tab. Page 7 of 9

8 The default Info tab provides options for you to prepare your file. Understand Paste Live Preview When using Cut and Paste to reuse information, you can see what your additions will look like before you drop them in place by using Paste Live Preview. 1 When you paste information into an application, the Paste Options (Ctrl) appears. 2 Click to display the Paste Options mini toolbar. 3 Hover over each paste option to see a live preview of how the information you pasted will be formatted. Click to select the option of your choice. Share Documents You can instantly share documents with co-authors and other colleagues in Office You can either send the document using instant message or share the application on your desktop during an online meeting. 1 Click the File tab in the upper left corner of your document, next to the Home tab. 2 Select Save & Send, and select from the available sharing options. Page 8 of 9

9 Paste Live Preview provides context-sensitive options depending on the Office application and the content being pasted. For example, if you are working with a table in Word 2010, paste options may include Nest Table, Merge Table, and Insert as New Row. If you are working in a cell in Excel 2010, paste options may include Formulas and Formulas and Number Formatting. The following table shows some common paste options. Paste Option Icon Description Keep source formatting Use destination style Use Microsoft Office Help Microsoft Office Help now opens in a separate browser window, so you can move the window around and resize it to suit your needs. 1 In Microsoft Office system applications, in the upper-right corner, click the Help button. 2 Do one of the following: Click a Help link in the Browse [Application] Help list. In the Search list, click a pre-selected search term, and then in the Results list, click a Help link. In the Search box, type a search term, and then click Search. In the Results list, click a Help link. Paste as picture Paste as text only Link and keep source formatting Link and merge formatting For More Information Getting Started with Office Ink Page 9 of 9