Microsoft Office Productivity Features and Tips with emphasis on Excel Data Analysis and Pivot Tables Presented by Judy Borsher, CPA Business Learning Institute Provider Presented to MDGFOA June 22, 2016 888-481-3500 http://www.bizlearning.net , CGMA Microsoft Office Productivity Features and Tips: Emphasis on Excel Data analysis and Pivot Tables Description: Every professional will be affected by the many enhancements and features in the new Microsoft Office 2013 programs. Excel analysis tools and presentation graphics are among the many updates. This course will tell you what you need to know to migrate to Office 2013. Special emphasis will be given to the new productivity features in Excel, Word, PowerPoint, Outlook and OneNote as they apply to CPAs. Participants will learn many time-saving tips and receive course take-away resources. Microsoft Office 2016 new features will also be discussed. Objectives: • Understand changes in the Office 2013 user interface • Review file formats and compatibility issues with previous Microsoft Office versions • Explore analysis and reporting tools across Office 2013 Excel, Word, Outlook, PowerPoint, and OneNote • Understand Excel's new flash fill and other new data analysis features • Track formulas and protect data • Explore new Pivot Table features and the PowerPivot add-in • Use Outlook's new productivity features • Examine new Word features for ease of document creation, manipulation and review • Use new time-saving PowerPoint features to quickly create new presentations with dynamic graphic elements • Learn how OneNote can become an important collaboration tool Major Topics: Excel Features: *Review and check formula calculations quickly * Identify trends in data and find duplicates using Excel's conditional formatting features * Track key performance indicators with new business graphics * Perform quick data analysis using Excel's Table and Pivot Table features * Enhance Pivot Table results with slicers to filter data * Create dynamic Excel business charts in seconds Incorporate new Sparkline graphics into individual cells to display trends in data * Explore interactivity between Excel and Word * Create PDFs from Excel with security settingsExplore the structure of a OneNote notebook Outlook Features * Use the new instant search email features to find email and attachment content * Search all folders including archive folders *Trigger email and attach files from Excel, Word and PowerPoint * Use the new conversation view to track and cleanup email threads quickly Share Calendars, overlay Calendars and use privacy controls * Schedule a meeting from an email message and invite everyone addressed in the email in one click * Explore Calendar views and email flag settings in the new ToDo Bar * Explore features and tips to manage Contacts * Create PDFs from Outlook email with security settings Word Features: * Easily incorporate Excel data ranges into Word documents with updating links * Apply styles and formatting in documents * Use Tables and Tabs within Table columns for aligning numbers * Use new options to protect private information * Use AutoCorrect Features to save typing time * Create PDFs from Word with security settings What’s new in Office Professional Plus 2013? 1 Contents Topics in this guide include: Start Share Extend Touch What’s new in the Office apps? For more information The new Office transforms how you work. Each application start is a new experience designed to help productivity. Open an existing document or use a template to create a new document. It’s also easier to share and collaborate. You can use new features like SkyDrive® Pro to save and share your files right from your Office applications. The new Office applications are also more closely aligned with each other, so you have a consistent experience from one application to another. This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2012 Microsoft Corporation. All rights reserved. More Work Smart content: http://microsoft.com/microsoft-IT 2 Start When you start the new Word, PowerPoint®, Excel®, Publisher, or Access, each experience begins with a newly redesigned and uniform start screen. You can start with a compelling template or theme, choose a recent or not-so-recent file, or start from a blank document. Save and share files in the cloud You can save documents directly to SkyDrive® Pro from Word, Excel, PowerPoint, and OneNote®. With your documents stored in the cloud, you can get to them anytime you’re online. It’s also easier to share documents stored in the cloud. You can even work together with colleagues on the same file at the same time. CAUTION Do not use your personal SkyDrive (use SkyDrive Pro instead) to share business documents. Your personal SkyDrive is a consumer service and is not intended for confidential business information. Also, do not store HBI or PII content on SkyDrive Pro. Across all applications, more templates, building blocks, and styles are available and uniformly accessible for you to use. You can choose from templates saved to your local hard drive or from a vast array of online templates. After you save files on SkyDrive Pro, you can create a local cache of the files for offline usage by clicking the Sync button, which appears in every document library. The local folder will always sync with the online library when you regain connectivity. 3 Office recognizes me? When you log on to your computer with your domain credentials, and then open an Office application, Office automatically recognizes you. Your picture and name are displayed in the upper-right corner of the screen to show that you’re signed in. Your Office settings also roam with you. For example, your Office background, theme, and connected services roam with you when you’re signed in to Office. To change account information like your picture, tap or click File, and then tap or click Account. Because Office is associated with your credentials, your Office documents roam with you even when you move to a different computer or device, as long as you’re signed in to Office with those credentials. For example, let’s say you’re working on an Excel spreadsheet at work. You save the document to SkyDrive Pro, close the document, and then use a different computer or other device when you’re on the road. If you’re signed in to Office, when you open Excel on the new device, your recent documents are displayed on the left side of the start screen, so you can get right back to work on your document. 