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7 features in word 2010 you need to know

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7 features in Word 2010 you need to know

7 features in Word 2010 you need to know

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  • 1. Confidential 7 Features in Word 2010 You Need to Know NR Computer Learning Center 2100 W. Orangewood. Suite 110 Orange, CA 92868 www.nrclc.com (714) 505-3475 1Copyright © 2011 N&R Technology. All rights reserved.
  • 2. ConfidentialContents1. Word 2010 – Ribbon.............................................................................................................................. 32. Word 2010 – Quick Access Toolbar .................................................................................................... 83. Word 2010 – Backstage View ............................................................................................................. 114. Word 2010 – Bottom Status Bar........................................................................................................ 155. Word 2010 – Navigation Pane ........................................................................................................... 176. Word 2010 – Creating Templates...................................................................................................... 197. Word 2010 – Security Features.......................................................................................................... 23 2Copyright © 2011 N&R Technology. All rights reserved.
  • 3. Confidential1. Word 2010 – RibbonMicrosoft Office 2010 has been established for some time and it is now considered an desktopapplication with more ―role-based‖ feature than previous versions. It is a productivity suite forMicrosoft Windows user and a successor of Microsoft Office 2007. Its features are tailored toemployees in roles such as research and development professionals, sales people, and humanresources practitioners.One of the major features of Microsoft Office 2010 includes the Ribbon. The Ribbon wasintroduced as part of the Microsoft Fluent user interface in the 2007 Microsoft Office release.With Office 2010, it is now included in all of the Office desktop applications.What is the Ribbon?Microsoft declares the ribbon as ―the modern way to help users find, understand, and usecommands efficiently and directly – with a minimum number of clicks, with less need to resortto trial-and-error, and without having to refer to Help.‖The ribbon is formed as a fixed-size panel that houses buttons and icons for the commonly usedcommands. The commands are organized as a set of tabs. Within each tab, various relatedoptions are grouped together. Each Microsoft office 2010 application (Word, Excel, PowerPoint,OutLook, Access, SharePoint and OneNote) has a different set of tabs which house the optionsfor that specific application.Tabs The ribbon provides a highly visual way to see different features grouped into logicalcategories on individual tabs. The tabs are made up of groups of commands and galleries ofgraphically represented icons. Core tabs, such as File, Home and View are always displayed. 3Copyright © 2011 N&R Technology. All rights reserved.
  • 4. ConfidentialContextual Tabs When you are working on special elements such asgraphic or table in a document, a new tab, also known asContextual tab, appear on the Ribbon. The Contextual tabconsists of special editing tools for editing objects such astable and pictures. The Contextual tab appear on theRibbon when these objects are selected in the Worddocument.Dialog Box Launchers A Dialog Box Launcher is a small icon that appears at the bottom right corner of group in atab. When the Dialog Box Launcher is clicked on, it launches a dialog box that provides moreoptions, besides the one displayed on the Ribbon, related to the group.Tooltips Tooltips provides information on what a command onthe Ribbon does. It also provides information on anyshortcut key that might be available for the performing theoperation. To see a tooltip, simply move and hold themouse pointer over any of command on the Ribbon.Windows will pop-up with information about thecommand and it usage.Help The question mark symbol at the top right of the ribbon open up a Word Help Window,where you can type your query related any aspect of Office 2010.ALT Key Every command on the Ribbon has a ALT Key. To see a ALT Key for a command on theRibbon, press ALT key. For example, the ALT for the Home tab is Alt H. To View the ALT keyfor a command, simply press the ALT Key. This will display the ALT Character for thecommands on the Ribbon. To close that dialog box, you just press Esc. 4Copyright © 2011 N&R Technology. All rights reserved.
