Below is a consolidated overview of Backstage view—what it is, where and how it’s used, and some of its common functionalities and benefits. This guide distills multiple questions and answers into one cohesive resource.
1. What Is Backstage View?
Backstage view is a centralized interface found in many software applications (notably Microsoft Office) that lets you manage documents and program settings. It often appears when you click on a “File” tab or menu, providing an organized hub to open, save, print, share, and configure files, as well as access various application options and preferences.
2. Customization and Appearance
- Microsoft Office Customizations
- You can adjust UI settings, change color schemes, and pick which commands appear in the Ribbon.
- The Quick Access Toolbar can be personalized with frequently used commands.
- Some Office applications allow you to change background themes or disable certain features in Backstage view to match your workflow.
3. Accessing Backstage View
- Keyboard Shortcuts (MS Office)
- Alt + F typically opens the File tab and displays Backstage view.
- Ctrl + P jumps directly to the Print section in Backstage view.
- No Single Shortcut Across All Apps
- Different applications may use different keyboard shortcuts, though the principle is similar—there is usually a “File” menu or icon that triggers Backstage-like functionality.
4. Is Backstage View Exclusive to Microsoft Office?
- Not Exclusive
- Though Microsoft Office popularized “Backstage view,” other software also implements a similar concept under different names (e.g., “File” or “Menu” interfaces).
- The underlying idea—grouping file management and application settings in one place—is common in productivity tools and design software.
5. Advantages of Backstage View
- Unified and Intuitive Interface: All essential document tasks (open, save, print, share) and program configurations are in a single, easy-to-navigate location.
- Decluttered Main Window: Keeping these options out of the main editing interface leaves more space for content creation or viewing.
- Enhanced Productivity: Quick, centralized access to important tasks and features streamlines workflows.
6. Document Properties Management
- Meta Information
- Many applications let you edit document properties (title, author, keywords, etc.) directly within Backstage view.
- This helps in organizing and categorizing files, particularly useful for large projects or libraries.
7. Sharing and Collaboration
- Integrated Sharing Tools
- In Microsoft Office, for example, you can email a document, share it via OneDrive or SharePoint, or export it in another format.
- Some non-Office software also incorporate sharing or export features in their Backstage-like menu.
8. How Backstage View Improves Productivity
- Streamlined Tasks: Frequent actions such as opening, saving, printing, or exporting files can be done without returning to scattered menus.
- Minimized Distractions: By providing a separate space for these actions, the main workspace stays clean and focused on content creation.
9. Accessing Backstage While Working on a Document
- Non-Disruptive: Typically, opening Backstage view does not force you to close your current file. You can return to your document seamlessly afterward.
10. Disabling or Modifying Backstage View
- Complete Disabling Not Always Possible: In most applications, Backstage view is integrated into the design and cannot be fully disabled.
- Partial Tweaks: Many programs allow partial customization—such as hiding certain commands or choosing which tabs/options are visible—to adapt to your workflow.
11. Backstage View in Web-Based Applications
- Office Online / Office 365
- The online versions of Microsoft Office provide a Backstage-like interface to handle file operations (Save, Share, Print) and manage user settings.
- Similar Concept
- Other cloud-based apps may have a menu or “dashboard” that mirrors Backstage functionality for file management and settings.
12. Mobile Device Implementations
- Simplified for Smaller Screens
- Mobile apps often offer a minimalistic version of Backstage view or a “menu” tab that consolidates file management and settings.
- Feature Availability
- Due to screen size constraints, not all desktop Backstage features appear in mobile versions, but core tasks like saving, sharing, or printing are generally accessible.
13. Consistency Across Different Software
- Varies by Application
- Although the concept is similar—centralizing file management and settings—specific features, design elements, and arrangement can differ from one application to another.
- General Similarities
- Expect to find at least standard operations like open, save, print, and program settings in any Backstage-inspired interface.
14. Batch Operations
- Possible in Some Applications
- Certain software lets you select multiple files within Backstage view to process collectively (e.g., batch printing or mass saving).