4 Access your most-used files quickly In the new Office, the Save As and Open dialog boxes have been improved to reduce browsing and scrolling. Your recent folders are right there, and you can pin a location so that it’s always available. Present a document online using the Office Presentation Service Share If you need to share a document, you can present a Word, Excel, PowerPoint, or OneNote document using the Office Presentation Service, a free public service that allows others to follow along in their web browser. No setup is required to use the Office Presentation Service. The new Office applications make it a snap to share files in several different ways. Invite people to share With the new Word, Excel, PowerPoint, and OneNote, after you’ve saved a document on SkyDrive Pro, you can simply invite people to share the document. You can even set up permissions (view or edit) to the document from your Office app. When you click Share, Office sends a link to anyone that you invite so that they can access the file quickly and easily. 5 Connect to a Lync meeting from anywhere You can connect to a Lync online meeting from a smartphone, tablet, or PC, no matter where you are. In the meeting, you can share a PowerPoint presentation, a Word document, an Excel spreadsheet, or a OneNote notebook. Meeting attendees can see the files even if they don’t have Office installed. Apps are hosted in the cloud and are independent from Office lifecycles, which provides maximum flexibility to deploy and update apps. Apps for Office roam with your user identity (when you’re signed into Office), so they are available from a multitude of devices. To create apps for Office and SharePoint, developers can leverage existing web-development skills and familiar languages such as HTML/CSS, JavaScript, ASP.NET, or PHP, along with familiar tools and hosting services. Developers can also sell and publish apps through the Office store. IT and engineering teams can make extensive use of Windows Azure-hosted applications and ASP.NET. Smaller portal owners can continue to host on SharePoint. Touch Extend Extend Office with the new apps for Office and SharePoint®. Apps for Office and SharePoint The new Office introduces a Cloud App Model that web and professional developers can use to quickly build secure, scalable, and flexible apps. By combining cloud services and web technologies (such as HTML and Java Script), this new class of apps extends and personalizes the way that users can create and consume information from within Office and SharePoint. The new Office is designed for touch-enabled Windows 8 and Windows 7 computers and devices, so that you can tap and swipe your way through your documents and communications. If you want to enlarge the space between buttons on the ribbon to make it easier to select options with your fingers, use the new Touch/Mouse Mode button. You can add the Touch/Mouse Mode button to the Quick Access Toolbar so that you can easily switch back and forth between Touch and Mouse modes. 6 Add the Touch/Mouse Mode button to the Quick Access Toolbar 1. Click the down arrow on the Quick Access Toolbar. 2. Tap or click Touch/Mouse Mode to add the button to the toolbar. 3. Tap or click the Touch/Mouse Mode button on the Quick Access Toolbar, and then select the mode you want. Where’s the ribbon? With the new Office, you can use more of your screen for workspace by accessing the ribbon only when you need it. If the ribbon is hidden, just click a tab to display it, and then tap or click the item you want. If you always want the ribbon displayed, pin it by clicking the Pin the ribbon button (far right side of ribbon). What’s new in the Office apps? To learn about exciting new features in each of the new Office applications, click any of the following links. What’s New in Word 2013? http://office.microsoft.com/en-us/word-help/what-s-new-in-word2013-HA102809597.aspx?CTT=1 What’s New in Excel 2013? http://office.microsoft.com/en-us/excel-help/what-s-new-in-excel2013-HA102809308.aspx?CTT=1 CAUTION Even in Mouse mode, if you open a menu (the collapsed ribbon or the contextual right-click menu) using touch, the menu will open up with spaced icons and controls, as if you specifically switched to Touch mode. Functionality that requires hover behavior is not active in Touch mode, however. For example, if you tap Font Color (rather than clicking with the mouse), the buttons will be bigger, but the Eyedropper will not be available on the menu. What’s New in PowerPoint 2013? http://office.microsoft.com/en-us/powerpoint-help/what-s-new-inpowerpoint-2013-HA102809628.aspx?CTT=1 What’s New in OneNote 2013? http://office.microsoft.com/en-us/onenote-help/what-s-new-inmicrosoft-onenote-2013-HA102749260.aspx?CTT=1 7 What’s New in Outlook 2013? http://office.microsoft.com/en-us/outlook-help/what-s-new-inoutlook-2013-HA102606408.aspx?CTT=1 What’s New in Access 2013? http://office.microsoft.com/en-us/access-help/what-s-new-inaccess-2013-HA102809500.aspx?CTT=1 For more information Microsoft IT Showcase http://microsoft.com/microsoft-IT What’s new in Office 2013 http://office.microsoft.com/en-us/outlook-help/whats-new-in-office2013-HA102830213.aspx?CTT=1 Office Support http://office.microsoft.com/en-us/support/?CTT=97 SkyDrive apps http://windows.microsoft.com/en-US/skydrive/download What is SkyDrive Pro? http://office.microsoft.com/en-us/sharepoint-server-help/what-isskydrive-pro-HA102822076.aspx 8 What’s new in Excel 2013? 9 Contents Topics in this guide include: Visualize Share Analyze Touch For more information The first thing you see when you open Excel® 2013 is a brand new look. It’s cleaner, but it’s also designed to help you get professional-looking results quickly. You will find many new features that help you draw more persuasive pictures of your data, guiding you to better, more informed decisions. This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2012 Microsoft Corporation. All rights reserved. More Work Smart content: http://microsoft.com/microsoft-IT 10 Visualize Instant data analysis with the Quick Analysis tool With Excel 2013, you can bring analysis to life with just a few taps or clicks. Use the new Quick Analysis tool to convert your data into a chart or table in two steps or less. Preview your data with conditional formatting, sparklines, or charts, and make your choice stick with just one tap or click. Get started quickly If you don’t know where to start or how to structure or format your spreadsheet, select from a collection of professionally designed templates, including budgets, calendars, forms, reports, and more. Templates do most of the setup and design work for you so you can focus on the results. Use the Quick Analysis tool 1. Select the cells that contain the data you want to analyze. 2. In the lower-right corner of the highlighted selection, tap or click the Quick Analysis Lens button (or press CTRL+Q). 3. In the Quick Analysis gallery, tap or click the appropriate tab for the action you want to apply. For example, tap or click FORMATTING. 