discovering microsoft word 2016 · web viewchapter 1: backstage view. last update: 6/4/2017....

Discovering Microsoft Word 2016

Chapter 1: Backstage ViewLast update: 6/4/2017

ESSENTIAL OUTCOMES

1. Analyze technical writing and apply Backstage View skill sets to Word scenarios by:a) Analyze skills sets provided in the handout (Backstage View, Managing tabs, New Tab,

Save Feature, Save As Feature, Print Feature, Share Feature, Export Feature, Options, Account feature, and Feedback feature)

b) Achieve industry-recognized certification, learn the computing skills companies are seeking, boost workforce resume, differentiate student from other applicants, gain valuable experience and confidence, heighten earning potential, and prepare for a successful future.

c) Apply terms in the chapter with application

Topics Covered

n Microsoft Word 2016, you will complete eight chapters. They are broken down based on the Word 2016 menu bar. Some of the chapters are very short and some are longer. The length is determined by the skill sets required for each chapter. Please make sure you keep

focused on deadlines. It is imperative that you stay on task to take the MOS certification exam at the end of the semester.

IIn Word 2016, the chapters are broken down based on the menu tabs at the top of the document. They are as follows (see image below):

a) Chapter 1: Backstage Viewb) Chapter 1: Home Tabc) Chapter 3: Insert Tabd) Chapter 4: Design Tabe) Chapter 5: Layout Tabf) Chapter 6: References Tabg) Chapter 6: Mailings Tabh) Chapter 7: Review Tabi) Chapter 8: View tab

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Help Icon

If you look at the image on the previous page, to the far right, Word has replaced the “Help” icon with the small light bulb followed by the words, “Tell me what you want to do”. To use this feature, click inside the box and type in what you want to do. Excel will make an attempt to find the answer to your request.

How Should I Read this handout?

s you read through this handout and are introduced to the various skills in Chapter 1, practice the skills that are presented in the chapter that you do not know. MOS certification language is very technical, and if you do not use the correct skill based on

the language presented in the directions, your answer may be marked as incorrect. For example, there is a difference between creating a PFD and saving a document as a pdf; there is a difference between moving an image and positioning and image, and there is a difference between changing the color of a heading and modifying the heading color.

ASo, be careful about skimming handouts as you read them; look for key words that you might not know; this is a good indicator that you need to practice this specific skill set. As you know, there are a variety of ways to do skills; however, Microsoft Corporation wants to make sure that you are well-versed in understanding the languages as well as in the performance of the skill before they will present you will a certificate.

Productivity Goals: each class period you will be given a productivity goal to meet for the day. It is imperative that you meet these productivity goals. These are very much like productivity goals you would receive on the job. If I forget to provide you with the goal for the day, make sure you ask. Just because it is not on the Website does not mean that there is NOT a productivity goal that you must meet. To meet these productivity goals, the required exercises for the day need to be completed AND graded. Thus, it is imperative that you let me know when you have finished an exercise so that I can immediately grade it. You may need to be patient, since there is more than just you in the class. I will work my way around the room. If you finish an exercise at the bell, you need to quickly show me that exercise so that I can mark it completed but not graded. This means that I will grade it at the start of the next class period. Following this procedure will guarantee that you will have no points deducted from your job performance review for that day for not meeting the productivity goal.

Absent: If you are absent, you are expected to make up this time before or after school during the time frame given for that series of exercises. There is NO EXTENSION OF TIME FOR MISSED CLASS PERIODS. If you have not completed the exercises by the due date, your job performance will be impacted. If you are behind in the class, you will not be allowed to use your passbook to leave the room until you are caught up.

