Title bar Help Ribbon Display (appear only when needed)

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1 Microsoft Office 2013 Quick Reference Card Office 2013 is very much like Office 2010 in its basic functionality. It uses a tabbed Ribbon across the top and employs dialog boxes and a Quick Access Toolbar. The ribbon is flatter and less shadowed giving it an uncluttered, modern look. When you start a program, a new color-coded Start Screen appears. Although creating a blank document, spreadsheet, or presentation is the default option, from this screen you can open a recent file within the application, find and open an older file, select a theme or template or search for additional templates. Office 2013 gives you access to thousands of templates for just about every purpose you can imagine. If you want to turn the Start Screen off, click File Options on the General tab uncheck Show the Start screen when this application starts. Office 2013 can now be used effectively on touch-enabled devices. For example, the new Read Mode in Word opens a document in reading view allowing users to swipe through the document with their finger. Click the Touch Mode button on the Quick Access Toolbar and the ribbon toolbar spreads its icons farther apart for easier access with fingers. Refer to The Ribbon section for additional information. Instead of Insert Clipart, we now have Insert Online Pictures which includes images within the Office Clipart collection online, but also your own OneDrive, Facebook account, etc. SkyDrive, the Microsoft Cloud service, is now called OneDrive and SkyDrive Pro is now called OneDrive for Business. Right-click an image, shape, or other object and select Format Picture to open the new Format Picture task pane. Leave the pane open as you work so that it is visible without cluttering your workspace. The Ribbon Contextual Tabs Quick Access Toolbar Tabs Title bar Help Ribbon Display (appear only when needed) Options Group Names File tab Dialog Box Launchers Gallery (click for more options) Minimize Ribbon Ribbon: Displays the commands and tools you need to perform various tasks. The ribbon can also be minimized and customized to fit your work style. Tip: Maximizing the working window will allow the Ribbon to expand and show more commands. Tabs: Display the commands you can use in a Microsoft Office program. Click a tab to view its available commands which are organized into Groups. Home Tab: Displays the most common commands and is home base for working with files. File Tab: Takes you to Backstage View where you can manage the file itself, not the contents within the file. Trap: If you click the Close button when in Backstage View, the application will also close. Click the Back (left arrow) button at the upper left or press Esc to return to the tabbed interface. Contextual tabs: Display commands for a selected object. Click on object, table, diagram, etc., for tab to appear. Group: Related commands that appear under each tab. Illustration above shows the following groups: Clipboard, Font, Paragraph, Styles, and Editing. Gallery: A list of options and additional choices displayed as thumbnail previews so you can see results before making a choice. Dialog Box Launcher: Click to open a dialog box or pane that gives you more choices related to that group. For new features in Word, Excel, PowerPoint and Outlook, check out the Quick Reference Cards on the DMACC Tech Support website. To Minimize the Ribbon: Click the Minimize Ribbon button on the Ribbon. Or, press Ctrl + F1. Or, double-click a tab on the Ribbon. Or, right-click a tab and select Minimize Ribbon from the contextual menu. To Change Ribbon Display: Click the Ribbon Display Options button. Show Tabs and Commands: Default view and entire Ribbon is displayed Show Tabs: Collapse the Ribbon and only the tabs are displayed Auto-hide Ribbon: The application is placed into full screen mode and the Ribbon is completely hidden. To Customize the Ribbon: Right-click a tab and select Customize the Ribbon from the contextual menu. Or, click the File tab, select Options, and click Customize Ribbon. Use the controls in the dialog box to rename and rearrange tabs, and to rearrange tab commands. Click the New Tab button to create a new tab on the Ribbon. Click the New Group button to create a new group in a tab on the Ribbon. To Return to Default Settings: Click the File tab Options Customize Ribbon Reset OK. Status Bar: (not shown above) Appears at the bottom of the screen and gives information about the file, such as which page you are on, how many words you ve written in a Word document, or the results of a formula like Average, Count, or Sum of selected cells in an Excel worksheet. Right-click the status bar to view available options. Enhanced ScreenTips: Appears when you hover the mouse pointer over a Ribbon command. Includes the item name, a feature description, and shortcut key combination when available. Tip: Customize or turn off by going to File Options. Office 2013 Quick Reference Card Go to for application specific information. Page 1 of 5