11 4. Hover over each formatting item to see a live preview. For example, hover over Color Scale to help you spot high and low costs in your data. 5. Tap or click the preview that you like best to insert it into your spreadsheet. NOTE You might notice that the options you can choose from are not always the same. That’s because the options change based on the type of data you select in your workbook. Fill out an entire column of data in a flash Flash Fill is like a data assistant that finishes your work for you. As soon as it detects what you want to do, Flash Fill enters the rest of your data, based on the pattern it recognizes in your data. Flash Fill is useful whenever you have a lot of data to clean up, for example, when you import it from another program. Create the right chart for your data Find the best way to visualize your data in a chart by using Recommended Charts. Excel recommends the most suitable charts for your data. You can preview how your data appears in the different charts, and then select the one that shows the insights you want. To use Recommended Charts: 1. Select the data that you want to chart. 2. On the Insert tab, in the Charts group, tap or click Recommended Charts. 12 3. In the Insert Chart dialog box, on the Recommended Charts tab, scroll through the list of charts that Excel recommends for your data, and then tap or click any chart to see how your data will look. To see previews of additional types of charts, tap or click the All Charts tab. To access additional design and formatting features, tap or click anywhere in the chart to add the Chart Tools to the ribbon, and then tap or click the options you want on the Design and Format tabs. Chart ribbon changes In addition to the new Recommended Charts button, the Excel 2013 ribbon groups related types of charts together, like scatter and bubble charts. The ribbon also includes a new button for combo charts. 4. When you find the chart you want, tap or click OK. 5. Use the Chart Elements, Chart Styles, and Chart Filters buttons next to the upper-right corner of the chart to add chart elements like axis titles or data labels, customize the look of your chart, or change the data that’s shown in the chart. Also, when you tap or click a chart, you will see a simpler Chart Tools ribbon, with just Design and Format tabs. Richer data labels With Excel 2013, you can include rich and refreshable text from data points or any other text in your data labels, enhance them with formatting and additional freeform text, and display them in just about any shape. Data labels stay in place, even when you switch to a different type of chart. 13 You can also connect data labels to their data points with leader lines on all charts, not just pie charts. Apps for Office integration With Excel 2013, you can create and use custom add-ons to help you combine your data with other data and visualizations available on the web, such as Bing® maps. For more information, see the article Overview of Apps for Office 2013 at http://technet.microsoft.com/en-us/library/jj219429.aspx. Share Animated charts Chart animations display data changes in real time as you adjust numbers or add new data points to your workbook. Animated charts are fun to watch and the movement in the chart makes the data changes stand out. One workbook, one window In Excel 2013, each workbook has its own window, which makes it easier to work on two workbooks at once. It also makes it easier when you’re working on two monitors. With the new Excel, you can save your workbooks online in SkyDrive® Pro, and then easily share them with your co-workers. No matter what device they’re using or where they are, everyone can work with the latest version of a worksheet. You can even work together in real time. Save and share files in the cloud You can save directly to SkyDrive Pro from Excel. With your spreadsheets stored in the cloud, you can get to them anytime you’re online. It’s also easier to share documents stored in the cloud. You can even work together with colleagues on the same file at the same time. CAUTION Do not use your personal SkyDrive (use SkyDrive Pro instead) to share business documents. Your personal SkyDrive is a consumer service and is not intended for confidential business information. Also, do not store HBI or PII content to SkyDrive Pro. 14 Save a document on SkyDrive Pro 2. Tap or click File, and then tap or click Share. 1. Tap or click File, and then tap or click Save As. 3. Under Share, tap or click Invite People. 2. Under Save As, tap or click to select the SkyDrive Pro location you desire. 4. On the right side of the screen, under Invite People: NOTE After you save files on SkyDrive Pro, you can create a local cache of the files for offline usage with one click by clicking the Sync button, which appears in every document library. The local folder will always sync with the online library when you regain connectivity. a. To share a document, enter the names or email addresses to invite people. b. Select Can edit or Can view to set permissions for the document. c. Enter a message to include with the invitation (optional). 5. Tap or click Share. NOTE If you haven’t saved the document to SkyDrive Pro before you start this procedure, Excel walks you through the process of saving to SkyDrive Pro before you invite people. Invite people to share a document saved on SkyDrive Pro After you save a document on SkyDrive Pro, you can invite people to share the document. You can even set up permissions (view or edit) for the document from Excel. Present a workbook in a Lync meeting You can share your workbook and collaborate in real time with others in a Lync® 2013 conversation or online meeting. You can also allow others to take control of your workbook. 1. In Excel, open the document that you want to share. 15 To share a workbook in a Lync meeting: 1. In Excel, close any open workbooks you don’t want to share. 2. Tap or click File, and then tap or click Share. 3. Under Share, tap or click Present Online. 7. In Lync, do one of the following: Begin your scheduled meeting. Begin a new meeting by inviting your attendees. Tap or click the Invite More People button, tap or click Invite More People, and then select or type the names of your attendees. 4. Under Present Online, tap or click Present. 5. If Lync isn’t running, sign in to continue. 6. In the Share Workbook Window dialog box, pick a scheduled meeting or tap or click Start a new Lync meeting, and then tap or click OK. 8. To stop sharing, tap or click Stop sharing at the top of the screen. NOTE You can also share your workbook by attaching it to an Instant Message (IM). Embed worksheet data in a web page To share part of your worksheet on the web, you can simply embed it on a web page. Other users can use Excel Web App to edit the data or they can open the embedded data in Excel. 