32
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 re-
move 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.
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24
▪
Save When you save a file for the first time and click Save, the Save As 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 page has options 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.
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Working with Office files
21
16
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.
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21
Recovering unsaved files and versions
There’s a very good chance you will accidentally close a file without saving it, if you haven’t
already made such a mistake. The good news is that in Excel, PowerPoint, and Word, you
may be able to recover your unsaved changes. And if you’ve spent some time working on
an Office document and discover you’d like to return to a previous version of it, you may be
able to do that too. File management tools for both of these situations are located in the
Backstage view, on the Info page.
In the Versions area, a list of autosave files of your current document might be displayed.
These versions are automatically created while you’re working and are deleted when you
save and close your Office document. There are a couple of requirements that need to be
met before an autosave version is created.
▪
You must choose to save AutoRecover information, which is turned on on the Save
page of the Options dialog box by default.
▪
An AutoRecover save must be made. This save is based on the time interval next to
the AutoRecover information option and depends on whether you’ve made changes
that need to be saved.
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Recovering unsaved files and versions
23
30
When these conditions are met, you can recover up to your last five autosave versions of
your current file.
To open a previous version, click the file you want to open in the list and the autosave ver-
sion will open in a separate window. You can then choose to restore your file, save the
version as a new file, or close it without saving changes.
TIP
If you only need to recover a portion of an autosave version, you don’t need to restore
your file to the earlier version. Simply copy the information you need and paste it in your
main document.
The Versions area is also where you can recover a file you closed without saving. There are
two types of unsaved files: those you never saved and unsaved autosave versions. The latter
applies to files that were previously saved. It’s the last autosave version of a file you closed
without saving current changes.
IMPORTANT
Files you never previously saved are automatically deleted after four days.
Unsaved autosave versions are automatically deleted the next time you edit the file and save
changes.
As with the autosave version requirements, in order to recover an unsaved file, you must
elect to save AutoRecover information. And to recover an unsaved autosave version, you
must also elect to keep the last autosaved version when you close without saving. The latter
option is also found in the Options dialog box near the top of the Save options.
To recover unsaved files, click Manage Versions and then do one of the following.
▪
In Excel, click Recover Unsaved Workbooks.
▪
In PowerPoint, click Recover Unsaved Presentations.
▪
In Word, click Recover Unsaved Documents.
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Chapter 1 Getting comfortable in Office Professional 2013
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The Open dialog box appears and lists the files you can recover for the application you are
using. Select the file you want and then click Open to open it in the application. And if you
to want to keep that file, make sure you save your changes.
Customizing the user interface
In the first section of this chapter, you explored the user interface and became familiar with
terminology and product-specific functionality. The next step is to personalize your Office
surroundings to help you settle in and begin making yourself at home.
Here are some of the ways you can customize your user interface:
▪
To free up space on your screen, you can set the ribbon to auto-hide or you can
toggle the ribbon between a collapsed and expanded state. A ribbon set to auto-hide
is hidden from view. A collapsed state shows only the tabs, and the expanded state
shows both the tabs and the commands.
▪
Set the Quick Access Toolbar to appear above or below the ribbon.
▪
Add additional commands to the Quick Access Toolbar or remove commands you
don’t need.
▪
Choose the information you prefer to display in the status bar, if applicable to the
application.
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Customizing the user interface
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28
Adapting exercise steps
The screen shots of the ribbon were captured with the author’s preferred settings for
screen resolution and magnification. If your display settings are different, the ribbon
will appear differently on your screen due to its dynamic capabilities. For example,
buttons may appear stacked vertically instead of horizontally. If you notice these dif-
ferences, you can either adapt the exercise instructions to your screen or modify your
display settings so that your screens match ours. Our instructions use this format:
▪
On the Insert tab, in the Illustrations group, click the Chart button.
If the command is in a list, our instructions use this format:
▪
On the Home tab, in the Editing group, click the Find arrow and then, in the
Find list, click Go To.
If differences between your display settings and ours cause a button to appear differ-
ently on your screen than it does in this book, you can easily adapt the steps to locate
the command. First click the specified tab, and then locate the specified group. If a
group has been collapsed into a group list or under a group button, click the list or
button to display the group’s commands. If you can’t immediately identify the button
you want, point to likely candidates to display their names in ScreenTips.
In this book, we provide instructions based on traditional keyboard and mouse input
methods. If you’re using Office on a touch-enabled device, you might be giving com-
mands by tapping with your finger or with a stylus. If so, substitute a tapping action
any time we instruct you to click a user interface element. Also note that when we tell
you to enter information in Office, you can do so by typing on a keyboard, tapping
in the entry field under discussion to display and use the onscreen keyboard, or even
speaking aloud, depending on your computer setup and your personal preferences.
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37
Customizing the Office environment
In this exercise, you’ll customize your Office environment by collapsing and expanding the
ribbon, setting it to an auto-hide state, and moving the Quick Access Toolbar below the
ribbon.
SET UP
You don’t need any practice files to complete this exercise. Start Word and
follow the steps.
IMPORTANT
Unless otherwise noted, the customizations in this section are not application
specific.
1
On the Word Start screen, click Blank document.
2
Double-click the active ribbon tab to collapse it.
KEYBOARD SHORTCUT
Press Ctrl+F1 to toggle the ribbon between a collapsed and
expanded state.
3
Click the Home tab to expand the ribbon, and in the Font group, click the Bold
button.
4
Click in the document to return the ribbon to a collapsed state.
5
In the window controls at the right end of the title bar, click the Ribbon Display
Options button and then from the list, click Auto-hide Ribbon.
6
Click the top of the application window to display the ribbon.
7
On the Home tab, in the Font group, click the Bold button.
8
Click in the document to return the ribbon to an auto-hide state.
9
Click the arrow at the end of the Quick Access Toolbar and then near the bottom of
the list, click Show Below the Ribbon.
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Customizing the user interface
27
21
+
CLEAN UP
Set the ribbon to your preferred auto-hide, expanded, or collapsed state.
Set the position of the Quick Access Toolbar to your preference, either shown above or
below the ribbon. If you’re continuing to the next exercise, leave Word and your docu-
ment open. Otherwise, exit Word without saving changes to the document you created.
Customizing the Quick Access toolbar
As noted in the introduction of this section, you can also customize the Quick Access
Toolbar by adding frequently used commands, such as New or Open, or by adding com-
mands directly from the ribbon. Here are two ways you can add additional commands:
▪
Click the arrow at the end of the Quick Access Toolbar and then select a command
from the Customize Quick Access Toolbar list.
▪
Right-click a command on the ribbon and then click Add to Quick Access Toolbar.
To remove a command from the Quick Access Toolbar, right-click the command and then
click Remove From Quick Access Toolbar.
In this exercise, you’ll customize the Quick Access Toolbar by adding and removing
commands.
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Chapter 1 Getting comfortable in Office Professional 2013
Documents you may be interested
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