2 The Ribbon (cont) Quick Access Toolbar (QAT): Provides quick access to the commands you use most frequently. The Save, Undo, and Redo/Repeat buttons appear on the QAT by default. The default location is Above the Ribbon but can be shown Below the Ribbon. To Add a Command to the QAT: Click the Customize Quick Access Toolbar button and select a command from the menu. Click More Commands to select from a longer list of commands. Or, on the Ribbon, right-click the command you want to add and select Add to Quick Access Toolbar. To Remove a Command from the QAT: On the QAT, right-click the command you want to remove and select Remove from Quick Access Toolbar. To Return to Default Settings: Click the Customize Quick Access Toolbar button More Commands Reset OK. Get Help: Click the Help button. Or, press F1. Or, click the File tab and select Help from the menu. Miscellaneous Galleries Live Preview A gallery is a set of formatting results or preformatted document parts. To Enable Touch Mode: In Touch mode, additional space is added around all of the buttons and icons to make them easier to touch. Click the Customize Quick Access Toolbar button and select Touch/Mouse Mode. The Touch Mode button will appear in the QAT. Click Touch to spread the interface out. Touch Navigation: Basic gestures include tap, tap-hold, double-tap, pinch, stretch, slide, and swipe. On-screen Keyboard: Tap the Touch Keyboard button on the taskbar. Help for Touch Mode: For more specifics about navigating and working via touch, click the Help button and search for Office Touch Guide. Key Tips: Press Alt to reveal available Key Tips, then press the letter or number to execute the command. Tip: After pressing the Alt key and then a letter to select a Ribbon tab, press Tab and Shift + Tab to move forward and backward between the commands on that tab. Press either Spacebar or Enter key to select command. To turn off Key Tips: Press Alt again, click a blank area with the mouse, or press the Esc key. Word includes galleries for text styles, themes, headers, footers, page colors, tables, WordArt, equations, symbols, and more. Other Office applications include their own specific galleries, such as the Transitions and Animations galleries in PowerPoint. In most cases, click a button or drop-down arrow to open a gallery, and then click the gallery choice to apply to the selected text or object. Live Preview temporarily applies the highlighted gallery choice to the current document selection, enabling you to instantly see the results without actually having to apply that formatting. Not all galleries and formatting options have Live Preview enabled. You also don t see Live Preview when working with dialog boxes. Some galleries have draggable borders that enable you to see more of what you are tying to preview. Look for a handle with four dots ( ) to resize the border by dragging up. If there are three dots in the lower-right corner ( ), that means you can resize both its height and width by dragging diagonally. Mini Toolbar Shortcut menus and contextual command buttons Live Preview can be turned off: File Options on the General tab uncheck The Mini Toolbar is a set of formatting tools that appears when you first select text. It is not context-sensitive and it always contains an identical set of formatting tools. When you first select text, the Mini Toolbar appears above and to the right of the mouse pointer. It will disappear when the mouse is moved away from the selection. Right-click the selection to redisplay the Mini Toolbar along with a shortcut menu. The Mini Toolbar can be turned off: File Options on the General tab uncheck PowerPoint When you right-click a selection or object, a context-sensitive shortcut menu appears, along with the Mini Toolbar. Office 2013 has added a new form of contextual tools so that when you select some types of objects, such as a chart, one or more contextual command buttons will appear to the right of the object. Clicking some of these buttons opens a flyout gallery of formatting options for the selection or opens a list of choices that you can click to toggle on and off. Deselect the object to hide the buttons. Word Excel Panes Panes were referred to as task panes in previous versions are similar to dialog boxes. They appear on-screen to help you navigate, perform research, apply formatting, apply animation to objects, and more. Panes make commands available while still enabling you to type and make selections in the document. Some panes appear docked on the left or right side of the document window, where others automatically appear undocked. Undock by pointing to its title bar and dragging to the desired location. Double-click a floating pane s title to return to docked position. You can display several Panes on-screen at any time. To close a Pane, click its Close (X) button. Office 2013 Quick Reference Card Go to for application specific information. Page 2 of 5

3 Backstage View Backstage View is where the Open, Save, New, Print, Share and program Options are located. To access Backstage View, click the File tab. If you have not yet opened a file it will default to the Open submenu. If you have already opened a file, it will default to the Info submenu. Click the back arrow to display the normal, editing view of your file. Or press Esc. Info: Displays information about the current file, including its properties. Commands are available for working with versions, permissions, and sharing. If working with an older version, the Convert button will also be available. Info in Outlook: View account settings, set Automatic replies, cleanup your mailbox, and create and manage rules and alerts. New: Create a new blank file, or create a file from a template. Browse templates with the preview feature by right-clicking on one of the template thumbnails and selecting Preview. Open: Displays the Open submenu and a list of the most recently used files within that application. To access files saved on the network, C drive or flash drive, click Computer and select drive location or click Browse to open the Open dialog box. Tip: To easily access frequently used files, consider pinning to the Recent Documents list by clicking the Pin icon. Click again to unpin from list. Save: Saves the current file in the same location with the same filename. Not available until after using Save As. Save As: Saves the current file and prompts you for a filename and location information, even if the file has been previously saved. Click Computer and select a drive location or click Browse to open the Save As dialog box. Print: Preview the file and adjust printing options, including setting a print range, choosing a printer, and specifying settings like color and collation. Share: Offers access to features for distributing the presentation file via or fax, sharing it on your OneDrive, presenting the file online in a program such as a Lync Meeting, sending by Instant Message, publishing slides to a SharePoint server, posting to a Word blog, etc. Export: Provides commands for creating PDF and XPS files, changing file type, and if in PowerPoint, creating videos, exporting handouts to Word, etc. Close: Closes the current file while keeping the program open. Account: Enables you to see the user account information that you are logged in with and manage your connected services, such as your OneDrive. You can see a list of connected services such as Twitter and Facebook and add other services such as LinkedIn. You can also check for updates from here and view software version information. Options: Customize how the program saves, displays, and proofs documents by setting program options. Examples: don t show Mini Toolbar or Start Screen, customize Auto Correct Options, set default file save location, control copy/paste operations, etc. A GREAT place to look over if you really want to know your applications. Office Theme and Office Background Each Office program has its own designated color: Word is blue, Excel is green, PowerPoint is orange, Outlook is blue, etc. Office 2013 offers a choice of three themes: White (the default), Light Gray, and Dark Gray. Every tab heading is identified with black text on a white or gray background and the File tab stands out with white type on a bold-colored background. The Office Background option controls whether you see a faint decorative pattern in the space above the ribbon. Image at right shows the School Supplies background. Changing your Office Theme and/or Office Background affects all Office programs immediately. Office Theme and Office Background settings can be changed in two different areas: File Options General tab File Account Office 2013 Quick Reference Card Go to for application specific information. Page 3 of 5