16 Analyze 4. In the Recommended PivotTables dialog box, tap or click each of the samples on the left side of the screen to see a preview of your PivotTable. Excel 2013 provides many enhancements for working with PivotTables and PivotCharts. Create a PivotTable to analyze worksheet data Use the new Recommended PivotTables feature to have Excel recommend different ways to summarize your data. Excel provides a quick preview of the field layouts. Select the table that provides the insights you need. To use Recommended PivotTables: 1. Make sure that your data has column headings or table headers, and that there are no blank rows. 2. Tap or click any cell in the range of cells or table. 3. On the Insert menu, tap or click Tables, and then tap or click Recommended PivotTables. 5. Tap or click OK to choose a selected sample. Excel places the PivotTable on a new worksheet and shows the Field List so you can further rearrange the PivotTable data as needed. Use multiple tables in your data analysis The new Excel Data Model enables you to tap into powerful analysis features that were previously only available by installing the PowerPivot add-in. In addition to creating traditional PivotTables, you can create PivotTables based on multiple tables. And by importing different tables and creating relationships between them, you can analyze your data with results that you can’t get from traditional PivotTable data. 17 Use one Field List for different types of PivotTables You can use the same Field List in Excel 2013 to create the layout for a PivotTable that uses one table or multiple tables. The Field List makes it easier to find the fields you want in your PivotTable layout, switch to the new Excel Data Model by adding more tables, and explore and navigate to all tables. Connect to new data sources To use multiple tables in the Excel Data Model, you can connect to and import data from additional data sources into Excel as tables or PivotTables. For example, you can connect to data feeds like OData, Windows® Azure® DataMarket, and SharePoint® data feeds. You can also connect to data sources from additional OLE DB providers. Create relationships between tables When you have data from different data sources in multiple tables in the Excel Data Model, creating relationships between those tables makes it easy to analyze your data without having to consolidate it into one table. By using Multidimensional Expression (MDX) queries, you can further leverage table relationships to create meaningful PivotTable reports. Quick explore You can explore different cuts and views of your data with one click and discover new insights hidden in your data. With one click, you can also conduct a cross-tab analysis of large datasets and get a 360-degree view of what your data can show you. Trend analysis If you want to try to predict future trends, a good place to start is to look at the historical time series data. With Excel 2013, you can pull up a chart showing the trend based on the historical data. Use a timeline to show data for different time periods A timeline makes it easier to compare your PivotTable or PivotChart data over different time periods. Instead of grouping by dates, you can simply filter dates interactively or move through data in sequential time periods (like month-to-month performance) with just one tap or click. 18 Use Drill Down, Drill Up, and Cross Drill to get to different levels of detail Use OLAP calculated members and measures In earlier versions of Excel, drilling down to different levels of detail in a complex set of data wasn’t an easy task. Custom sets were helpful, but finding them among a large number of fields in the Field List took time. In the new Excel Data Model, you can navigate to different levels more easily. With Excel 2013, you can tap into the power of self-service Business Intelligence (BI) and add your own MDX-based calculations in PivotTable data that is connected to an Online Analytical Processing (OLAP) cube. You don’t have to use the Excel Object Model—you can create and manage calculated members and measures directly through Excel. Use Drill Down in a PivotTable or PivotChart hierarchy to see granular levels of detail. Use Drill Up to go to a higher level for “big picture” insights. Use Cross Drill to navigate from one hierarchy to another to get insights about data across one or more hierarchies. New Excel functions You’ll find several new functions in the math and trigonometry, statistical, engineering, date and time, lookup and reference, logical, and text function categories. Excel 2013 also includes a few Web service functions for referencing existing Representational State Transfer (REST)-compliant Web services. Create a standalone PivotChart With Excel 2013, a PivotChart no longer has to be associated with a PivotTable. A standalone or de-coupled PivotChart enables you to experience new ways of navigating to data details by using the new Drill Down, Drill Up, and Cross Drill features. It’s also much easier to copy or move a de-coupled PivotChart. PowerPivot add-in The PowerPivot data analysis engine is built into Excel 2013 so that you can build simple data models directly in Excel. The PowerPivot add-in provides an environment for creating more sophisticated models. Use it to filter out data when importing and to define your own hierarchies, calculation fields, and key performance indicators (KPIs). You can use the Data Analysis Expressions (DAX) language to create advanced formulas. 19 Power View Strict converter for new file format Use the Power View button on the Insert tab to compile data, charts, and graphs in a single view to bring your data to life. Discover insights about your data with highly interactive and powerful data exploration, visualization, and presentation features that are easy to apply. Use Power View to create and interact with charts, slicers, and other data visualizations in a single sheet. With Excel 2013, you can save to and open files in the new Strict Open XML Spreadsheet (*.xlsx) file format. With this file format, you can read and write ISO8601 dates to resolve a leap year issue for the year 1900. Touch Excel 2013 is designed for touch as well as mouse and keyboard, so you can use your fingers and hands to move through your charts, graphs, and tables on Windows 8 devices and touch-enabled Windows 7 computers. If you want to enlarge the space between buttons on the ribbon to make it easier to select options with your fingers, you can also use the new Touch/Mouse Mode button. You can add the Touch/Mouse Mode button to the Quick Access Toolbar so that you can switch back and forth between Touch and Mouse modes. Spreadsheet Inquire add-In The new Inquire add-in helps you analyze and review your workbooks to understand their design, function, and data dependencies, and to uncover a variety of problems including formula errors or inconsistencies, hidden information, broken links, and others. Using the Inquire add-in, you can start a new Microsoft Office tool called Spreadsheet Compare to compare two versions of a workbook and identify where changes have occurred. Add the Touch/Mouse Mode button to the Quick Access Toolbar 1. Click the down arrow on the Quick Access Toolbar. 