  • 5. ConfidentialAuto-Hide If you think the ribbon takes up too much space, you can hide it, so that, the only part of theRibbon that is visible are the tabs. You can use either of the following method to hide the ribbon: • Double click any tab (except File) on the Ribbon and the ribbon will disappear. Double click the any tab (except File) once again and the ribbon re-appears. • Single click the up arrow icon on the top right corner of the word application and the ribbon with disappear. The up arrow icon will be replace the down arrow . Click the down arrow for the ribbon to re-appear.How to Customize the Ribbon?In Microsoft Word 2010, using Options in Backstage view, you can customize the application tomeet corporate requirements or personalize it to meet your needs, so that the features you usethe most are only just a click or two away For example, you can create custom tabs and groupsto contain your frequently used commands.To add a custom tab to your Ribbon, follow thesteps given below: 1. While in Microsoft Word 2010, click the File tab (Backstage view) then click Options. 2. Click Customize Ribbon. In the list, click Main Tabs. 3. Under Main Tabs, click Home (do not clear the Home check box). 5Copyright © 2011 N&R Technology. All rights reserved.
  • 6. Confidential 4. Click on the New Tab button at the bottom of Main Tabs Window. 5. This will create a new tab in called New Tab (Custom) & New Group (Custom). Right click on New Tab (Custom) and select Rename from the drop down menu. Rename New Tab to MyTab. 6. To view the newly created Tab (myTab) on the Ribbon, click OK. 7. You should now see the new Tab (myTab) on the Ribbon. 8. Right click on New Group (Custom) and select Rename from the group down menu to rename the newly created group to myGroup. 9. To add Tools to the group, in the Choose Commands From drop down list, select All Commands. 10. Select Shapes from the left window and then click Add>> button to add the tool to the myGroup. 11. Click OK to close the Options dialog box. 12. Click the mytab to see the new group (myGroup) and tool (shapes) you just added to the custom group. 13. Click Shapes tool to draw a shape in your document.To help differentiate the standard tabs from customizedtab, Microsoft has added the word ―(Custom)‖ next to thecustomized group.The commands associated with the standard tab andgroup cannot be changed, where as the, Custom group ortab created by a user for customizing their Ribbon can bemodified or deleted by a user.Once you have customized your Ribbon, you can easilyexport and import the customized ribbons to help youbecome more productive. To export a customized ribboninto a file that can be imported and used by a co-workeron another computer, follow the steps given below: 1. While in Microsoft Word 2010, click the File tab (Backstage view) then click Options. 6Copyright © 2011 N&R Technology. All rights reserved.
  • 7. Confidential 2. Click Customize Ribbon. In the list, click Main Tabs. 3. In the Customized the Ribbon window, click Import/Export button. 4. From the dropdown menu, select Export All Customizations. 5. Specify the filename and the location where to save the exported file.To import the customized Ribbon from an exported file with Ribbon information, follow thesteps given below: 1. In the Customized the Ribbon window, click Import/Export button. 2. From the dropdown menu, select Import Customization file. 3. Type the location and the filename to import the information for customized Ribbon. 7Copyright © 2011 N&R Technology. All rights reserved.
  • 8. Confidential2. Word 2010 – Quick Access ToolbarThe Quick Access Toolbar is another significant feature of Microsoft Office 2010. It was alreadyincluded in Office 2003 and 2007, however, it became more popular in Office 2010. It providesa mean to place your favorite commands in Quick Access Toolbar to always have them alwaysreadily accessible, regardless of what tab or Ribbon you are working in.What is a Quick Access Toolbar?The Quick Access Toolbar is a customizable toolbar that contains a set of commands that areindependent of the tab on the Ribbon. You can place the Quick Access Toolbar at the upper-leftcorner above the file tab or below the Ribbon.By default, the Quick Access Toolbar comes with three quick access icons enabled - Save, Undo,and Redo. However, you can customize the Quick Access Toolbar to contain most frequentlyused commands on a single toolbar to improve productivity.Here’s how to customize the Quick Access Toolbar: 1. Open Word 2010 and click the down arrow next to the Quick Access Toolbar. 2. From the drop down menu, choose More Commands (found at the bottom of the list). A Word Option: Customize the Quick Access Toolbar window will pop up. 3. In the left window, highlight the commands that you want to add to the toolbar and click the Add to add the command to the selected Tab on the right-hand side. 4. If you want the toolbar to appearing below the Ribbon‖, check the box (found at the bottom of the Customize the Quick Access Toolbar window) for ―Show Quick Access Toolbar below the Ribbon‖. 5. Click OK to save the changes. You should now be able to use your favorite commands from Quick Access Toolbar. 8Copyright © 2011 N&R Technology. All rights reserved.
