Microsoft Excel 2016 Lesson 3 Using Office Backstage

Software Orientation • The ribbon is a visual interface that allows you to work in a file and perform tasks such as changing fonts, creating charts, and formatting numbers. The Backstage view, on the other hand, is a visual interface that lets you use and master Excel's file management features—functions that allow you to do things TO a file rather than IN a file. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 2

Software Orientation • Backstage view's left-side navigation pane gives you access to workbook and file-related commands through a series of tabs, including Info, New, Open, Save As, Print, Share, Export, Close, Account, and Options. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 3

Software Orientation • Some of the tabs give you additional tabs. Other tabs allow you to select from many different options or settings. Finally, some tabs accomplish a task and return you to the workbook. • The Exit command is no longer available in Office 2016, at least in the same way it was available in prior versions. The Close tab in Backstage view closes the workbook. The close (X) button in the upper right corner of the Excel window closes Excel. • If you want to use a shortcut to create a new workbook instead of using the Backstage view, use Control + N. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 4

Access Backstage View • The green File tab is your access to the Backstage View. • The navigation pane is located to the left of the screen that appears. • The new left pointing arrow At the beginning of the Navigation pane will return you To your workbook. • On the left side of the window, You will see information about the Current file. • If you click FILE and click Close. This action closes the Current workbook, but not Excel. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 5

Access Backstage View • When you click on the computer tab in the navigation pane, you will see recent folders section where you’ve recently saved previous workbooks. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 6

Print and Preview a Document • • • Backstage view offers print commands and options. Print options are a series of settings that allow you to change how a document prints. A handy feature, Open File Location allows you to open the folder where the current file is located. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 7

Use Quick Print to Print a Worksheet • If you click on the Quick Print icon or GUI (graphical user interface) on the QAT (Quick Access Toolbar), the worksheet is sent directly to the printer. • You can customize the QAT by clicking on the down arrow at the end of the QAT and select options to include on the QAT. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 8

Set the Print Area • You can use the Print options in the Backstage view to print only a selected portion, or print area, of an Excel workbook. • Also the Page Layout tab allows You to use the Page Setup group. Use the Print area button and click And hold the mouse to drag to cell You want to stop printing. Your Cell area will be highlighted in gray. • Click the Print Area dropdown Arrow and click Set Print Area. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 9

Print Selected Worksheets • • • Press Ctrl + P to display the Print options in the Backstage view. In the Print Preview pane, the entire worksheet does not display (right). This is because of the selected print area. Press Esc or click the Return to document button. Click the PAGE LAYOUT tab, click Print Area, and then Clear Print Area. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 10

Print Selected Worksheets • In the Print Preview area, the bottom of the screen shows 1 of 2. Click the right arrow to go to the second page and notice that the Finance worksheet previews. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 11

Print Selected Workbooks • • In the Settings section, many of the options have drop down options. The command Control + P will also open the Print options on the Backstage view. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 12

Apply Print Options • The print command in the Backstage view offers a number of options for customizing printed workbooks. • The Margin Options drop down options allows you to quickly change the margins before you print. Setting the margins to wide allows users to 3 -hole punch spreadsheets and place them in a binder. • If you want a margin That is not listed, click On the custom margins. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 13

Apply Print Options • Click the Scaling dropdown and see the choices. The scaling options ensure that all columns, rows, or the entire worksheet fit on one page. • Current choice is No scaling, so the document prints the same size as the screen. • If you want to fit everything that is on the worksheet on one page, select Fit Sheet on One Page. • If there are just a couple of columns extra, click Fit All Columns on One Page. If there are just a couple of rows extra, click Fit All Rows on One Page. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 14

Apply Print Options • Scaling represents the percentage of a worksheets actual size. • Instead of using the Backstage View, you can customize the Workbook settings and options From the Page Layout tab in Page Setup. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 15

Change a Printer • • Your current default printer is displayed in the Printer options section of the Print tab. Click the Printer drop-down arrow to produce a menu of installed printers. Your printers will be either Ready or Offline. To change the default printer, click the Start button, type devices and printers, click settings, click change Devices and Printers, right-click your printer and select Set as Default Printer. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 16

Customize the Quick Access Toolbar • Default settings are pre-set options that determine how Excel will behave when performing an action. • For example, by default there is one worksheet in a workbook and the font size is 11 points. • You cannot change the size of the QAT but you can customize it by adding and removing commands. • Customize the QAT by clicking on the left pane of the dialog box or you can right-click on any button on the ribbon and select Add to QAT to instantly add it to the QAT. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 17

Customize the Quick Access Toolbar • At any time, you can reset the toolbar

Customize the Ribbon • • • The Ribbon is the visual interface that allows you to manipulate the items on your worksheet. You can add a new ribbon tab, add a group on any ribbon tab and add commands within a group. A group of commands on the default ribbon tabs are related in functionality. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 19

Customize the Ribbon • Steps to customize the Ribbon: • • File tab Options tab In the Excel Options dialog box click Customize Ribbon Customize the Ribbon using this dialog box o Remember you can always click the Reset to default button. o You will be given the option to rename the new tab and you can even use pictures or symbols. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 20

Customize the Excel Default Settings • The Excel Options dialog box commands also allow you to modify the default settings in Excel. • Steps: File, Options, select your changes. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 21

Reset Default Settings, Ribbon, and Quick Access Toolbar • • • To reset the ribbon and QAT, click the FILE tab, and click Options. In the bottom right of the dialog box, click the Reset button and then click Reset all customizations. The ribbon and QAT changes are immediate, but you will need to open a new, blank workbook to notice the change for the number of displayed workbooks. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 22

Select a Template from the New Tab • Templates are files that already include formatting and formulas complete with designs, tools and specific data types. • Templates allow you to create workbooks in a fraction of the time it would take you to develop them from scratch. • Click on File, New, and select template. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 23

Search for Additional Templates • There are thousands of online templates available. • You can type in the search bar what you would like to search for in Excel templates. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2016 24