facebook google plus twitter
Webucator's Free Upgrading to Microsoft Office 2013 Tutorial

Lesson: Common Features across All Office 2013 Products

Welcome to our free Upgrading to Microsoft Office 2013 tutorial. This tutorial is based on Webucator's Upgrading to Microsoft Office 2013 course.

There are a number of features that are new in Microsoft Office 2010 and 2013 that are the same across Excel, Outlook, PowerPoint, and Word. Understanding these features will help you easily navigate the different programs.

Lesson Goals

  • Learn about the Ribbon.
  • Learn about the Quick Access Toolbar.
  • Learn about the the Backstage view.
  • Learn how to use the Microsoft Office Cloud.

The Ribbon

The Ribbon is the display you see at the top of the program's window. It is your primary interface with the program. It allows you to access most of the commands available to you in Word. The Ribbon is composed of three parts: Tabs, Groups and Commands.

The following is the Word 2013 Ribbon:

Note that the FILE menu is not the same as a tab. The FILE menu takes you to the Backstage view, where you manage your Office information, as well as what you are working on.

Tabs

The tabs of the Ribbon organize the commands into groups.

For example, here is INSERT tab in Excel. You can see that it is composed of groups and the commands within the groups.

Groups

To further organize the many commands available in Microsoft Word, commands are organized in groups on each tab. Each group contains three or more related commands.

The following is the Proofing group in Excel, which is located on the REVIEW tab. You can see it contains the commands: Spelling, Research, and Thesaurus.

In some groups, you will see a button in the lower-right corner, next to the group name. This is the Dialog Box Launcher. Opening the group's dialog box will give you access to additional commands associated with that group:

Commands

Commands

Commands are controls that enable you to accomplish specific tasks, such as:

  1. Bolding a word.
  2. Adding a list.
  3. Inserting a picture.
  4. Inserting a comment.

Tool Tabs

In addition to the main tabs, there are numerous tool tabs which include less commonly used commands. It is important to know:

  • They exist. Some of the most commonly used tool tabs across the various programs include:
    • SMARTART
    • CHART
    • DRAWING
    • TABLE
    • HEADER & FOOTER
  • They will appear when you select commands that have related tool tabs. For example, when you insert a table in PowerPoint, two table-specific tool tabs (DESIGN and LAYOUT) will appear:

The Quick Access Toolbar

The Quick Access Toolbar is a small toolbar that includes commonly used commands and is always accessible. By default, the Quick Access Toolbar is located in the top-left corner of a Microsoft Office 2013 program. By default, the Quick Access Toolbar includes three commands:

  1. Save. Click Save to save your workbook, presentation, or spreadsheet.
  2. Undo. Click Undo to undo the action you last performed.
    1. Click the drop-down arrow to the right of Undo to undo multiple actions at the same time.
  3. Redo. Click Redo to repeat the action you last performed.

Adding Common Commands

To add commonly used commands to the Quick Access Toolbar:

  1. Click the drop-down arrow on the far right of the Quick Access Toolbar.
  2. Select a command from the list that appears:

Adding Additional Commands with the Customize Dialog Box

To add additional commands to the Quick Access Toolbar:

  1. Click the drop-down arrow on the far right of the Quick Access Toolbar.
  2. Select More Commands... toward the bottom of the list that appears:
  3. Select a command from the list circled below and click Add > >.
  4. Click OK to make your changes.

Adding Ribbon Commands or Groups

If you find yourself using the same commands or group of commands frequently, you can quickly add them to the Quick Access Toolbar:

  1. Right-click on the command or on the group name.
  2. Select Add to Quick Access Toolbar:

Placement

You can choose to keep the Quick Access Toolbar in the top-left corner of the Microsoft Office window or move it below the Ribbon. To move the Quick Access Toolbar below the Ribbon:

  1. Click the drop-down arrow on the far right of the Quick Access Toolbar.
  2. Select Show Below the Ribbon.
  3. To move it back, click the drop-down arrow again and select Show Above the Ribbon.

The Quick Access Toolbar in Outlook

In Outlook 2013, the Quick Access Toolbar works the same as in the other programs, but the three commands it contains, by default, are:

  1. Send/Receive All Folders
  2. Undo

Backstage View (The FILE Menu)

The Ribbon, covered previously, is where you find all the commands necessary to make changes to your files. Clicking on the tabs in the Ribbon changes the set of commands available to you while you work in your file. After clicking on the FILE menu, you can no longer see your file or the Ribbon. Instead, you see what Microsoft calls the Backstage view. This is where you:

  1. Manage your current document, spreadsheet, or presentation and other documents, spreadsheets, and presentations (Save, Open, Close, Print, set Permissions, etc.).
  2. See information about your current file (Location, Size, number of Pages and Words, Author, etc.).
  3. Access Help.
  4. Manage your Word settings and options (Display, AutoCorrect options, customize the Ribbon, etc.)