  • 9. ConfidentialWhat are the Features of the Quick Access Toolbar? To add a command to the Quick Access Toolbar, right-click a group or command on the Ribbon and then select Add to Quick Access Toolbar on the shortcut menu. To remove a command from the Quick Access Toolbar, simply right-click the command you want to remove from the Quick Access Toolbar, and then select Remove from Quick Access Toolbar on the shortcut menu. To organize the toolbar by grouping the commands with the use of a separator (|), follow the steps given below: 1. Right-click the Quick Access Toolbar, and then select Customize the Quick Access Toolbar on the shortcut menu. 2. In the Word Option: Customize the Quick Access Toolbar, select <Separator> in the left sub-window and click Add button, to add the <Separator> to the right window. 3. Click Move Up or Move Down arrow button, to place the separator where you want it in Quick Access Toolbar. 4. Click OK when done. To change the order of the commands that are displayed on the Quick Access Toolbar, right-click while the cursor is on Quick Access Toolbar, and then select Customize the Quick Access Toolbar on the shortcut menu. In Customize Quick Access Toolbar Window, click the command you want to move, and then click the Move Up or Move Down arrow. To reset the Quick Access Toolbar to the default settings, Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar, click Reset drop down (bottom right corner), and then click Reset only Quick Access Toolbar. When done, click OK. To export the Quick Access Toolbar customizations into a file that can be imported and used by a co-worker or on another computer, click the File tab, Under Help, click Options, select Quick Access Toolbar, Click Import/Export, and then click Export all customizations. You can import customization files to replace the current layout of the Quick Access Toolbar to keep Microsoft Office programs looking the same as those of your co-workers or from other computers. Click the File tab, Under Help, click Options, Click Quick Access Toolbar, Click Import/Export, and then click Import customization file. 9Copyright © 2011 N&R Technology. All rights reserved.
  • 10. ConfidentialWhen setting up your Quick Access Toolbar, there are some points to remember: 1. You cannot increase the size of the buttons representing the commands. The only way to do this is to lower the screen resolution you use. 2. You cannot display the Quick Access Toolbar on multiple lines. 3. Only commands can be added to the Quick Access Toolbar. 4. If are migrating Quick Access Toolbar from Office 2007 to Office 2010, make sure you export all the customizations, including group, tabs and Quick Access Toolbar. Once you have the file in .exportedUI format, you can import it in just two clicks from the Customize Quick Access Toolbar window. 5. It is important to note that when you import a ribbon customization file, it overrides the existing customization. If you think that you might want to revert to the customization you currently have, you should export them before importing any new customizations. 10Copyright © 2011 N&R Technology. All rights reserved.
  • 11. Confidential3. Word 2010 – Backstage ViewBackstage View is one of the features introduced in Microsoft Office 2010., Melanie Pinola ofAbout.com Guide, in her article what’s new in Microsoft Office 2010s wrote, ―Microsoft Office2007 replaced the file menu in many of its applications with a big unintuitive Office icon; thishas been corrected in Office 2010 with the new ‗Backstage View.‘ … It has a much more user-friendly design.‖The Backstage View is a central place with options associated with a document, such as, create,save, and send documents, print and protect them. You can access the Backstage View byclicking the File tab.What are the Applications of Backstage View?Backstage view, accessed through File tab, is a full-screen user interface model that exposes file-levelfunctionality for an active document. It is part of theMicrosoft Office 2010 Fluent user interface, whichreplaces the previous system of layered menus, toolbars,and task panes.In Microsoft Office 2010 programs, the File tab, locatedin the upper-left corner, replaced the Microsoft OfficeButton 2007 and the File menu used in earlier releases of 11Copyright © 2011 N&R Technology. All rights reserved.
