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Webucator's Free Upgrading to Microsoft Office 2013 Tutorial

Lesson: Upgrading to Word 2013

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

You can use Word 2013 to create and edit documents.

Lesson Goals

  • Learn how to create a document.
  • Learn how to save documents.
  • Learn about the status bar.
  • Learn how to close documents.
  • Learn about tabs, groups, and commands in Word.
  • Learn how to work with other versions of Word.
  • Learn how to edit a PDF in Word 2013.

Starting Microsoft Word

To start Microsoft Word (see screenshot below):

  1. Click the Start menu.
  2. Select All Programs.
  3. Select Microsoft Office 2013.
  4. Select Word 2013.

Creating a Document

When you open Microsoft Word, a document is automatically opened as well. As you can see in the screenshot below, the default document is named "Document1".

The arrow in the screenshot points to the location of your cursor when Word opens. To start creating a document, simply begin typing.

Saving a Document

The first time you save a Microsoft Word document, you need to give it a name and location. To do this, follow these steps:

  1. From the FILE menu, select Save As.
  2. Double-click Computer to save the file to your computer.
  3. Selecting Save As opens up a dialog box in which you can see:
    1. The document location, or where on your computer Word will save your document. You can select a new location by clicking on the arrows.
    2. The file name. Note that this is highlighted as Microsoft Word expects you to choose your own name for the document. Simply begin typing to do so.
    3. The file type. Note that this defaults to ".docx", which is the default file type for Microsoft Word 2013 documents. When final, you can choose to save your document as another type, such as a pdf, simply by choosing "PDF (*.pdf)" here.
  4. After you have entered these fields, simply click Save to save the document.

The Status Bar

The Status Bar, located at the bottom of Word, shows basic information about your document and enables you to change your viewing settings. Specific items on the Status Bar include:

  1. Document information (page number and word count).
  2. Proofing status. If you see a green check, Word found no errors. A red X indicates Word has found spelling or grammatical errors in the document.
  3. View controls. You can choose from a selection of views (Print Layout, Full Screen Reading, Web Layout, Outline, and Draft).
  4. Zoom control. You can zoom in or out, to make the document bigger or smaller, based on your personal preference. Zooming changes the size of what you're viewing. It does not change what you actually print out.

Closing a Document

The two most common ways to close a Microsoft Word document are:

  1. Click the gray "X" in the upper-right-hand corner:
  2. Select Close from the FILE menu:

Tabs, Groups, and Commands

The Ribbon is the display you see at the top of the Microsoft Word window. It is your primary interface with Word. 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.

Tabs

Microsoft Word is a powerful program which is used to create many different types of documents, including articles, letters, books, contracts, marketing documents and much more. Microsoft Word has hundreds of commands for working with different documents. To make it easier for users to find the specific commands they are looking for, commands are organized onto seven main tabs:

  1. HOME. The HOME tab includes commands for formatting documents.
  2. INSERT. Use the INSERT tab to insert pages, tables, pictures, links, headers and footers, custom text and symbols, and more.
  3. DESIGN. Use the DESIGN tab to set document formatting and page backgrounds. DESIGN is new in Word 2013.
  4. PAGE LAYOUT. Use the PAGE LAYOUT tab to change your margins, add columns, change the page orientation, and more.
  5. REFERENCES. Use the REFERENCES tab to add a table of contents, add footnotes, add a bibliography, and more.
  6. MAILINGS. Use the MAILINGS tab to create labels, start a mail merge, and more.
  7. REVIEW. Use the REVIEW tab to check spelling and grammar, track and accept or reject changes, compare documents, and more.
  8. VIEW. Use the VIEW tab to change your document view, show the Ruler or navigation pane, zoom in or out, and more.

Note that the FILE menu is not the same as a tab. The FILE menu takes you to the Backstage view, where you manage, rather than make changes to, your document.