- Benefits
- Saves time when performing repetitive tasks on multiple documents.
15. Availability in Operating Systems or File Managers
- Not Typically OS-Level
- Operating systems and file managers often have their own methods for file handling.
- Backstage view is generally an application-level feature rather than an operating system feature.
16. Searching and Organizing Files
- Search Integration: Some Backstage implementations let you search for documents by keywords, file names, or metadata.
- File Organization: You might also find options for sorting, filtering, or moving files into folders directly within Backstage view.
17. Offline Usage
- Primary Features Work Offline
- Most Backstage-related tasks (open, save, print) work without an internet connection.
- Online-Dependent Features
- Sharing via cloud or online collaboration typically requires an internet connection.
Key Takeaways
- Centralized Management: Backstage view brings together core file and program settings in one place.
- Customizable: You can often change its appearance, which commands are shown, or how it integrates with your workflow.
- Productivity Booster: Its streamlined approach to managing and sharing files, as well as adjusting settings, can save valuable time.
- Widespread Adoption: While strongly associated with Microsoft Office, other software has similar interfaces under different names.
In essence, Backstage view (or its equivalent in non-Microsoft products) is a cornerstone of modern software design, offering a user-friendly gateway for document handling and application customization.
Start Backstage with the File tab
Applies To
The Microsoft Office Backstage view may appear when you start a Microsoft Office program, or when you select the File tab. In this view, you can create a new file, open an existing file, print, save, change options, and perform other actions. It provides functions that apply to the overall file as contrasted with actions to take in the file content.
Newer versionsOffice 2016 – 2019
Microsoft 365 features a new Start Pane and Backstage experience.
Creating new files
To create a new file, choose from one of the templates listed across the top or select the New button to see a larger list of available templates.
Tip: To find and download additional templates, see Microsoft templates.
Open an existing file
The Backstage view displays several of your most recently accessed files. If the file you are seeking isn’t on the Recent files list, select the Open button on the left navigation pane. This will display file locations where you may find the file.
Tip: Use the Search box on the Home, or Open, tabs to search for the file you want.
To keep a file always on the recent-files list, you can pin it to the list. Hover your cursor over the file name. A pin icon appears to the right side of the file name. Select the pin to keep the file on the list. Optionally select again to unpin.
To remove an item from the recent-files list, right-click it and choose Remove from list.
Caution: Selecting Delete file will remove the file from the system entirely.
Save a Copy
Save a Copy, on the left-nav pane, enables you quickly create a copy of the current file. Possibly use this to create a second copy in a different location or a copy in which you can edit without affecting the original file.
Tip: If you’re using an existing file as the basis for a new file, be sure to save a copy BEFORE you make any changes. Thus, your new work will only affect the new (copy) file and not the original. See also Use Save a Copy to modify a file without changing the original.
Print or print preview
The Print command is available on the Backstage navigation pane. Optionally use Print Preview to see how your file will look if printed. See also Printing and print preview.
Share and collaborate
The Share command facilitates collaboration with others. Select Share and enter the email addresses of those with whom you want to share the file. Then select Send. Learn more about collaboration here: Collaborate on Word documents with real-time co-authoring. This works essentially the same way across multiple apps: Word, Excel, PowerPoint.
Manage Office
At the bottom left corner of the Backstage screen, there are three items to help you manage how Microsoft Office works for you.
- Account – Lets you add or remove cloud-service accounts like OneDrive or SharePoint so that you can easily save files to those services or open files from those services.
- Feedback – Is the best way to let us know if there’s something in your Office app that you really like… or really don’t like. The feedback we receive goes directly to our product teams and helps to drive future changes and improvements in the products. Learn more here: How do I give feedback on Microsoft Office?
- Options – This is where you go to configure your app. Everything, from the color theme to the spell check options, editing languages, default file locations, and a lot more.
Getting back to your document
To exit Backstage and return to the document, select the Back arrow at the top left of the navigation pane, or just press the Escape key on your keyboard.