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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, firstname.lastname@domain.com) 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.