Staying on Task: In this class, you are encouraged to help and assist each other. This will require you to talk with each other. When you are helping someone, DO NOT DO the skill set for them. Rather, explain the steps so that the can complete the task. However, first ask them if they

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have read the section in the handout that explains how to do the task. Do not encourage lazy behavior; if you have followed the guidelines, then make sure you hold your neighbor accountable to the same process. Don’t be scammed by their pity stories. Some students have perfected their pity stories in such a manner that they are smarter than the smartest. So, don’t get trick by their whining and complaining...it is a skill that they have perfected to get out of doing their own work and suckering you into doing it for them. So, be careful about getting off task. If you get off task, you will not meet your productivity goal for the day.Grading Policy: I grade exercises as you finish them. If you finish them, keep them open until I can get there to grade them. When it is time to grade, I will ask you to demonstrate the skills that you have learned. You have about 20 seconds to show me how to do a step; after that point, I will show you how to do the specific skill set and then deduct a point off the exercise. For each step that you cannot demonstrate within the 20 second rule, a point will be deducted. So, before I grade, I would highly recommend that you make sure you know how to complete the skills required.

Bookmarks

To find specific skill sets in this document, you can use the “Bookmark” feature located under the Insert tab. There are bookmarks set for each section; all you do is click on “Bookmark”, find the skill set you want, and the click on “Go To”. Use the hyperlinks to find the dialog boxes.

The Microsoft Word Menu Tabs

In this class, you will cover eight chapters. Each chapter covers a specific tab. As you continue through each tab, you will have new information presented as well as review from each of the previous tabs covered.

Chapter 1: The Backstage View

The focus of Chapter I is on the Backstage View. To access the Backstage View, click on the “File” tab, which is the first tab on the menu bar.

The Backstage view was introduced in the Word 2010 version and acts as the central place for managing your documents. When the screen opens, the “Info” tab information is automatically displayed as the default setting on the screen.

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Managing Tabs:

The Managing tabs section provides you will all the options for the backstage view. By clicking on each of the options, the backstage screen will change to match the options given for each tab. You have the following options for the backstage view.

Back arrow: allows you to return to your document.Info: permits you to add various types of protection to your documentNew: allows you to open a new document or new template.Open: lets you open a saved document.Save: lets you save over a document.Save As: permits you to save an unnamed document.Print: provides you with print options.Share: provides options for sharing a document.Export: lets you export documents. Close: allows you to exit out of document.Account: provides information on your personal account.Feedback: allows you to provide feedback to Microsoft Corporation

The following pages of this handout will break down each option underneath each of the tabs. As you can see, there are twelve tabs under the Managing section of the Backstage View.

Back Arrow

The back arrow allows you to quickly return to the Word document when you are finished with the changes that you make underneath the Backstage View.

Info Tab

The Info Tab has two sections: the middle tab section lets you manage your document and the right-side section that allows you to adjust your document properties.

Middle Tab Section:

The Middle Tab section allows you to protect, inspect and manage your documents. There are three icons underneath this section:

1. Protect Document2. Inspect Document3. Manage Document

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Cathie Murphy, 05/14/17,


Protect Document

Under the protect option, you may mark a document as final, encrypt the document with a password, restrict editing or add a digital signature.

a) Mark as Final: by marking a document as final, you are telling the reader that the document is “read-only”; meaning, that the user may not make any changes to the document until the user has clicked on the “Enable Editing” option of the document.

b) Encrypt with Password: This feature allows you to add a password to protect your document from others making changes.

c) Restrict Editing: This feature allows you to add certain restriction when it comes to editing the document. You may restrict so that users may only track changes or make comments. Any other changes a user might attempt to make would be blocked.

d) Add a Digital Signature: In this section, to ensure the integrity of the document, you may add a digital signature to the document. Unfortunately, due to the security measures on our computers, you will not be able to add a digital signature.

INSPECT THE DOCUMENT

Before publishing a file or document, the document may contain document properties, author’s name, related dates and cropped out image data; headers and footers; and content that disable people may not be able to read. You will be given the following options when it comes to inspecting a document:

a) Inspect Document: This feature allows you to check for hidden properties and personal information within a document.

b) Check Accessibility: This feature checks the document for content that people with disabilities might find difficult to read.

c) Check Comparability: This option checks for features not supported by earlier versions of Word.

Manage Document

This feature checks out document or recover unsaved changes.

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Right Tab Section:

The right tab section allows you to review the personal information that is within your document. To add or change information, simple click on the field of the tab and add information.