Opening a File

There are two ways to open a Microsoft file from the Backstage view:

  1. Select Open from the FILE menu. In the Open section, navigate to where your file is. In the dialog box that opens up, navigate to the file you want to open and double-click it or select it and click Open.
  2. For files you have recently used, select Recent Workbook (or Recent Document or Recent Presentation) from the Open section and then select the file.

New Documents and Templates

When creating a new Microsoft Word document, PowerPoint presentation, or Excel worksheet, you can choose between creating a blank file or creating your file from an existing template.

Creating a New Blank File

To create a new blank file:

  1. From the FILE menu, select New.
  2. Double-click Blank document (or Blank presentation or Blank spreadsheet).

Creating a New File from a Template

A template is a predesigned file that you can then change to suit your needs. When you create a new document, spreadsheet, or presentation from a template, you are creating a copy of the original template.

To create a new file from a template:

  1. From the FILE menu, select New.
  2. Select a template to view it.
  3. Select Create to download and open the template:

Printing Files

The Print section gives you access to several printing and page layout options. You will also see a preview of how your document will print.

To print a Microsoft Office file:

  1. From the FILE menu, select Print.
  2. Choose your print options (number of copies, printer, etc.) and click the Print button.

Adding Your Name to Microsoft Office

You can add your name and initials to the Microsoft program you are working with. When you do so, the information is used throughout the Microsoft Office products. Word uses this information for tracking changes and assigning comments and for prefilling data used by some of the built-in templates (e.g., the Agency Letter template under Sample Templates).

To add your name and initials to Microsoft Office:

  1. From the FILE menu, select Options.
  2. The options you can customize are grouped into categories, which you can see on the left side of the screenshot below. The default category is General. Fill in your name and initials under Personalize your copy of Microsoft Office.

Pinning Favorites

In Microsoft Office 2013, you can pin files you need to access often to make finding them nearly effortless.

Within the Backstage view is the Recent list.

To access the Recent list:

  1. Click the FILE tab and select Open.
  2. Click Recent Documents (or Recent Spreadsheets or Recent Presentations).

Here you will see a list of recently accessed documents. This list changes based on the different files that you open and work with, and by default, the list is generated automatically by Word.

If you have a file you work with often, you can "pin" it to the list. This way, it will always appear in the Recent Documents list.

So in Word, for example, to pin a document to the Recent Documents list, just click the pin icon next to the document you wish to keep in the list.

Notice that the pin changes to a push pin.

If you decide you no longer want the document to appear in the Recent Documents list, simply click the push pin icon to remove it.

Using the Cloud

One of the new features across the Microsoft Office 2013 suite is the ability to save, share, and collaborate with others using the cloud. You can save, share, and access your Word documents on SharePoint or SkyDrive.

SkyDrive provides account holders with a certain amount of free cloud storage.

You will need a SkyDrive account to perform the following. If you do not have one, go to https://skydrive.live.com to sign up.

To save and share a document to SykDrive:

  1. Add SkyDrive to your list of Places in Word, PowerPoint, or Excel by selecting the FILE menu, and then clicking Save As.
  2. Click Add a Place.
  3. In the Add a Place section, select SkyDrive.
  4. In the Add a service dialog box, enter your email address and click Next.
  5. Enter your password and click Sign in.
  6. To save your document to the cloud and share it, select the FILE menu and click Share.
  7. Click Save To Cloud.
  8. In the Save As section, click your SkyDrive account.
  9. Click Browse and navigate to the SkyDrive folder you want to use, and then name your document and click Save.
  10. Log in to your SkyDrive account in a web browser at: https://skydrive.live.com/.
  11. Navigate to your document and select the check box.
  12. Select Sharing.
  13. Type the recipient's email address and a message, if desired. Uncheck the Recipients can edit check box if you want to give the recipient read-only access. When done selecting options, click Share.
  14. Your recipient can now view and change (if you did not uncheck the Recipients can edit check box) your document.

Using the Cloud

Duration: 10 to 15 minutes.

In this exercise, you will save a Word document to SkyDrive. (To perform this activity, you must have a SkyDrive account. To obtain a SkyDrive account, go to https://skydrive.live.com.)

  1. Navigate to the Webucator/Upgrading-2013/Exercises folder and open Webucator.docx.
  2. Save the document to a folder in your SkyDrive.

Solution:

  1. Add SkyDrive to your list of Places in Word, by selecting the FILE menu, and then clicking Save As.
  2. Click Add a Place.
  3. In the Add a Place section, select SkyDrive.
  4. In the Add a service dialog box, enter your email address and click Next.
  5. Enter your password and click Sign in.
  6. To save your document to the cloud and share it, select the FILE menu and click Share.
  7. Click Save To Cloud.
  8. In the Save As section, click your SkyDrive account.
  9. Click Browse and navigate to the SkyDrive folder you want to use, and then name your document and click Save.