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 table lists the groups found on each tab:

Tab Group
HOME
  1. Clipboard
  2. Font
  3. Paragraph
  4. Styles
  5. Editing
INSERT
  1. Pages
  2. Tables
  3. Illustrations
  4. Apps
  5. Media
  6. Links
  7. Comments
  8. Header & Footer
  9. Text
  10. Symbols
DESIGN
  1. Document Formatting
  2. Page Background
PAGE LAYOUT
  1. Page Setup
  2. Paragraph
  3. Arrange
REFERENCES
  1. Table of Contents
  2. Footnotes
  3. Citations & Bibliography
  4. Captions
  5. Index
  6. Table of Authorities
MAILINGS
  1. Create
  2. Start Mail Merge
  3. Write & Insert Fields
  4. Preview Results
  5. Finish
REVIEW
  1. Proofing
  2. Language
  3. Comments
  4. Tracking
  5. Changes
  6. Compare
  7. Protect
VIEW
  1. Views
  2. Show
  3. Zoom
  4. Window
  5. Macros

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. Adding page numbers.

Keyboard Shortcuts

In Word 2010 and 2013, keyboard shortcuts that begin with the CTRL key, such as CTRL+C to copy and CTRL+V to paste, remain the same as in previous versions of Word.

However, shortcuts that in previous Word versions involved pressing ALT have changed; these are now called KeyTips.

To display KeyTips in your document:

  1. Press ALT. Doing this makes KeyTips appear for all of the tabs on the Ribbon.
  2. Now press the corresponding key to open the tab or Quick Access Toolbar you want to use.
  3. Press the letter of the command you wish to execute.

For example to check the spelling of your document, you would press ALT, and then R to display the Review tab, and then S to check spelling and grammar.

Using the Navigation Pane

The Navigation pane is used to help you navigate quickly through a Word document. By default, the Navigation pane is hidden. (Please note that the Navigation pane is not available in Word 2007.) There are two ways to open the Navigation pane:

  1. From the VIEW tab in the Show group, check Navigation Pane:
  2. Press CTRL+F on the keyboard. This is the method to use if you are going to use the Navigation pane to search for text in your document.

The Navigation pane has three tabs, each of which is used for different purposes:

  1. HEADINGS. Use this tab to see all the headings in your document and to quickly move to different section of your document. The highlighted heading shows the location of your cursor in your document. To move to another section of your document, simply click on another heading. To re-organize your document, simply drag and drop a heading from one location to another:

    Note that if you type a word or phrase in the search box while the HEADINGS tab is selected, all the headings to sections that contain your search will become highlighted.

  2. PAGES. Use this tab to see all the pages in your document and to quickly move from one page to another. The highlighted page shows the location of your cursor in your document. To move to another page, simply click on it:
  3. RESULTS. Use this tab to see all the results for a specific search and to quickly move from one result to another. The highlighted search result shows in the main document window. To move to a different search result, simply select it in the Navigation pane:

Working with Other Versions of Word

Word 2010 and 2013 documents use the .docx file extension. Word 2010 and 2013 are based on Office Open XML formats (but you do not need to know how to use XML to work in Word 2010).

The reasoning behind this change is because XML helps keep documents safer by separating out files containing macros or scripts, keeps document sizes smaller, and helps to prevent data corruption and loss by making documents less susceptible to damage.

Opening Documents Created in Previous Word Versions

You can open documents that were created in previous versions of Word. When you open such a document, it will open in Compatibility Mode.

Saving a Word File Created in a Previous Version

When you save a file that was created originally in a preview version of Word, the Save As dialog box will open automatically, to save the file with a .doc file extension.

Saving a Word File as a Previous Version

Also, when you save a Word 2013 file as a previous version, Compatibility Checker will identify any new features that will not work in that version.

Using Read Mode

Microsoft Word 2013 contains a new View option that displays the document in onscreen columns: Read Mode.

To view your document in Read Mode:

  1. Select the VIEW tab on the Ribbon, and, in the Views group, select Read Mode.
  2. Use the left and right arrows to scroll through your document.
  3. To return to Normal view, click View and select Edit Document.