Properties

The properties options is used to find the size of your document, the number of pages within a document, the word count, the time it took to edit the document, the title of the document, property tags and comments.

You can also see when the document was created as well as when it was last modified and printed. You may also find or add the name of the author of the document.

By clicking on the “Show All Properties” at the end of the section, you will find additional information such as categories, subject, template name, hyperlink base and company name.

By clicking on the Properties drop down arrow (at the top of the section), the following advanced feature box will open. This box allows you to type in the information for your document.

Notice that there are five tabs at the top of the feature box that you can select to make changes.

New Tab:

The New tab has two options: you can open a new Word blank document or you can

choose from a variety of templates.

The New Tab feature allows you to search for an already existing document that is saved either on your PC or on you flash drive. By selecting the “Browse” tab, you may search for your flash drive on your computer. You will also see under the “Open” tab, a list of Recent tab documents that you have saved. If you have saved your document to your flash drive or computer, you should be able to find all your recent documents by date. NOTE: if you did not save your document, then it will not appear as a recent document. Also, note that if you save any document

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on a school computer other than on your flash drive or H drive and then log off the computer, this document is lost forever due to the protections that are on our school computers. You may also search for a template by typing in the name of the template under the “Search for Templates online” search box located at the top of the page.

If you want to see all the available “Letter” templates, you would type in “Letter Templates” in the search box. If you know the specific name of the letter template, simply type in the name of the template. For example, if you are looking for the “Oriel Mail Merge” template letter, just type in the search box, “Oriel Mail Merge Letter”.

Save Feature

Use the Save feature tab when you have already saved a document and you need to save over the original document.

“Save As” Feature

The Save As Feature allows you to save an “unsaved” document to either the PC or flash drive (or in school, to your H drive). If you have already saved your document, this feature will provide you with the location of your document on the computer. You may also change the “File Type” here as well.Changing the File Type

To change the file type, click on the drop-down arrow to the left of the “Word Document (.docx) box (see red box below). You can also change the file type under the “Export” option.

Print Tab:

The Print Tab allows you to not only print a document, but it also permits you to preview your document and change the page settings as well.

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Print Icon: the print icon allows you to print a document. It will also allow you to print more than just one copy.Printer Icon: use this feature to change the printer that a document will print to. Print Properties: opens a print dialog box with various print options.Settings Icon: this icon gives you a variety of options such as which side to print, changing margins, size, and orientation, etc.

o Print Icon: click here and the printer will print off your document. To the right, the “Copies” icon allows you to set the number of pages you want printed.

o Print Printer: allows you to select the printer you want to use.

o Print All Pages: feature allows you to print on one side or both sides of the paper.

o Pages: allows you to type in the specific pages that you want. For example, if you want to print, 2-4 pages, you would type in “2-4”

o Collated: allows you to change the order in which pages print out of the printer.

o Portrait Orientation: allows you to change the page orientation of a document.

o Letter: permits you to change the size of a document.

o Normal Margins: lets you to change your margins.

o 1 Page Per Sheet: allows you to determine how many pages will print on a page.

o Page Setup: permits you to change margins and orientation; you can add borders or add headers and footers, etc.

Share Feature:

The Share Feature tab allows you to share a document with others through four options:

1. Share with People: If you use your OneDrive Location, you can share with people using this location.

2. Email: you have a variety of options when you share through the email feature.a. Send as Attachment: you can send a copy so that

everyone you email receives the copy as an attachment.

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b. Send a Link: everyone works on the same copy; everyone can use the latest changes; you can keep the email size small; however, the documents must be saved in a shared location.

c. Send an PDF: everyone gets a PDF attachment. A PDF preserves the layout, formatting, fonts and images within a document. The content cannot be easily changed; however, PDF’s usually open on all computers.

d. Send as XPS: an XPS file is Microsoft's less-compatible version of a PDF file.e. Send as Internet Fax: even though you do not need a fax machine, you need a fax

provider to use this feature.3. Present Online: you will need an online

account with Microsoft to use this feature.4. Post to Blog: you can save a document as

a blog post. To save a document as a blog post:

a. Click on the icon, “Post to Blog”. Once you click on the icon, a NEW document will open as a blog post

b. You should decide whether to register it now and register later. In all class exercises, you will register later.

c. Then you must give the blog post a name as well as a file name to save the blog post.

d. When you finish with a blog post, you should have two documents: a blog post and the original document.