4 File Saving, nd Online Collaboration Office 2013 is designed to integrate with the cloud with OneDrive, formerly known as SkyDrive, and SharePoint. When you save a file, the application will default to saving to your OneDrive account but you can save to your network drive if you wish. Note: If wishing to change the defaults, refer to the following section. SharePoint is Microsoft s content management system used by DMACC to build our websites. You may already be familiar with your MySite and the ability to save documents to your Personal Documents Library or your Shared Documents Library. If not, refer to documentation on the DMACC Tech Support website called Document Management at DMACC. When you save or upload your Office documents to an online location, they will be available to you and others, if permissions are set, from any device at any time via Office 2013 on a PC or tablet, or via the WebApps. Save a File Changing Default File Save Location FYI: Other Default settings Saving to the Cloud To save a document for the first time: 1. Click the File tab. 2. Click Save As. 3. Browse to the location where you d like to save your document. 4. Click Save. Notes: If a document has not been saved yet and you click on the Save icon in the Quick Access Toolbar, Backstage View will automatically open to the Save As tab. Default settings can be adjusted to bypass the Backstage View and automatically open the Save As dialog box instead. (See below.) To save the document on a network drive, flash drive, or the computer s C drive, click Computer and choose from the list of Recent Folders or click Browse to open the Save As dialog box and navigate to the desired location. To save the document online, choose a listed location or select Add a Place. The default setting is to go to Des Moines Area Community College which would be your OneDrive location. This setting can also be adjusted to automatically go to Computer. (See below.) The default file location when selecting Computer is in a folder called Documents on the C drive. DMACC has already adjusted this setting to default to your P drive. To adjust this setting to a specific folder on your P drive or to a departmental drive: 1. Open the application on the computer where you want to adjust the settings. 2. File Options Save 3. If available, click Browse and navigate to the desired location/folder. If Browse is not available, open Windows Explorer or Computer, navigate to the desired location/folder and copy the address into your Clipboard. Paste into the Default local file location: field. 4. Click OK. To adjust other Save default settings: 1. Open the application on the computer where you want to adjust the settings. 2. File Options Save To bypass Backstage View when clicking on the Save icon check Don t show the Backstage when opening or saving files. To automatically go to Computer, check Save to Computer by default. 3. Click OK. There are two ways to save to a Cloud. 2. Click Save As. 3. Under Save As, select [your name] OneDrive or other Cloud you are subscribed to, sign in and save your document. Or 3. Select Invite People, and in the right-hand pane, click Save to Cloud. The file hosting service that you are subscribed to will be listed. Select it and save your document in the location that is relevant. Office 2013 Quick Reference Card Go to for application specific information. Page 4 of 5

5 File Saving, nd Online Collaboration (cont) document by Inviting People Once you have saved your document online, you can grant people access to it so that they can view or edit it. 3. Select Invite People, and in the right-hand pane, type the name or address of the person(s) you want to share with. 4. In the box to the right, select their permissions from the drop box to either Can edit or Can view. 5. Include a message with the invitation (optional). 6. If you want the user to sign in before accessing the document, check Require user to sign-in before accessing document. 7. Click Share. document via document by sending a Link Additional ways to Share Send your document via in a number of formats. 3. Click , and in the right-hand pane select the format you wish to post with: as attachment, as link, as.pdf, as.xps, as Internet Fax. 4. A new message window opens, with the file attached in the format that you selected. Type the recipients addresses in the To section. 5. Type your message in the message section. 6. Click Send. Get a link to your document and send it to those you would like to share it with. 3. Select Get a Sharing Link, and in the right-hand pane, click Create Link from either the View Link section or the Edit Link section, depending on the permissions that you set. 4. Once the link has been created, highlight it and copy. Right-click Copy or Ctrl + C. 5. Copy and paste the link into an or IM and send it to the contact you wish to share with. 6. Click Send. Click the Help button to learn how to: Share a document via Social Networks Present your document online (Microsoft Lync) Office 2013 Quick Reference Card Go to for application specific information. Page 5 of 5

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