2. Tap or click Touch/Mouse Mode. The Touch/Mouse Mode button is added to the Quick Access Toolbar. 20 3. Tap or click the Touch/Mouse Mode button on the Quick Access Toolbar, and then select the mode you want. For more information What's new in Excel 2013 http://office.microsoft.com/en-us/excel-help/what-s-new-in-excel2013-HA102809308.aspx?CTT=1 Excel 2013 Quick Start Guide http://office.microsoft.com/en-us/support/excel-2013-quick-startguide-HA103673690.aspx?CTT=1 Create your first Excel 2013 workbook http://office.microsoft.com/en-us/support/create-your-first-excel2013-workbook-RZ102925073.aspx?CTT=1 Version compatibility between PowerPivot Data Models in Excel 2010 and Excel 2013 http://office.microsoft.com/en-us/excel-help/version-compatibilitybetween-powerpivot-data-models-in-excel-2010-and-excel-2013HA103929426.aspx?CTT=1 Make the switch to Excel 2013 http://office.microsoft.com/en-us/excel-help/make-the-switch-toexcel-2013-RZ102924304.aspx?CTT=1 21 Quick Start Guide Microsoft Excel 2013 looks different from previous versions, so we created this guide to help you minimize the learning curve. Add commands to the Quick Access Toolbar Keep favorite commands and buttons visible, even when you hide the ribbon. Explore commands on the ribbon Each ribbon tab has groups, and each group has a set of related commands. Show or hide the ribbon Click Ribbon Display Options or press Ctrl+F1 to hide or show the ribbon. Manage files Open, save, print and share your files. Also change options and account settings in this view. Get visual cues Watch for action buttons that appear in the sheet and animations that show data changes. Create sheets Start with one sheet and add more sheets as needed. Access other tabs More tabs appear on the ribbon when you need them, like chart or PivotTable tabs. Show shortcut menus Get in the habit of right-clicking your sheet, chart, or PivotTable data. Excel will show you commands that are relevant for your data. Open a dialog box Click the launcher icon to show more options for a group. Show Key Tips If you’d rather use the keyboard, press Alt to show keys that let you access commands on the ribbon. And yes — the keyboard shortcuts you’ve used before will still work. Change views Work faster in the right view. Choose Normal, Page Layout, or Page Break Preview. Zoom in or out Drag the zoom slider to change the zoom level. 22 How to get started with Excel 2013 If you’ve been using Excel 2007 or 2010 and are familiar with the ribbon, you’ll want to know what changed in Excel 2013. If you’ve been using Excel 2003, you’ll want to know where to find the Excel 2003 commands and toolbar buttons on the ribbon. Explore the ribbon If you’ve used the ribbon in an earlier version of Excel, you’ll notice a few changes. The Insert tab has new buttons to help you create charts and PivotTables. There’s also a new Filters group with buttons for creating slicers and timelines. We have many free resources to help you learn Excel 2013, including online training. Just click the question mark in the top-right corner above the ribbon to open Excel Help. Other tabs appear when you’re working on certain things like charts and PivotTables. Those tabs have also changed to make things easier to find. 23 Things you might be looking for Use the list below to find some of the more common tools and commands in Excel 2013. To... Click... And then look in the... Create, open, save, print, share, or export files, or change options File Backstage view (click the commands in the left pane). Format, insert, delete, edit or find data in cells, columns, and rows Home Number, Styles, Cells, and Editing groups. Create tables, charts, sparklines, reports, slicers, and hyperlinks Insert Tables, Charts, Sparklines, Filters, and Links groups. Set page margins, page breaks, print areas, or sheet options Page Layout Page Setup, Scale to Fit, and Sheet Options groups. Find functions, define names, or troubleshoot formulas Formulas Function Library, Defined Names, and Formula Auditing groups. Import or connect to data, sort and filter data, validate data, flash fill values, or perform a what-if analysis Data Get External Data, Connections, Sort & Filter, and Data Tools groups. Check spelling, review and revise, and protect a sheet or workbook Review Proofing, Comments, and Changes groups. Change workbook views, arrange windows, freeze panes, and record macros View Workbook Views, Window, and Macros groups. 24 Apply features without the ribbon Better access to chart features In Excel 2013, we’ve placed some frequently used but hard to find commands and buttons within easy reach. Excel 2013 gives you these options right next to the chart. Just click the Chart Elements, Chart Styles, or Chart Filters buttons to fine-tune your chart. Creating a recommended chart is great way to get started, but you’ll still want to customize the style and show the exact data you need to make it your own. When you select data on your worksheet, the Quick Analysis button appears. It gives you quick access to many useful features you may not have been aware of, and lets you preview them on your data before you make them stick. When entering data, you might notice that Excel fills values automatically as it detects a pattern. You’ll get the Flash Fill Options button to make further decisions. 25 How to work with people who don’t yet have Excel 2013 Here are some of the things to keep in mind when sharing or exchanging files with people who are using an older version of Excel. In Excel 2013 What happens? What should I do? You open a workbook that was created with Excel 97-2003. Excel opens the workbook in compatibility mode and keeps it in Excel 97-2003 file format (*.xls). Keep working in compatibility mode if you’re sharing the workbook with people who don’t have Excel 2013. When you save the workbook, Excel will tell you about compatibility issues if you’ve used new features that aren’t supported in earlier versions of Excel. If you’re not sharing the workbook, convert it to the Excel 2007-2013 file format (*.xlsx) to take advantage of all new Excel 2013 features (click File > Info > Convert). You save your workbook as an Excel 2013 file. Excel saves the workbook in the Excel 2007-2013 file format (*.xlsx) so you can take advantage of all new Excel 2013 features . If you plan to share this workbook with people who use an earlier version of Excel, check the workbook for compatibility issues (click File > Info > Check for Issues). You can then see the issues and resolve them before you share the workbook. You save your workbook as an Excel 97-2003 file. Excel automatically checks the file for compatibility issues and shows them for any new Excel 2013 feature you used. Assess any compatibility issues and resolve them before you share the workbook. 