Export Feature

The Export Feature allows you to perform two functions: create and publish a pdf or change the file type of a document.

1. Creating a PDF: to create a PDF, click on the “Create PDF/XPS icon. Once you select the icon, the following box will open (see box directly below). You must give the pdf a file name and choose the location to where the pdf should be saved.

Turning off Document Properties & Structure tags for accessibility:

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To turn off the property and structural tags, you will need to click on the “Options” box (see box to the left). Once you select the Option box, the box to the right will open. Deselect the “Document properties and Document structure tags for accessibility” boxes. Then click on “OK”.

2.Changing File Type: you can also change the

file type of a document. When you click on the “Change File Type” icon, the following box will open. The most current version of a Word document will always be in the top, left hand corner. Looking at the box to the right, the 2016 version is shaded in gray. You can change it to another file type by simply clicking on the file type that you want and then click on the “Save As” icon. You will need to choose the location for saving the document when the Save As Dialog box opens.

Close Feature

The Close feature permits you to exit out of Word document

Options Feature:

There are many sections listed underneath the Word Options. This features allows you to make internal changes to your computer that affect all Word documents that you open, edit, print and save.

General Tab

General tab is the default setting. It is the box that will open whenever you click on the Options icon. You will find the “Enable Live Preview” here as

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well as the “Office Theme” and “Opening email attachments other uneditable files in reading view” as well as other general features.

Display tab

he Display tab allows you to turn on all formatting marks in a document as well as print background colors and images. By default, Word does not print out backgrounds so this feature must be enabled for Word to print out background color and images.

Proofing tab

The Proofing tab is used whenever you want to change the computer to spell and grammar checks. In this section, all the changes you make to your document are connected to how the computer handles spelling and grammar checks.

Mark grammar errors as you type: this feature allows you to turn on or off the feature that checks for grammar errors as you type.Hide spelling or grammar errors in the document: this feature is a great feature to know. Every computer has its own default settings for spelling and grammar checks. Even though you can add words to the computer’s dictionary, these additions will not be on any other computer. So, if you are preparing a resume to send either as an email attachment or present online, this feature is vital. If you have uncommon words or grammar spellings, both features need to be selected to stop these words from being displayed as “errors” in your document. For most employers, sending a document that has errors is a real problem, especially if you are sending a resume applying for a position at a company. There is a very high probability that you will not get an interview for a company if you have errors displayed in your document, even if these errors are not errors. Since Word only recognizes words in its own dictionary, it will make mark any word not recognized in its dictionary as an error. Turning on the “Hide” feature will prevent uncommon words to be displayed in error.

AutoCorrect Option Tab

Another very important feature that you need to know is the “AutoCorrect Option” icon that is displayed on the right side

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of the Proofing Word Options box. This feature provides you with many options in regards to spelling checking options.

AutoCorrect Option Field

Once you click on the “AutoCorrect Option”, the following box will open (see box to the right). The most important feature to learn here is the “Replace text as you type” feature. This feature allows you to replace a word with another word. For example, let’s say you have the abbreviation, “FBLA.” It is easier to type the word, “FBLA” when you type, then it is to type it in its entirety. However, if you type in the “Replace” box the word, FBLA”, and then in the “With” box, “Future Business Leaders of America”, then every time you type in the abbreviation, FBLA, Word will automatically replace it with “Future Business Leaders of America” in a Word document.

Exceptions: On the “AutoCorrect Correction” box, there is another important box called, Exceptions”. Once you click on the box, the AutoCorrect Exceptions box opens. At the top of the box, there are three tabs (the third tab is not covered here):

First Letter: list the words that end with periods but after which you don't want the next word to start with a capital letter. For example, you want to use in a sentence the word, U.S., but you do not want the next letter following the abbreviation to be capitalized, you can place the abbreviation in here to prevent this.Initial Caps: Sometimes you have words that may have the first two letters capitalized in a word. Word will automatically change the second letter to lowercase. For example, you have the word, Gmetrix. Word will either automatically change the “M” to lower case or it will make it as an error. To prevent this, use the INitial CAps icon to add it to the computer to prevent Word from changing the word.