The Object Zoom Feature

Another new feature of Microsoft Word 2013 is the Object Zoom feature. With this feature, you can zoom in on a table, chart, or graphic in your document while in Read Mode, simply by double-clicking it.

To use the Object Zoom feature:

  1. While in Read Mode, double-click an object such as a graphic, a table, or a chart.
  2. The object is now highlighted and centered.
  3. Click the Zoom icon to zoom in or out from the object.
  4. When done working with the object, simply click away from it.

Exploring the Read Mode and Object Zoom Features

Duration: 10 to 15 minutes.

In this exercise, you will examine two new features of Microsoft Word 2013: Reading Mode and the Object Zoom feature. Open or go to Plants in my yard.docx (in the Webucator/Upgrading-2013-Word/Exercises folder) for use in this exercise.

  1. View the document in Read Mode.
  2. While in Read Mode, use the Object Zoom feature to view one of the graphics in the document.

Solution:

  1. Select the VIEW tab and from the Views group, select Read Mode.
  2. Scroll through the document using the arrows.
  3. Double-click a graphic to use the Object Zoom feature.
  4. Click the Zoom icon to zoom in or out on the document.
  5. To return to Normal view, click View and select Edit Document.

Editing PDF Documents in Microsoft Word

Word 2013 allows you top open and edit PDF documents right within Word.

To edit a PDF in Microsoft Word 2013:

  1. With Word open, click the FILE menu tab.
  2. Click Open.
  3. Navigate to and select the PDF document you want to edit.
  4. Click OK to the pop-up message that appears; Word will convert the PDF to an editable file.
  5. Make changes to the document.
  6. Click the FILE menu tab and select Save As.
  7. Save your document as a PDF file.
  8. Your changes will be evident in the file.

Editing a PDF in Word

Duration: 10 to 15 minutes.

In this exercise, you will use Word 2013 to edit a PDF document.

  1. From within Word, open the Plants in my yard.pdf file.
  2. Correct the typo in the Japanese Maple description (in the last sentence, change "trees" to "tree").
  3. Save the file as a PDF.

Solution:

  1. Within Word, click the FILE menu tab and then click Open. Navigate to the Plants in my yard.pdf file.
  2. Click OK to the pop-up message that appears; Word will convert the PDF to an editable file.
  3. On the first page, in the Japanese Maple description, in the last sentence, change "trees" to "tree."
  4. Click the FILE menu tab and click Save As.
  5. Save the file as a PDF document.

Using Live Layout and Alignment Guides

Word 2013 provides some new layout options. When you click a graphic,image, or SmartArt, you will see an icon to the right, which is the Layout Options button. Click it to view options to format your images.

You can select from a number of options, including text wrapping option, which allow you to wrap text around the image in a variety of ways.

Live Layout

When you have an image with text wrapping, you can use the Live Layout feature of Word 2013. To use Live Layout:

  1. Click the image and drag it.
  2. As you drag the image, you will see a preview of what it will look like if you were to select a particular location; that is, the text will move to show how the image will appear.
  3. When you determine the desired location for your image, release the mouse button.

You will notice an anchor icon as you drag the image. The anchor shows the location of the image and the text that it is with.

Alignment Guides

Another new feature of Word 2013 are alignment guides, which help you place images. To use alignment guides:

  1. Drag the image and preview where it will go, using Live Layouts.
  2. As you move the image, you will see green dashed lines appear, which are the alignment guides. They help you align images to margins, text, and so on.

The Resume Reading Feature

The Resume Reading feature allows you to pick up in a document where you left off. To use Resume Reading, you must be working with a document that is saved on the cloud.

To use the Resume Reading feature:

  1. Open a document that is stored on the cloud.
  2. You will notice the bookmark icon on the right.
  3. Scroll over it and you will see the option to pick up where you left off.
  4. Click the link and Word will take you to where your cursor was when you last closed the document.