Making the switch to Office 2013 - Information Technology · General Office 2013 Tips The Ribbon...
Transcript of Making the switch to Office 2013 - Information Technology · General Office 2013 Tips The Ribbon...
University of Kansas Information Technology
Making the switch to Office 2013_v2 1 7/14/2014
Making the switch to Office 2013 Microsoft Office 2013 is available for all faculty and staff on campus. To upgrade to Office 2013, contact
your department technical staff. If you are centrally supported, you will be able to download and install
it yourself. Functionally, Office 2013 is almost identical to Office 2010 with the exception of a few new
features. The biggest differences you’ll notice is with the design and layout. We put together the Web
page, technology.ku.edu/Office-2013, to help make the switch to Office 2013
TIP: As a KU faculty or staff member, you have the ability to purchase and download Office 2013 for your
home computer at the discounted rate of $9.95. And, students can download Office at no cost. To get
your copy, go to kansas.onthehub.com and click on Start Shopping.
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General Office 2013 Tips
The Ribbon
Standard Ribbon
The Ribbon in Microsoft Office is the menu and toolbars usually located at the top of your window.
When you can see all of the tools and the file menu, you are viewing the Standard Ribbon.
Standard Ribbon in Outlook
Collapsed Ribbon You can choose to collapse the Ribbon by selecting the arrow icon on the right side of the Ribbon.
If you’d like to expand the Ribbon again, you can choose any of the tabs. To keep the Ribbon expanded,
click on the Pushpin icon in the lower right-hand corner of the Ribbon.
How to Expand the Ribbon
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Hidden Ribbon
When you open a document in Read Mode in Word, the Ribbon may be hidden. To unhide or view the
Standard Ribbon, you’ll need to exit read mode. The easiest way is to use the Print Layout icon in the
lower right-hand corner of the window, or you can click Esc on the keyboard.
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Quick Tools
With Office 2013, you no longer will need to go to the Ribbon to make format changes in emails,
documents, spreadsheets, and slides. Quick Tools show up when you pause by a selection, object, or
chart.
Zoom Slider
Depending on how an email, document, or spreadsheet is formatted or the size/resolution of your
screen, the text might be too small to read comfortably—or too large for the confines of, say, the
preview pane. The Zoom slider—located in the lower right-hand corner of your window—lets you make
quick and easy adjustments to the zoom level for the message you're viewing.
In Outlook however, the zoom setting doesn't carry over to other messages in your inbox, and if you
click away from one zoomed email and then click back to it, your zoom setting is lost.
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Outlook
Replying to a message should be faster in Outlook 2013 Outlook 2013 opens with a simple two-pane design consisting of the list of messages and the selected
message in the preview pane. You can quickly respond to the message by clicking the Reply button in
the preview pane.
TIP: You can also use the shortcut keys to start drafting a response immediately.
A complete list of shortcut keys are located here:
http://office.microsoft.com/en-us/outlook-
help/keyboard-shortcuts-for-microsoft-outlook-2013-
HA102606407.aspx
Peek at your calendar At the bottom of the screen, you can click either Calendar, People, or Tasks to switch views, or hover to
get a peek—via a small pop-up—at your selection. This Peeks feature allows you to access information
without having to change views completely.
Mailtips A new feature called Mailtips will bring possible issues to your attention, such as if you fail to forward an
attachment.
Biggest gripe about Outlook 2013 and how to fix it
Harder to see the differences between unread and read email.
The default setting in Outlook 2013 is that unread messages have a blue bar instead of a read/unread
envelope. In addition, the subject of the email will appear in blue.
Default settings in Outlook 2013
Reply to a message. Ctrl+R
Reply all to a message. Ctrl+Shift+R
Forward. Ctrl+F
Forward as attachment. Ctrl+Alt+F
Print. Ctrl+P
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Default settings in Outlook 2010
So, you have two options:
You can either learn to live with the new clean layout. It won’t take that long to become
accustomed and then you’ll forget all about 2010.