  • 12. ConfidentialMicrosoft Office. When you click the File tab, you will find Open, Save, and Print, as well as anew Backstage View tab called Save & Send, which offers multiple options for sharing andsending documents. To return to your document from Backstage View, click the Home tab, orpress ESC on your keyboard.A Recent Feature that has been added to the Backstage View to manage the list of file that youhave recently worked on, makes it easier to view the list of both the files and the folders that youhave recently visited. To access the list of your recent files, follow the steps listed below: 1. Click on the File tab. 2. Select Recent under the File tab. This will list the files you recently worked on and the folders you recently visited on the right pane. 3. To display the list of recent files on the left File pane, check the box next to Select Quickly Access this Number of Recent Documents found near the bottom of Backstage view. As you adjust the number up or down, the number of file names listed on the left File pane changes as the number changes.The Print feature of Backstage view allow user toview the document before it is sent to the printer. Toprint a document, using Backstage view, select thePrint option in the File pane. It will display to theright two panes: The Print Option pane and PrintPreview Pane. The Print option pane provides access to theoptions associated with most often used print-related settings. From here, you can set the printeryou want to use, which pages you want to print, howmany pages should appear on each sheet of paper,and so on. You can preview the document beforeprinting. You can navigate to different pages,zoom in, and scroll through line by line.Following are the steps for printing a file usingMicrosoft Word 2010: 1. While in Microsoft Office 2010, click the File tab. 2. Select Print option in the left pane. 3. You can use the slider, on the bottom right side of the file preview, to zoom in and zoom out on the page being previewed. 12Copyright © 2011 N&R Technology. All rights reserved.
  • 13. Confidential You can also use the arrow at the base of the scroll bar for line-by-line scrolling. 4. To select a printer, click the drop down menu Under Printer and select the appropriate printer. 5. To print specific pages in a document, under Settings, click drop down right of Print All Pages and then click Print Custom Range. In the Pages box, type the page numbers that you want to print. 6. Click Print. 7. In step 4, if you selected the Microsoft XPS Document Writer as your printer, then Save the File as window will pop up. In the File name box, type the file name such as myFile.xps. Click Start and then click Computer to open Windows Explorer. Navigate to the Documents folder and open myFile.xps to view the result. Close myFile.xps. For all other printer the document will be sent automatically to the specified printer.The Backstage view has a Save and Save As feature. You can also use Ctrl+S or Shift+F12 todo a quick save, and pressing F12 will take you to the Save As dialog box. In Office 2010, youcan automatically save your document in a variety of formats, right from the Save As dialog box.This includes PDF and XPS files—no more extra applications or add-ins are required!To save a File as PDF from within the document,follow the steps listed below: 1. Click File Tab and then click Save As option, Or Press F12 to open the Save As window. 2. In the Save As window, click the Save as type list to show the list of different options for file type and then select PDF (*.pdf) from the drop down list. 3. Click Save. This will save the file as PDF and automatically open the PDF document viewer. 4. Preview the document and close the PDF document viewer. 13Copyright © 2011 N&R Technology. All rights reserved.
  • 14. Confidential With Save & Send, you can save your document and then at the same time share it— whether by sending it using email, saving it to the web or to a Microsoft SharePoint® site, or even publishing it to a blog post. If you choose to send it using email and you are not sure if the person you are sending it to has the right application or perhaps you don‘t want them to be able to edit it, you can also choose to send it as a PDF or XPS file or as an Internet fax. 14Copyright © 2011 N&R Technology. All rights reserved.
