IT ServicesStaff

Software and Hardware

Office 2010 Frequently Asked Questions

Office 2010 is available in all of our Computer Labs and for staff on our Managed Windows 7 Service.

Where are the menus and commands?

Go to the Microsoft Interactive Ribbon Guides, or get the Microsoft Ribbon Reference Workbooks.

What is Protected View?

Microsoft are concerned about computer security, and the documents which were downloaded from the Internet, are in an "Unsafe" location such as Temporary Internet Files, were received as e-mail attachments, or are of certain types are potentially threats. Microsoft used to ask you if you wanted to open the document; now it opens it in "Protected View" and indicates this with a red bar running across the top of the document. Inspect the document and click Enable Editing if you are sure that the document is trustworthy and you wish to edit it.

Screen grab: Protected View.

How can I recover previous versions of documents?

Open the current version of the document. Click File then select Info. If present, you can open earlier versions. Under Manage Versions you may be able to Recover Unsaved Documents. Note: these files are only retained for four days.

How do I turn on the Developer tab?

Click File then Options. In the left-hand menu select Customize Ribbon. In the right hand side under Customise the Ribbon select Main Tabs, then ensure that the Developer checkbox is selected. Click OK. Note that, unlike Office 2007, if you turn on the Developer tab in one program it is not automatically turned on in any of the other programmes in Office 2010.

How do I use Paste Preview?

Once you have selected and Copied (or Cut) the required information, move the insertion point where you think you want the information to be pasted in the document / e-mail / spreadsheet / presentation. On the Home tab, click the lower half of the Paste button and three Paste Options buttons will appear. As you move the mouse over them a tool tip will appear describing the button and a preview of the effect of making the Paste will appear in your document. The buttons are, from left to right, Keep Source Formatting, Merge Formatting (i.e. the formatting already in the document will apply), and Keep Text Only.

Screen image: Paste Preview.


PowerPoint 2010 has problems with large images with the .wmf extension, causing crashes, or taking a long time to open the slide. What can I do?

Follow these steps: Open up PowerPoint 2010 and navigate to the slide which contains the Windows metafile (.wmf extension). Right click on the Windows metafile image and click onCopy. In PowerPoint 2010 select the Home tab and click on New Slide. In the Home tab click on Paste and select Paste Special. Select Bitmap or Picture (JPEG) from the list. Click OK.

How do I add "alternate text" to pictures for accessibility reasons?

Right-click the picture or object and select Format Picture or Format Object. In the left-hand menu select Alt text. Complete the Alternate text in Title and add more detail in Description. This will be available for those with a visual impairment, for example if the document is converted to PDF format.

Screen image: Format Picture - Alt Text.


What's OneNote 2010?

OneNote is your digital notebook for capturing and organizing everything across your devices. Jot down your ideas, keep track of classroom and meeting notes, clip from the web, or make a to-do list, as well as draw and sketch your ideas. 

For more infomation and demos please see the Microsoft Getting Started with OneNote 2010 demos.

How do I link to a YouTube video in a PowerPoint presentation?

On the YouTube web page you must click Embed. Then select the Use old embed codecheckbox. It's a good idea to also deselect the Include related videos checkbox. Copy the 'old' embed code (select it and press Ctrl+C).

In PowerPoint 2010 on the Insert tab, in the Media group, select Video and then Video from web site. Paste the code (Ctrl+V) into the dialogue box. Click OK.

Note that what you are doing is providing a direct link to play the YouTube video from within your PowerPoint presentation. If there is no Internet connection when you give your presentation, the video playback will not work.

Also note that now some copyright movies are marked as "Private" and you can't include them in your PowerPoint slide - all you can do is insert a hyperlink to the YouTube web page, and click it during your presentation.

How do I include a Flash video in a PowerPoint presentation?

You can link to a Flash video file on your computer, or to one on a web site if you know its web address or Uniform Resource Locator (URL).

Screen image: Shockwave properties.
  1. If you are linking to a Flash file on your computer, ensure that the Flash video file is in the same folder as the PowerPoint presentation.
  2. In PowerPoint, if the Developer tab is not visible: Click File and then Options; Click Customize Ribbon in the left-hand menu; in the right-hand side ensure that Customize the Ribbon is set to Main Tabs or All Tabs (but not Tool Tab), and then ensure that the Developer checkbox is selected.
  3. In PowerPoint display in Normal view the slide where you want the movie to appear.
  4. On the Developer tab, click the More Controlsbutton in the Controls group. In the list of controls, click Shockwave Flash Object, click OK, and then drag on the slide to draw the control. Resize the control by dragging the sizing handles.
  5. Right-click the Shockwave Flash Object, and then click Properties.
On the Alphabetic tab, click the Movie property. In the value area to its right either type file name of the Flash movie file on your computer including the filename suffix (for example MyFile.swf), or type the web address (URL) beginning with http:// of the Flash file on the Internet that you want to play.

If you link to a Flash movie file then: If you copy or move the PowerPoint presentation (e.g. to a memory stick), then you must copy or move the Flash movie file with the PowerPoint presentation file.

If you link to a Flash movie on the web then: you must be connected to the Internet when you show the presentation, and the web site hosting the movie and the movie itself must be available.


Microsoft Project files opened from a URL link (e.g. the Intranet) appear blank. What can I do?

Either save the file to another location and open it there, or open it via a UNC path.

VBA macros to open or save documents / spreadsheets from / to the Y: drive or other shared drive no longer work. What can I do?

This is not actually an Office problem, but a Windows 7 problem, as it is with Windows 7 that we have stopped mapping drives to letters such as Y:\ (a practice which has long been deprecated in Windows), and we now use shared workspaces.

To find the new path:

  1. From the Start button open Computer.
  2. Open the relevant department or other shared drive or workspace.
  3. In the drive window right click the final arrow in the address bar and select Copy address as text.
  4. Paste (Ctrl+V) the text in the relevant place in the VBA. For example, IT Services' shared drive is \\\workspaceace rather than Y:\it.