26 Find advanced features To record an occasional macro, you can use the Macros button on the View tab. But if you plan to routinely create or edit macros and forms, or use XML or VBA solutions, you’ll want to add the Developer tab to the ribbon. You can select it on the Customize tab of the Excel Options dialog box (click File > Options > Customize Ribbon). Enable add-ins that come with Excel Excel 2013 comes with several add-in programs that let you do some advanced data analysis. There are common Excel add-ins, such as the Analysis ToolPak or the Solver add-in. Enabling add-ins adds them to the ribbon. Just select them in the Manage box on the Add-ins tab of the Excel Options dialog box (click File > Options > Add-ins), and then click Go. The Developer tab appears on the ribbon to the right of the View tab. If you have a Professional Plus version of Office, you’ll also have some new add-ins, such as the Inquire, PowerPivot for Excel 2013, or Power View add-in. The Power View add-in even has a designated button on the Insert tab. Clicking that button the first time enables the add-in. 27 What’s new in Word 2013? 28 Contents Topics in this guide include: Polish Enjoy Work together Touch For more information With Word 2013, you can do more with your docs: pop in an online video, open a PDF in Word and reuse the content, or align pictures and diagrams with minimal fuss. The new Read Mode is clean and distraction free—and it works great on tablets. Teaming up is better too, with connections to ® SkyDrive Pro and streamlined review features like Simple Markup and Reply Comment. This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2012 Microsoft Corporation. All rights reserved. More Work Smart content: http://microsoft.com/microsoft-IT 29 Polish With Word 2013, you can create beautiful and engaging documents, and you can work with more media types—like online videos and pictures. You can even open and edit PDF files. Word also provides numerous other enhancements like a new Design tab, alignment guides, and a new picture editing and formatting pane that you can use to add flair to your documents. Start with a template When you open Word 2013, you can see a list of your recently viewed documents, so you can get back to where you left off in no time. If you want to create a new document, you’re offered a choice of great new templates to help get you started. If you’d rather not use a template, just tap or click Blank document. Open and edit PDF files from Word You can open a PDF file like you would any other document. With PDF Reflow, the content reflows in Word as if the document was created in Word. Paragraphs, lists, tables, and other elements behave just like you would expect in Word. The original PDF file remains untouched unless you choose to Save As PDF under the same name. To open and edit a PDF file: 1. Click File, and then click Open. 2. Locate the file, and then double-tap or double-click to open it. 3. To edit the file, on the View tab, click Edit Document. NOTE The document might not have perfect page-to-page correspondence with the original. For example, pages may break at different locations. The conversion works best with mostly textual documents. Watch online videos from Word You can insert an online video into your document and then watch the video right in Word without leaving the document, so you can stay focused on the content. You can add online videos directly from YouTube without saving the videos to your computer first. You can also insert online pictures directly from Flickr and other online services without saving the images to your computer first. 30 Insert an online video 1. On the Insert tab, tap or click Online Video. 2. In the Insert Video dialog box, select a source for your video. NOTE You can also insert online pictures into Excel® 2013 and PowerPoint® 2013 documents. Use alignment guides to line up objects New alignment guides provide visual cues that you can use to easily line up and snap charts, photos, and diagrams into place. Alignment guides appear as horizontal or vertical lines that pop up when the image is aligned with the margins of a paragraph. Insert an online picture 1. On the Insert tab, in the Illustrations group, tap or click Online Pictures. 2. In the Insert Pictures dialog box, choose a source for your picture. To insert a picture from Flickr, tap or click the link at the bottom of the dialog box. To use alignment guides: 1. Tap or click the image you want to align. 2. Drag the image until an alignment guide pops up (close to the top or side margins of a paragraph, or the center of the paragraph). 3. Release the image. Get a live preview with Live Layout With the new Live Layout, you get a live preview as you resize, move, and update photos, videos, and shapes. 31 Access design features in one place With the new Design tab, you can access in one place all of the design features you use to make your documents look great. You can use the Design tab to explore themes, change colors, resize and switch fonts, add effects, adjust page borders, add paragraph spacing, and more. Use the new formatting pane to format shapes and images In Word 2013, picture editing and formatting tools are centralized in a new formatting pane, so you can edit or format images and shapes more easily than before. The redesigned user interface enables you to work faster by eliminating extra clicks and steps. To use the picture editing and formatting pane: 1. Right-click the photo or image you want to edit. Enjoy Get absorbed in Word documents right from your screen with a clean and comfortable reading view. Minimize distractions with Read Mode Enjoy reading with a view that displays documents in easy-to-read columns on the screen. Editing tools are removed to minimize distractions, but you still have access to handy reading tools such as Define, Translate, and Search with Bing. You can also copy, comment, and highlight within the document. View a document in Read Mode 1. In the document you want to read, tap or click the Read Mode button at the bottom right of the screen. 2. In the drop-down menu, tap or click Format Picture. 3. Tap or click one of the four icons: Fill & Line Layout & Properties , or Picture , Effects , . NOTE You can also access the picture editing and formatting pane in Excel 2013, Outlook® 2013, and PowerPoint 2013. Use improved building blocks You can choose from a whole new set of cover-page and header/footer styles to give your document polish. When you tap or click the Read Mode button, columns are resized automatically to fit your screen and fewer menu items are displayed. 