  • 15. Confidential4. Word 2010 – Bottom Status BarStatus bars have been used, over the years, to display advisory messages in a predefined area ina computer screen. They are sometimes preferred over the pop-up messages on a screen whichcan block the view of related information behind such pop-ups.Microsoft Word 2010 displays a status bar at the bottom of a Word document. They are dividedinto sections, each of which shows different information. I‘ts job is primarily to displayinformation about the current state of the document during operation.The status bar displays the information about the current condition of a document such as wordcount, page number, line number, zoom, zoom slider, Language and many more details.Furthermore, it gives a quick look on running macros, number of lines being edited, etc. Wordprovides an option to customize the Status bar, so you can add, delete information from it.The advantages of status bars include the following: • It allows viewing of messages while viewing the total screen. • It allows the typing of information while viewing status data. • It allows other menu options while viewing status data. • It can continually show status during operation.Here are simple steps to customize the status bar: 1. Launch Word 2010 and right click the status bar to access the Customize Status Bar context menu. 2. Start enabling/disabling the options which include Word Count, Spelling and Grammar Check, Caps Lock (ON/OFF), Line Number, Page Number and Macro Recording (ON/OFF). In order to turn on or turn off the display of a feature, simply check or uncheck on the left hand side of a feature. Upon clicking, the respective information will start showing up in the status bar. 15Copyright © 2011 N&R Technology. All rights reserved.
  • 16. ConfidentialWhat are the Features of the Bottom Status Bar?In Word, the bottom status bar makes it easier to keeptrack of your document‘s word count. This is especiallyuseful if you need to submit a document that has amaximum number of words like business proposals orschool assignments. You can also see how long aparagraph or sentence is by simply selecting it and thestatus bar will show you how many words you haveselected and the total word count.You can also change the view of your document. Simply click the Full Screen Reading button onthe bottom left status bar to get an easy-to-read view of your document. Pause over the rightedge of the reading page to show the hand image that appears. Click the right and left edges ofthe pages to move forward and backward in the document. Press ESC to return to Print Layoutview.The slider shrinks or magnifies content, text, and images anywhere from 10 percent to 500percent of their original size.Language at the status bar shows the language at the insertion point. Double-click to change thelanguage format of selected text.Another important item in the status bar is the book icon with a red cross over it , whichindicates that the document contains a either a spelling or rammer error. As you type thecontent, Word automatically runs a spelling and grammar checker. When Word is in the processof checking for errors, an animated pen appears over the book. If no errors are found, a checkmark appears. If an error is found, an ―X‖ appears. To resolve the error, double-click this icon. 16Copyright © 2011 N&R Technology. All rights reserved.
  • 17. Confidential5. Word 2010 – Navigation PaneStatus bars have been used, over the years, to display advisory messages in a predefined area ina computer screen. They are sometimes preferred over the pop-up messages on a screen whichcan block the view of related information behind such pop-ups.Microsoft Word 2010 displays a status bar at the bottom of a Word document. They are dividedinto sections, each of which shows different information. I‘ts job is primarily to displayinformation about the current state of the document during operation.The status bar displays the information about the current condition of a document such as wordcount, page number, line number, zoom, zoom slider, Language and many more details.Furthermore, it gives a quick look on running macros, number of lines being edited, etc. Wordprovides an option to customize the Status bar, so you can add, delete information from it.The advantages of status bars include the following: • It allows viewing of messages while viewing the total screen. • It allows the typing of information while viewing status data. • It allows other menu options while viewing status data. • It can continually show status during operation.Here are simple steps to customize the status bar: 3. Launch Word 2010 and right click the status bar to access the Customize Status Bar context menu. 4. Start enabling/disabling the options which include Word Count, Spelling and Grammar Check, Caps Lock (ON/OFF), Line Number, Page Number and Macro Recording (ON/OFF). In order to turn on or turn off the display of a feature, simply check or uncheck on the left hand side of a feature. Upon clicking, the respective information will start showing up in the status bar. 17Copyright © 2011 N&R Technology. All rights reserved.
