21.01.

2025, 14:58 Intro Chapter - Windows, Office, and File Management

Intro Chapter - Windows, Office, and File

Management

SLO INTRO. 5

Printing, Sharing, and Customizing Files

Use Backstage view in any of the Office applications, to print a file and to customize how a file is printed. You
can also export an Office file as a PDF file in most of the Office applications. In addition, you can add and
customize document properties for an Office file and share a file in a variety of formats.

Print a File
Print an Office file if you need a hard copy. The Print area on the Backstage view displays a preview of the open
file and many print options. For example, you can choose which page or pages to print and change the margins
of the file in the Print area. Print settings vary depending on the Office application you are using and what you
are printing.

HOW TO: Print a File

1. Open the file you want to print from a Windows folder or within an Office program.
2. Click the File tab to open the Backstage view.
3. Click Print on the left to display the Print area (Figure Intro-67).

Figure Intro-67 Print area on the Backstage view in Excel

A preview of the file displays on the right. Click the Show Margins button to adjust margins or click the Zoom to
Page button to change the view in the Preview area. The Show Margins button is only available in Excel.
4. Change the number of copies to print in the Copies area.
5. Click the Printer drop-down list to choose from available printers.
6. Customize what is printed and how it is printed in the Settings area.
The Settings options vary depending on the Office application and what you print.
In the Pages area (Slides area in PowerPoint), select a page or range of pages (slides) to print.
By default, all pages (slides) are printed when you print a file.
7. Click the Print button to print the file.

ANOTHER WAY
Press Ctrl+P to open the Print area on the Backstage view.

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Export as a PDF File

Portable document format, or PDF, is a specific file format that is often used to share files that are not to be
changed, or to post files on a website. When you create a PDF file from an Office application file, you are
actually exporting a static image of the original file, similar to taking a picture of the file.
The advantage of working with a PDF file is that the format of the file is retained no matter who opens the
file. PDF files open in a browser window or Adobe Reader, which is a free software application that is installed
on most computers.

HOW TO: Export a File as a PDF File

1. Open the file you want to export as a PDF file.

2. Click the File tab and click Export to display the Export area on the Backstage view (Figure Intro-68).

Figure Intro-68 Export a Word file as a PDF file

3. Select Create PDF/XPS Document and click the Create PDF/XPS button. The Publish as PDF or XPS dialog box
opens.
XPS (XML Paper Specification) format is an alternative to a PDF file. XPS is a Microsoft format and is not widely
used.
4. Select a location to save the file.
5. Type a name for the file in the File name area.
6. Click Publish to close the dialog box and save the PDF file.

MORE INFO
Microsoft Word can open PDF files, and you can edit and save the file as a Word document.
If Adobe Acrobat is installed on your computer, Save as Adobe PDF displays as an option on the Backstage view.

Document Properties
Document properties are hidden codes in a file that store identifying information about that file. Each piece of
document property information is called a field. You can view and modify document properties in the Info area
of the Backstage view.
Some document properties fields are automatically generated when you create a file, such as Size, Total
Editing Time, Created, and Last Modified. Other document properties fields, such as Title, Comments, Subject,
Company, and Author, can be modified. You can use document property fields in different ways such as
inserting the Company field in a document footer.

HOW TO: View and Modify Document Properties

1. Click the File tab to display the Backstage view.

2. Click Info on the left. The document properties display on the right (Figure Intro-69).

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Figure Intro-69 Document properties

3. Click the text box area of a field that can be edited and type your custom document property information.
4. Click the Show All Properties link at the bottom of the Properties list to display additional document properties.
Click Show Fewer Properties to collapse the list and display fewer properties.
This link toggles between Show All Properties and Show Fewer Properties.
5. Click the Back arrow to return to the file.

Share a File
Windows and Office have been enhanced to help you share files and collaborate with others. Because
collaboration is so important and commonly used, the Share button displays in the upper-right corner of the
application window, except on Access. When sharing a file with others, you can send a sharing email or get a
sharing link to paste into an email message or post in an online location.
To share a file, it must first be saved in OneDrive. If you try to share a file that is not saved in OneDrive,
Word prompts you to save your document to OneDrive before sharing it. The sharing options display in a Send
link window and displays a variety of sharing options. (Figure Intro-70).

Figure Intro-70 Send Link window

HOW TO: Share a File

1. Open the file to share.

If the file is not saved in OneDrive, save the file to OneDrive.
2. Click the Share button (Figure Intro-71) in the upper-right corner of the Office app window to open the Send link
window (see Figure Intro-70). The Share button icon may display differently in Office 2021.

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Figure Intro-71 Share button

3. Click the Link settings button (see Figure Intro-70) to open the Link settings window (Figure Intro-72).

Figure Intro-72 Link settings window

Select who can use the sharing link. The Link settings window may have different options depending on the type of
Microsoft account you are using.
Check the Allow editing box to enable recipients to edit the shared file. Deselect the Allow editing box to enable
recipients to open and view the shared file but restrict them from editing it.
Set an expiration date or password for the sharing link if desired (optional).
4. Click Apply to set the sharing link options and to return to the Send link window (see Figure Intro-70).
5. Click the Copy link button to open the window that displays the sharing link (Figure Intro-73).

Figure Intro-73 Copy a sharing link

Click the Copy button to copy the sharing link and click the X to close the confirmation window.
Paste the copied sharing link in an email, Word document, or other online location.
6. Alternatively, type the email address of the person with whom you are sharing the file in the To: Name, group or email
area on the Send link dialog box (see Figure Intro-70).
If typing multiple email addresses, separate each with a semicolon.
Type a message to recipient(s) in the Message area (optional).
Click the Send button. An email is sent to people you invited. Click the X to close the confirmation window.

ANOTHER WAY
Share a file through email by clicking Send a copy link at the bottom of the Send link window. The email share
options require the use of Microsoft Outlook (email and personal management Office application) to share the
selected file through email.

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Program Options
Use program options to apply global changes to the Office program. For example, you can change the default
save location to the OneDrive folder, or you can turn off the opening of a Start page.
Click the File tab and select Options on the left to open the [Program] Options dialog box (Word Options,
Excel Options, etc.) (Figure Intro-74). Click one of the categories on the left to display the category options on
the right. The categories and options vary depending on the Office application.

Figure Intro-74 Excel Options dialog box

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