2. To move between pages, swipe right or left, or tap or click the left or right arrows on the left and right sides of the screen. You can also use the left and right arrows keys on the keyboard. 3. To edit the document, tap or click the Print Layout button, or tap or click the View tab and select a different view. 32 NOTE If you want even fewer distractions, tap or click the Full Screen Mode button in the upper right corner of the screen to remove all buttons and menus. 2. Tap or click the callout to scroll automatically to where you left off. If you want to begin reading at the top of your document, just ignore the callout. Zoom in on objects NOTES Double-tap with your finger or double-click with your mouse to zoom in and make tables, charts, and images in your document fill the screen. To zoom in further, tap or click the arrow in the upper right corner. After viewing the information, tap or click outside the object to zoom out and continue reading. Pick up where you left off When you close a document, Word automatically bookmarks your most recent position in the document. If you take a break from reading, when you reopen your document, you can pick up where you left off. If you are signed in to Office, Resume Reading works even if you reopen the document from a different computer or other device. To pick up where you left off in a document: The callout minimizes to a bookmark icon after a few seconds. Click the icon to scroll automatically to where you left off. You can also use the Resume Reading feature in PowerPoint 2013. Expand and collapse text When you’re working on a long, complicated document, you can collapse everything except where you want to focus. Or, if you think you might be overloading your readers with information, you can display summaries and leave it to your readers to open the details if they want. Make part of a document collapsible 1. Add a heading using one of Word’s built-in heading styles. 1. When you reopen a document from any device (assuming the document was closed anywhere other than on page 1), the following Resume Reading callout is displayed. After applying a heading style, you’ll see a small triangle when you move your cursor over the heading. 33 2. Tap or click the triangle to expand or collapse the body text and subheadings below it. Search the web 1. Highlight the word or phrase you want to search for. 2. Right-click the selection. 3. Tap or click Search with Bing. 4. Sign in if prompted. NOTE To collapse or expand all of the headings in your document, right-click the heading, tap or click Expand/Collapse, and then tap or click Expand All Headings or Collapse All Headings. Use a dictionary, translate text, or search the web Improved Navigation Pane With the improved Navigation Pane, you can see at a glance where you are in your document. Word 2013 provides one-click access to dictionary, translation, and web search services. This enables you to get the information you need without breaking the flow of the document you’re reading or writing. Define a word When you tap or click HEADINGS, just the headings of your document are displayed. You can tap or click a heading to go to that point in the document. If you tap or click PAGES, you see a thumbnail of each page in your document. You can tap or click the thumbnail to go to that page. Use the Search box to look for text, comments, and even pictures. When you tap or click RESULTS, you see the results of your most recent search. 1. Highlight the word or phrase you want to define. 2. Right-click the selection. 3. Tap or click Define. 4. Sign in if prompted. Translate a word or phrase 1. Highlight the word or phrase you want to translate. 2. Right-click the selection. 3. Tap or click Translate. 4. Sign in if prompted. 34 Work together 2. Under Save As, select the SkyDrive Pro location you desire. With the new Word and SkyDrive Pro, it’s easy to share your workrelated files and collaborate in the cloud. Word 2013 also provides new tools to help you keep track of revisions and comment on each other’s work. Save and share files in the cloud You can save directly to SkyDrive Pro from Word. With your documents stored in the cloud, you can access them anytime you’re online. It’s also easier to share documents stored in the cloud. You can even work together with colleagues on the same file at the same time. NOTE After you save files on SkyDrive Pro, you can create a local cache of the files for offline usage with one click by clicking the Sync button. The Sync button appears in every document library. The local folder will always sync with the online library when you regain connectivity. CAUTION Do not use your personal SkyDrive (use SkyDrive Pro instead) to share business documents. Your personal SkyDrive is a consumer service and is not intended for confidential business information. Also, do not store HBI or PII content to SkyDrive Pro. Save a document on SkyDrive Pro 1. Tap or click File, and then tap or click Save As. 35 Invite people to share a document saved on SkyDrive Pro After you save a document on SkyDrive Pro, you can invite people to share the document. You can even set up permissions (view or edit) for the document from Word. 1. In Word, open the document that you want to share. 2. Tap or click File, and then tap or click Share. 3. Under Share, tap or click Invite People. NOTE If you haven’t saved the document before you start this procedure, Word walks you through the process of saving to SkyDrive Pro before you invite people. Present a document online using the Office Presentation Service You can present a document from Word using the Office Presentation Service, a free public service that allows others to follow along in their web browser. No setup is required. 1. In Word, open the document you want to share. 2. Tap or click File, tap or click Share, and then tap or click Present Online. 3. Under Present Online on the right side of the screen, tap or click the down arrow next to Microsoft Lync, and then tap or click Office Presentation Service. 4. On the right side of the screen, under Invite People: Share the document with people by entering their names or email addresses. Select Can edit or Can view to set permissions for the document. Enter a message to include with the invitation (optional). 5. Tap or click Share. 36 4. If you want attendees to be able to download a copy of the document, select the Enable remote viewers to download the document check-box. 9. To end your presentation, tap or click End Online Presentation. 