  • 18. ConfidentialWhat are the Features of the Bottom Status Bar?In Word, the bottom status bar makes it easier to keeptrack of your document‘s word count. This is especiallyuseful if you need to submit a document that has amaximum number of words like business proposals orschool assignments. You can also see how long aparagraph or sentence is by simply selecting it and thestatus bar will show you how many words you haveselected and the total word count.You can also change the view of your document. Simply click the Full Screen Reading button onthe bottom left status bar to get an easy-to-read view of your document. Pause over the rightedge of the reading page to show the hand image that appears. Click the right and left edges ofthe pages to move forward and backward in the document. Press ESC to return to Print Layoutview.The slider shrinks or magnifies content, text, and images anywhere from 10 percent to 500percent of their original size.Language at the status bar shows the language at the insertion point. Double-click to change thelanguage format of selected text.Another important item in the status bar is the book icon with a red cross over it , whichindicates that the document contains a either a spelling or rammer error. As you type thecontent, Word automatically runs a spelling and grammar checker. When Word is in the processof checking for errors, an animated pen appears over the book. If no errors are found, a checkmark appears. If an error is found, an ―X‖ appears. To resolve the error, double-click this icon.-clicking a word. 18Copyright © 2011 N&R Technology. All rights reserved.
  • 19. Confidential6. Word 2010 – Creating TemplatesMicrosoft Word Template help you create professional-looking and visually interestingdocuments easily and efficiently that can help make your business stand out. There are built-inthemes, styles, graphics, and effects to add a little pizzazz to your work. You don‘t have to be adesign expert to achieve this.Such features include Templates, Cover Pages, Building Blocks, Format Painter and PictureWatermark.What are Templates?Microsoft Word 2010 provides built-in templates which can be used to create attractivedocuments. There are many standardized templates that can be used in making commonly useddocuments as well as for specific purposes like creating a resume, calendar, agenda, andinvitations.To use an existing template, clickthe File tab and then click New.Select a template from the AvailableTemplates menu. To downloadadditional template, visit Microsoftwebsite at www.office.com. Next clickCreate, and this will open the Worddocument with a page settings basedon the Template.What is a Cover Page tool?Microsoft Word2010 consists ofseveral built-in Cover Pages that are preformatted and can be used for making a document moreappealing. Additional Cover Pages can be downloaded from Microsoft website www.office.com.It is just a matter of picking one from the gallery of options that best suits the style of yourdocument or the taste of your targeted reader.To add a built-in Cover Page to your document, click the Insert tab and click on the CoverPage option in Pages group. Scroll to see the different formats of Cover Pages and select thedesired Cover Page 19Copyright © 2011 N&R Technology. All rights reserved.
  • 20. ConfidentialIf you don‘t like any of the available cover pages, then you can always create one from scratch ormodify an existing one. To create or customize a template , follow the steps given below: • Open a New blank document using Word 2010 • Click on Insert Tab and click on the Cover Page option in the pages group. • From the Cover Page drop down, select a Cover Page templates • This will be inserted into the Word Document. Customize the template by updating the title, an author name, and perhaps a publication date. You can easily put all these components by using Quick Parts. • When done, click on Cover Page option in the Insert tab and click on the Save Selection to Cover Page Gallery. Give it the appropriate name and save it.What is a Building Block?A Building Block in Microsoft Word 2010 is a powerful,reusable tool that allows you to create standardized parts of adocument quickly. The standard part of a document mayinclude cover page, header, footer, and table. Once created,this block can be inserted within the document any numberof times.To create a Building Block, follow the steps given below:• While in Microsoft Word 2010, Click on the Insert tab, click Header, and choose Blank from the gallery. Type 20Copyright © 2011 N&R Technology. All rights reserved.