Or, you can change the view settings using Conditional Formatting in Outlook 2013 to mimic
that of 2013. One catch is that you can’t get the unread/read envelopes in 2013. Here’s a web
page that explains how to do it: http://www.msoutlook.info/question/755
Additional view settings
Viewing message list by Conversations: http://office.microsoft.com/en-us/outlook-help/view-
message-list-by-conversations-HA102809422.aspx?CTT=1
View only unread messages: http://office.microsoft.com/en-us/outlook-help/view-only-unread-
messages-HA102749152.aspx?CTT=5&origin=HA102606408
Additional links
What’s new in Outlook 2013: http://office.microsoft.com/en-us/outlook-help/what-s-new-in-
outlook-2013-HA102606408.aspx?CTT=1
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Word
Open PDFs in Word With Office 2013, you can now open and edit PDFs in Word (it converts PDFs to Word and then saves
them back as PDFs). It’s not perfect, especially for documents that have a lot of images or formatting.
But, at least you can avoid having to convert it to Word in Adobe PDF Professional (if you have it).
Read Mode One of Word’s most visible innovations is a new Read Mode that dispenses with the Ribbon toolbar and
lets you see documents as though they appeared within a printed book. In this mode, you can’t edit, but
you do have access to find and search tools, so you can perform lookups related to highlighted content.
Another new mode provides a navigation pane, useful for getting around in lengthy documents.
In Read Mode, you can click graphical elements to enlarge them for closer study (Microsoft calls this
object zoom), and then click them again to return to the original layout.
Word also automatically bookmarks the page you were last on when you closed a document, and lets
you return to that page when you reopen it.
Simple Markup Microsoft has also tweaked the review and revision tools. The cleaned-up Simple Markup view spares
you a lot of the clutter from deletions and comments in a heavily edited document. Word now supports
replies to comments for more orderly tracking of conversations, and once a comment has been
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addressed, you can mark it as done. You can also password-protect the ability to stop tracking changes,
so no one can fiddle with a document without being detected.
Design Tab The new Design tab gathers styles and other formatting options in one place, so you can easily try out
different looks for your work.
Collapsible Headings and Subheadings When you use Word’s character styles to format your text, you can later collapse your headings and
subheadings to quickly view the outline of your document.
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Excel Excel 2013 has some of the most appealing and potentially useful new features in the Office 2013 suite,
as the additions help with entering, analyzing, and presenting spreadsheet data.
Flash Fill The new Flash Fill feature can detect patterns (beyond the numerical and date patterns Excel has long
been able to recognize), and autocompletes empty fields as appropriate. For example, if you’ve pasted a
list of similarly formatted email addresses (say, [email protected]) into a column, you
can then type the first two first names into the first two cells of another column, select the entire
column, and click the Flash Fill option to see Excel insert the rest of the first names instantly.
Flash Fill should be on by default, but here are the directions to check to see that it is on:
http://office.microsoft.com/en-us/excel-help/turn-flash-fill-on-HA104043292.aspx
Quick Analysis Excel also makes it easier to figure out how to wrangle a bunch of data in a spreadsheet. Select an entire
table, and a small Quick Analysis button appears by the lower-right corner. You can click the button to
view thumbnails of several graph and charting options, and then click one to apply it. Not sure how best
to massage the data? Excel also offers buttons that generate chart and pivot table recommendations. A
timeline slicer makes it easier to examine data from a specific time period within a larger set of data.
Creating mashups with third-party data sources is also easier.
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PowerPoint Many of the innovations in PowerPoint 2013 mirror those in Word, including a reading view, the
capability to add screenshots and art from photo-sharing sites from within the application, object zoom,
instant visibility for formatting changes, enhanced commenting features, and the Design tab.
Formatting Pane PowerPoint 2013 makes adjusting design elements simpler by showing options in a new formatting pane
to the right of the slide. You summon the pane in the menu that appears when you right-click a selected
object such as an image, shape, or text.
Presenter View For presenters with two screens at their disposal (one for the audience and one for themselves), the
Presenter View makes it easier than ever to access notes and preview upcoming slides. If the Presenter
View somehow winds up on the wrong screen, the Swap Display command quickly deals with the
problem.
Working Collaboratively With PowerPoint 2013, you can add a comment or note to a word, graphic, or entire slide. Using
comments is a great way to provide feedback to others about their presentation. For more information,
see Microsoft’s website.