Home > Articles > Home & Office Computing > Microsoft Applications

How Office 2010 Backstage Connects You to SharePoint Document Metadata

  • Print
  • + Share This
The new Backstage View in Office 2010 offers a greater degree of usefulness when working in SharePoint 2010 with its new collaboration, workflow, and metadata connections back to your SharePoint documents.
Like this article? We recommend

When Office 2007 first came out with the Office Button (or Orb) in the top-left corner of your Office applications, it unlocked a variety of different document options that you wouldn't find on the Ribbon interface or anywhere else.

Save options, Print options…and, quite important, literal Options for your application itself. Office 2010 takes this concept to the next level with the Backstage View.

Now, when you click your File button (which is no longer an orb; it is a simple half-tab in the top-left corner of your Office apps), it opens up a full-page grouping of features called OUT features.

OUT features, as described by the Microsoft Office product development group, relate to those options that aren't visually apparent. Essentially, those things you do to the whole file (save, print, protect, inspect, and so on), not just the content within it. For example, if you change a font, you see the results WYSIWYG style. If you save the document, or adjust the permissions or document properties of a document, you don't literally see this visually. And so these OUT features needed a place to reside (not on the Ribbon), and they have been placed in the Backstage View.

Where this comes into play with SharePoint is that document collaboration and sharing are essential to the modern Office user with all the context surrounding your documents and the metadata that is involved with a document. This has all been rolled into the Backstage View.

Now, when a person opens a document that is residing within a shared documents repository on SharePoint 2010 using Office 2010 (let's use Word 2010 as our example here), you can select the File button on the Info tab to see some of the more intense aspects of a document when residing within SharePoint. Through the Backstage View, you can now perform many of the tasks that you perform from within the browser.

If your document lives on a SharePoint site you may be using features like co-authoring, workflows, check out, or policy, and all this will be displayed to you in the Backstage View on the Info tab. For example, if there is a workflow task assigned to you, you will be clearly shown the task and the required action to take to complete the task.

Consider the screenshot provided by Microsoft in a recent meeting with the SharePoint Team. Here you can see that the Backstage View has a Manage Versions button (which you have without SharePoint as well, but when the document is residing within SharePoint you also have the ability to use the Check Out menu to ensure nobody else can work with it.

Now you can work on your document until you decide to check it back in, which you can do by clicking the File button again and clicking Check In, which is a new menu item due to your action to check the document out earlier.

As you can see in Figure 1, you can update all the document metadata through the Backstage as well. Metadata properties are an essential aspect of records and document management. We use the metadata for retention, for security, and for search capabilities.

Initially, when you click the File button, you will see some of the properties in the right column, but if you select the down arrow at the top (next to the word Properties) it will give you several options to choose from, including Show All Properties, so that you can see and edit them.

The changes you make to a document are saved when you save it and/or check it back in. There is a sync capability between Office and SharePoint so that SharePoint automatically reflects any changes made that it may be displaying (without a screen refresh necessary on the SharePoint site, I might add).

So the features that SharePoint might be tracking and displaying to visitors of the document library may include items such as when it was last modified and by whom. These items will automatically be updated on the SharePoint site. And any document properties that you configured that are also being displayed on the site will automatically be updated as well.

In Conclusion

I'll be honest; when I first saw the new Backstage View, I didn't like it. It felt like it was too intrusive, clouding up my whole screen. After some pondering and realizing that although the Office 2007 button didn't take up the whole view, you really didn't need to see the document behind it. Once you click that button, you are not hindered in any way in performing your OUT tasks just because you cannot see the underlying document.

Now that I see the full potential of the Backstage View when combined with SharePoint 2010. I am more willing to adjust. The last adjustment with 2007 came with learning a whole new ribbon, so I can certainly adapt to this, especially if it is for a good reason. I believe that having the ability to be connected to your SharePoint options and being able to adjust and update metadata easily is a good enough reason.

  • + Share This
  • 🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020