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Office Ribbon, Quick Access Toolbar and Options

Office Ribbon, Quick Access Toolbar and Options. Streamline tasks in Office 2010. Related Workshops. Styles and Formatting in Word 2010 . FSRC Workshops. Access workshop information and materials: http://www.csus.edu/irt/fsrc/workshops.html Download Sample Files.

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Office Ribbon, Quick Access Toolbar and Options

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  1. Office Ribbon, Quick Access Toolbar and Options Streamline tasks in Office 2010

  2. Related Workshops • Styles and Formatting in Word 2010

  3. FSRC Workshops • Access workshop information and materials: http://www.csus.edu/irt/fsrc/workshops.html • Download Sample Files

  4. Announcements • We understand scheduling conflicts. Feel free to politely exit the room early if necessary. Please log out of your workstation. • We encourage you to ask questions, but if you find that you need further assistance, additional resources are available. Ask us after the workshop ends.

  5. Pre-Requisites • Basic understanding of Office 2010

  6. Objectives • Learn basic terms for the Ribbon • Learn the top Ribbon features • Learn about Office Options • Learn where the Quick Access Toolbar is located. • Learn how to customize the quick access toolbar • Learn Access Keys

  7. The Ribbon

  8. KeyTerms • Ribbon • Context Menu at top of the Office Word Window. • Tab • Groups of similar tools and functions • Group • Sub-sets of tools within each tab Demonstration: Open Word and Show the Ribbon

  9. Customization • Commands in the Ribbon are organized in logical groups that are collected under tabs. • Re-order Tabs • Create Custom Tabs and Groups • Commands can only be added to custom groups Demonstration Open the customize ribbon menu (pg. 5)

  10. Adding a New Tab • Tabs are groups of similar tools and functions. • Ability to create a new tab with custom groups for specific user needs. Demonstration + Activity 1 & 2 Add a tab and group (pg. 3-4)

  11. Removing Tabs/Groups • Removing tabs and groups from ribbon is easy Demonstration + Activity 3 Remove tab and groups (pg. 4)

  12. Hiding the Ribbon • The ribbon can be minimized for better viewing purposes. • There are three ways to hide the Ribbon • The Caret • Right Click on ribbon > Minimize ribbon • Double-Click a Tab Demonstration + Activity 4 Hide and Un-Hide the Ribbon (pg. 7)

  13. Accessibility

  14. Access Keys • Access keys provide a way to quickly use a command by pressing a few keystrokes, no matter where you are in the program. Demonstration + Activity 5 Activate the Access Keys (pg. 8)

  15. Accessibility Checker • Overview of inaccessible content and provides information on how to fix errors • Helps you create a more accessible document Demonstration

  16. Navigation pane • See all headings in a document, their relative position, and current position. • Headings are necessary for users of assistive technology (low vision/blindusers). Demonstration + Activity 6 Open Sample file and navigation pane (pg. 9)

  17. The File Tab (Backstage View)

  18. Backstage View • File tab (Backstage) replaces Office Button. • Save, print, check for issues, share, etc. from the File Tab.

  19. Office Application Options

  20. Recent Documents/Places

  21. Recent Documents & Places • Locate files quickly and easily • Use Pushpins to “lock” documents or places you use or go to often • Specify # of documents to keep in Recent (50 max) • Clear Recent’s content from Options • Right click pinned item >“remove from list” • Right click unpinned item > “clear unpinned items/places” Demonstration + Activity 7 Use pushpins to lock a file to the Recent Tab (pg. 10) try unpinning it as well.

  22. AutoRecover & AutoSave • File Tab > Options > Save • Specify time for autorecover (10 min default) • Keep last autosave checkbox selected Demonstration: Change auto-recover to 5 min.

  23. Recover Unsaved Files • Recent file that was closed w/out saving • Previously Saved Draft, new edits not saved • Go to Manage Versions or Recent areas to recover unsaved work Demonstration: Look under the Managed Versions menu

  24. Set Default Working Folder • Avoid browsing through folders each Save • Save and Save As automatically save in default location Demo & Activity: Change Default File Location to your U Drive.

  25. Personalize Copy of Office • Have your initials appear when you add comments • Document Properties will show your information Demo & Activity: Enter your username and initials in appropriate fields under personalize

  26. Add/See Document Properties • Add a Title, Tags (keywords), Comments • Improves searches if posted to web and also on local computer • Size, pages, words, dates information Demo & Activity: Add a title, author and 3 tags for document

  27. Change The Color Scheme • 3 Color Schemes to Choose From • Blue (default), black, silver • Changes apply to all office applications • Look under Options > General

  28. Quick access Toolbar

  29. Accessing the Quick Access Toolbar QATB • Located above Ribbon next to application button or below the Ribbon • Frequently used commands on QATB: save, undo, redo, etc. • Commands are independent of tab currently displaying on ribbon Demonstration + Activity 11 Move the Quick Access Toolbar below the Ribbon (pg. 14)

  30. Customize the Toolbar • The toolbar is completely customizable using three methods: • Right click on Ribbon Area • Backstage view • Quick Access Drop Down Menu Demonstration + Activity 8 Access the QATB using all three options (pg. 12-13)

  31. Add a command to QATB • Only commands can be added to QATB • Options specific to commands e.g. individual styles or indent/space values cannot be added Demonstration + Activity 9 & 10 Add/Remove a command to the QATB (pg. 13)

  32. Reset QATB • Reset removes any non-default commands. • Look under “Customize Toolbar” Demonstration + Activity 12: Reset Quick Access Toolbar

  33. Compatibility

  34. Document Compatibility • See document’s title bar to see what mode it opened: • Word 2010 (.docx) • Word 2007 Compatibility mode (.doc) • Word 97-2003 Compatibility mode (.doc)

  35. Convert Files to a 2010 Format • Some Office 2010 features are not available when working in compatibility mode. • Converting document decreases file size automatically. • File Tab > Info > Convert

  36. Summary • Basic terms for the Ribbon • Customize the Ribbon • Locate and Use Office Options • Locate the QATB • Customize the QATB • Document Compatibility

  37. Safari e-Books @ Library • Go to library website and click advanced search • Enter a Search Term: “Microsoft Word” • Select “Electronic Bk” for Material Type and click submit. • Click on a search result and click “Connect to this resource online” • Safari Books Online will display content

  38. Workshop Survey • Please provide your feedback by going to: http://www.csus.edu/irt/FSRC/workshops.html • Click the link to Staff Workshops Survey • Complete Survey

  39. Resources for Further Assistance Faculty Staff Resource Center www.csus.edu/irt/fsrc 916-278-6112 fsrc@csus.edu Service Desk www.csus.edu/irt/servicedesk 916-278-7337 servicedesk@csus.edu

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