The Help tab provides access to the same help features as the Help icon on the Ribbon.The Getting Started link takes you to a microsoft.com page where you can learn how Office 2010 is different from Office 2007 and earlier versions.Contact Us takes you to Microsoft's support site, and Check for Updates activates the Windows Update feature. Options opens the Options dialog box, where you can customize the Ribbon and change other settings. To conclude this trip through Backstage view, display the options for Excel.
There aren't too many changes here, though some of the option categories have been renamed. One big change is the addition of the Customize Ribbon option. Cancel out of the Excel Options dialog box to return to the main display.
With Backstage view, Office 2010 organizes all the file operations you need into an interface that's easy to understand and navigate.
Office 2010 PowerPoint, Word, and Excel all include a new feature that lets you capture and insert an image of a complete program window or a partial clipping of your screen. You'll find this Screenshot option on the Insert tab. Move to the Insert tab.
If you want to capture an entire application window, the application can't be minimized. It doesn't need to be maximized to fill the screen, but you need some size of window to capture. For this example, we have full-screen windows of Word and Excel running behind PowerPoint, so let's capture an entire window. Open the Screenshot option.
The program takes a moment to capture all open windows, then displays them in the Available Windows gallery. To insert a captured window into your open file, you simply select the window you want. Insert the Excel screen.
The window image is inserted into your file. This image is the same as any other, and you can use all of Office 2010's image editing effects to modify it. For example, while the image is selected, you can drag any of the corners to resize it or drag any edge to move it. If you want to be more precise, you can use the Crop options on the Picture Tools Format tab. Let's make this image exactly 4 inches high. Type 4 in the vertical height field of the Size group, then press Enter.
The image height changes, and so does the width. By default, the aspect ratio of height to width is locked. You can disable that, but it's probably the best option for screen caps.
Checking Document Accessibility
A question that's becoming more and more important in today's workplace is, "If I create a file, can everyone use it?" This question defines the idea of accessibility, and Office 2010's Accessibility Checker can help you answer it.After completing this lesson, you should be able to:
Check the accessibility of a file
Using the Accessibility Checker
The Accessibility Checker looks at your document and reports any potential problems. It specifically looks for issues that might make it difficult for someone who's visually impaired to read and understand your work. Accessibility Checker is simple to use, and it makes solving accessibility problems easy.Let's use an Excel spreadsheet to see how the Accessibility Checker works. This spreadsheet includes text and numeric data, formulas, sparklines, an e-mail link, an image, and a set of merged cells. It also includes a PivotTable and Slicer data on Sheet 4. How will these features affect the accessibility of this document? You can find out by opening the Accessibility Checker from Backstage view.
Display Backstage view now.
The Info tab includes a Prepare for Sharing section. It's already telling us that the spreadsheet has problems – it's been keeping track as we modify the spreadsheet. We might want to clear the document properties at some point, but for now we're concerned only with improving readability. Choose to check for issues.
Now check accessibility.
The Accessibility Checker pane opens when the spreadsheet reappears. Office has found some errors, and it wants to warn us about other issues. For each error or issue, Office will present additional information that explains how to eliminate the accessibility problem. Select the first Missing Alt Text error, PivotTable1 (Sheet 4).
You're taken to the PivotTable that has the error on Sheet4. To learn how to fix this error, use the scroll arrow to display the information at the bottom of the Accessibility Checker pane. Scroll to the bottom of the pane.
Office lets you know that you can help visually-impaired people understand this PivotTable by giving it some alternate text. And it tells you how to do that. Right-click the Sum of Jan PivotTable, then choose to open the PivotTable Options dialog box.
Move to the Alt Text tab.
To provide the most accessibility, you should add a title and a description. For this example, let's just add a title. Type My Pivots in the Title field, then press Enter.
Now scroll up to the top of the Accessibility Checker pane.
Office has removed the PivotTable1 entry from the Errors section, because you fixed that issue. The Jan Slicer has the same Alt text problem. Instead of activating it in the pane, let's just fix the Slicer directly. Right-click the Jan Slicer, then choose to open the Size and Properties dialog box.
Display the Alt Text tab.
Type the title My Slice, then press Enter.
The pane shows that the Jan Slicer error is gone. The only Alt text error that remains is the picture. Select Picture 1 (Sheet 1) in the pane.
You've moved from Sheet4, which holds the PivotTable, back to Sheet1, where the data and image are. Right-click the flower image, then choose to open the Size and Properties dialog box.
Move to the Alt Text tab.
Type the title Flower, then press Enter.
The Accessibility Checker shows that this document has no errors, though it still warns you about several issues. For example to the right of the April column are two merged cells. Document reader devices can have trouble interpreting such merges. Select the F3:G8 (Sheet1) merged cells entry in the pane.
Office highlights the cells that are merged. Scroll down in the pane to see the solution.
You need to unmerge these cells. Excel has highlighted the Merge & Center button on the second row of Alignment group options, because that's the tool you need. Open the Merge & Center menu.
Choose to unmerge the selected cells.
The cells are back to the original two-column format. Scroll back to the top of the Accessibility Checker pane to see what else needs to be done.
Office thinks the e-mail link in cell A2 might cause problems. Select the Unclear HyperLink Text entry in the pane.
The link is selected on the worksheet. Now scroll to the bottom of the pane to see why Office would like you to fix this, and what it suggests that you do.
To begin the fix, move to the Insert tab of the Ribbon.
Open the Edit Hyperlink dialog box.
Change the text to display information to My e-mail, then press Enter.
Scroll back to the top of the Accessibility Checker pane to see what has changed.
The hyperlink is no longer listed in the Accessibility Checker pane. All that remains are the sheet names. We should customize these instead of simply relying on the defaults. Double-click the Sheet1 name to open it for editing.
Type One, then press Enter to change the name.
Type One, then press Enter to change the name.
The name changes, and the warning disappears from the Accessibility Checker pane. Let's fix the final issue. Double-click the Sheet4 name.
Change the name of Sheet4 to Four, then press Enter.
The pane reports no further problems. Let's just verify that. Return to Backstage view.
Under Prepare for Sharing, the Info tab gives you the all clear for accessibility issues. It's as simple as that!