  • 21. Confidential ―Confidential‖ into the header and format it any way you like (for example, press Ctrl-E to center it). With the text cursor in the header, press Ctrl-A to select the entire header.• Return to the Insert tab, click Header, and then, from the foot of the gallery, click Save Selection to Header Gallery. In the Create New Building Block dialog, give your header a name (for example, ―Confidential‖), and click OK to save it as a Building Block.• To insert this header in a new document, go to the Insert tab, click Header, scroll down through the gallery to the list of General items, and click on the name you gave to your header— ‖Confidential,‖ in this example. When you exit Word, you‘ll be prompted to save your changes to the special- purpose Word file that contains your building blocks, BuildingBlocks.dotx, so you can reuse your new Building Block in future Word sessions.What is a Format Painter?Instead of having to manually apply the font, font effects, centered paragraph alignment, andother formatting to each new section heading, you can quickly copy all of the formattingattributes by using one toolbar button – Format Painter. The Format Painter saves you time andduplicating the effort.To use Format Painter, select the test youwant to copy the format from. Then click onHome tab, select the Formatting tool inClipboard, and the select the text you wantto apply the formatting to. The text will nowtake on the new formatting.If you want to apply the same formatting to more than one item, then select the text whoseformatting you want, double-click (instead of single-click) Format Painter, and then select eachword, phrase, or paragraph you want to apply formatting to. When you are finished, press ESC.What is a Picture Watermark?The Picture Watermark is a simple way to put together a letter or announcement with abackground such as company logo.To add a watermark to your document, click onPage Layout Tab and click on Watermark. 21Copyright © 2011 N&R Technology. All rights reserved.
  • 22. ConfidentialSelect Custom Watermark…Click Picture watermark, and then click Select Picture.Select the picture you want, check the Washout option todim the picture, and then click Ok. 22Copyright © 2011 N&R Technology. All rights reserved.
  • 23. Confidential7. Word 2010 – Security Features Collaboration and sharing have become critical as they are key part of today‘s complicatedbusiness processes. It is important to control who can access your files and keep unwantedpeople from viewing or editing them. At the same time, you have to be vigilant so as to makesure your files don‘t get lost or fall into the wrong hands.Two tools that can be used to secure a Word files are the Backstage View of Microsoft Office2010, and the File and Folder Encryption feature of Windows 7 Professional and Ultimateeditions.What is Backstage View?The Backstage View is one of the features that was introduced in Microsoft Office 2010 to helpmanage the file properties and permissions. To display Backstage view, click on the File tab.The first view that you will see when you open the Backstage view is the Info tab. The Info tabdisplays all of the core file information about the file. The File Info tab includes the followingfunctionalities: 23Copyright © 2011 N&R Technology. All rights reserved.
  • 24. Confidential • View and Edit file properties, including the date it was modified and who authored the document. • Provides control for who can access to view, copy, or even edit the file. • Ability to run a series of checks that will notify you if the file contains any information that you might want to remove before sharing it with anyone else, such as comments or invisible content.To conduct document inspection and permissions in Backstageview, follow the steps given belowWhile using Word 2010, click on File tab. Then select the Infotab and click on the Protect Document on the right pane.You will see following options: • Mark as Final to make the document read-only. • Encrypt with Password to password protect your file. If you set a password for your file, make sure to remember your password because currently there is no way of retrieving a forgotten password in Microsoft Word 2010. • Restrict Editing to control what types of changes people can make to the document. • Restrict Permission by People to grant people access while preventing anyone from editing, coping or printing the document. • Select Add a Digital Signature to add a visible or invisible digital signature.What is the File and Folder Encryption?The File and Folder Encryption feature in Windows 7Professional and Ultimate editions provides Encrypting FileSystem (EFS) feature to store information in an encryptedformat. It is the strongest protection that Windows providesto help keep information secured on the hard disk.To apply Encryption to a file, right-click the file youwant to encrypt, and then click Properties, click the Generaltab, and then click Advanced. Select the Encrypt contentsto secure data check box, click OK twice.To decrypt a file, right-click the file, click Properties, clickthe General tab, and then click Advanced. Clear the Encrypt contents to secure data checkbox & click OK twice.Note: When file or folder is encrypted for the first time, an encryption certificate isautomatically created. Since the certificate and key if lost or damaged, the file cannot bedecrypted, it is a good idea to back up the encryption certificate. 24Copyright © 2011 N&R Technology. All rights reserved.