Save Tab

The Save tab allows you change how often your computer save documents on your computer. Save AutoRecover information every” box: you can change the automatic saving feature to save more or left often.Embed Fonts: A computer determines that default fonts on the computer. If you complete your work on one computer and then open your document on another computer, the

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original fonts may not be the fonts you used on the original computer. To prevent this, click on the “Embed font in this file” to prevent losing your original fonts when opening the document on a computer that may not have these types of font used in its font family.

Account and Feedback Features

The new features in 2016 are the account feature and the feedback feature.

Account feature: allows you to switch between accounts. If for example, you have different types of

accounts you use with Office, such as a personal Microsoft account or an account from your work or school. You can change your photo, add background image about yourself, and change the office background and office theme color. You can also add images &

videos, storage and share any of your documents.Product Information: In the third section, you can find information on Microsoft subscription packet that you own. For example, you should be able to see the version of Microsoft you are using. If the version does not appear in the box to the right, click on “About Word” and you should be able to find the version. This version that you are using is Microsoft 2016.About Word: If you click on the “About Word” icon, the following box opens which will show you that it is the 2016 version.

FeedBack Feature

You can provide Microsoft with feedback by using this feature. You

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can let Microsoft know when you like something, when you don’t like something and when you have a suggestion.

Exit Backstage View

It is simple to exit from Backstage View. Either click on File tab or press Esc button on the keyboard or select any of the tabs on the menu bar.

Next Step in Chapter 1

Chapter 1 Exercises will include new information from the Home tab as well as skill sets learned in Chapter 1, the Backstage View tab. Throughout each chapter, you will be building on and using skill sets that you have learned in previous chapters.

Create a folder on your flash drive called “ISS Word.” Inside that folder create a folder called “Chapter 1”. Inside that folder, create a folder that contains your first and last name. This is the folder that house all your completed Chapter 1 exercises. As you complete each exercise, please make sure you show me your work AS YOU COMPLETE THEM. Do NOT wait to show me more than two exercises at a time. It takes too long to grade exercises if I must grade more than two. When you have finished all exercises, I should be able to give you your final grade.

This handout is your guide for helping you complete your Chapter 1 Exercises. When you are working with new features in the exercises, if you are not sure how to use them, you are to come back to this handout and work your way through the examples. It is your job to figure out how to use each feature. Do not expect me to come over and tell you how to do them step-by-step—I will not do this because that is what this handout is for…it is your guide. If your features do not function properly, or you are having difficulties, I am available. My first step will be to ask you to show me the steps you used for the feature. If you have not even attempted to use the feature, or you have not reviewed it in the handout, I will tell you to look it up in your handout and call me back if you still cannot figure it out.

Make sure you are doing your own work. If you are caught cheating, regardless if it is one or all exercises, you will receive a “0” for the exercises in the Chapter. For those of you who have friends in the class, be careful…lazy people are not stupid. They know they can make you feel guilty and they will find a way to manipulate you into giving them your work. They will come up with tons of excuses as to why they did not do their work…it all comes down to the fact that they simply choose not to do it. Just remember: they do not care whether you receive a “0” if you are caught; they only care about themselves. If they cared about you, they would not ask to copy your work because the risk to you would be too great. So, be smarter than them and say, “Do you own work and learn the material so that you can pass the MOS exam!” That way, you are demonstrating “true” friendship because you care about their well-being!

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I wish all of you the best throughout the semester. My teaching goal is to assist everyone so that ALL may past the MOS test. To present date, we have not yet had a class where everyone has honored the learning process so that all may pass the test. Will your class be the class to respect and honor the learning process so that all reach this goal?

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discovering microsoft word 2016 · web viewchapter 1: backstage view. last update: 6/4/2017....

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