5. Tap or click Present Online. Once the online presentation ends, the document will no longer be available in your audience’s browser for viewing or downloading. Work together on the same document 6. To send your meeting invitation to attendees, tap or click one of the following options in the Present Online dialog box: Copy Link. After copying it, paste the link somewhere others can access it. Send in Email to send in Outlook. ® Send in IM to send in Lync . After you post your Word document to SkyDrive Pro, everyone on your team can open it and make changes—even at the same time. You or anyone else can work on it in Word Web App or Word desktop app by clicking Edit Document at the top of the screen. When someone else opens the document, Word alerts you and puts a notification in the status bar. Tap or click the notification to see who is working with you. 7. When you’re ready to present your document, tap or click START PRESENTATION. 8. When your audience clicks the online presentation link you provide them, the document will be presented in their browser. As you scroll through the document on your PC, the same view will be presented in their browser, so you can walk them through the document. 37 You can also tell where other people are working on the document. Every time you save the document, your edits become available to the other people who are working on it. They see your edits as soon as they save their work. And any changes they’ve made appear on your screen with a green background. The background goes away the next time you save, and it doesn’t appear when you print the document. Editing is first-come, first-serve. When you start to change text, that paragraph is locked and no one can overwrite your changes. But if someone starts to edit at the exact same time, or if someone works on the document while they’re offline, Word shows you any conflicts the next time you save and offers to resolve them. You can choose which changes you want to keep. Simplify marked-up documents Simple Markup, the new default revision view, provides a clean, final view of your marked-up documents, but you still see indicators where comments and changes have been made. Just tap or click the change hints—the red revision mark indicator on the side of the paragraph—to toggle the entire document to All Markup (showing all revisions), and then tap or click the indicator again to toggle back to Simple Markup for easy reading. Reply to comments and mark them as done In Word 2013, comments have a reply button. You can debate and easily track comments right next to the relevant text. Replies are displayed in the same Comments pane in chronological order. This makes it easy to see who has replied to whom and when. And when a comment is addressed and no longer requires attention, you can mark it as done. The comment will be grayed out but the conversation will still be there if you need to revisit it later. The comment also shows a picture of the person who added the comment. You can tap or click the picture to access that person’s contact card, or to start an instant message, send email, or place a call. 38 Reply to a comment 1. In the Comments window, tap or click the Reply button. Touch Word 2013 is designed for touch as well as mouse and keyboard, so you can use your fingers and hands to tap, pan, and swipe your way through your documents on touch-enabled Windows 8 and Windows 7 computers or other devices. 2. Enter your comment, and then press ENTER when you’re done. TIP You can also right-click a comment, and then tap or click New Comment to reply to a comment. Mark a comment as done 1. Right-click the comment. 2. Tap or click Mark Comment Done. If you want to enlarge the space between buttons on the ribbon to make it easier to select options with your fingers, you can also use the new Touch/Mouse Mode button. You can add the Touch/Mouse Mode button to the Quick Access Toolbar so that you can switch back and forth between Touch and Mouse modes. Add the Touch/Mouse Mode button to the Quick Access Toolbar 1. Click the down arrow on the Quick Access Toolbar. Lock tracking 1. You can require a password to turn Track Changes off to ensure that all changes to your document are being tracked. 2. Tap or click the Review tab. 3. Tap or click the down arrow next to Track Changes. 4. Tap or click Lock Tracking. 2. Tap or click Touch/Mouse Mode. 3. Tap or click the Touch/Mouse Mode button on the Quick Access Toolbar, and then select the mode you want. 39 Even without switching to Touch mode, by merely touching the screen, Word will adapt the user interface for touch input. For example, a long tap on selected text will bring up a touch-oriented context menu instead of the standard right-click menu. For more information Microsoft IT Showcase http://microsoft.com/microsoft-IT What’s New in Microsoft Office Professional Plus 2013? http://itweb/v7/Work%20Smart/12IN_0033_Office%202013%20All%2 0Up.xps Word 2013 Quick Start Guide http://office.microsoft.com/en-us/support/word-2013-quick-startguide-HA103673715.aspx?CTT=1 Basic Tasks in Word 2013 http://office.microsoft.com/en-us/word-help/basic-tasks-in-word2013-HA102809673.aspx?CTT=1 Make the Switch to Word 2013 http://office.microsoft.com/en-us/word-help/make-the-switch-toword-2013-RZ102925062.aspx?CTT=1 40 Quick Start Guide Microsoft Word 2013 looks different from previous versions, so we created this guide to help you minimize the learning curve. Quick Access Toolbar Commands here are always visible. Right-click a command to add it here. Ribbon tabs Click any tab on the ribbon to display its buttons and commands. When you open a document in Word 2013, the ribbon’s Home tab is displayed. This tab contains many of the most frequently used commands in Word. Manage your files Click File to open, save, print, and manage your Word files. Need help? Click here or press F1 for help. Navigation pane Press Ctrl+F to show the Navigation Pane. You can reorganize a document by dragging its headings in this pane. Or use the search box to find your way around long documents. Press Ctrl+H to open the Find and Replace dialog box. Word count Look here to see the word count. Select some text to see the word count in the selection. Contextual ribbon tabs Some tabs appear on the ribbon only when you need them. For example, if you select a table, you’ll see Table Tools, which includes two extra tabs — Design and Layout. Dialog box launchers If you see this icon next to any group of ribbon commands, you can click it to see a box with more options. Minimize the ribbon Click here to close the ribbon and show only the tab names. Switch views Switch to Read view, Print view, or Web view. Zoom in or out Move the slider to adjust the view magnification. 41 Quick Start Guide When you first open Word 2013, you’ll see that you have several choices for getting started — using a template, a recent file, or a blank document. Search for online templates Type keywords into the search box to find templates online at Office.com. Suggested searches Click on the words below the search box to find some of the most popular templates. Featured and Personal templates Featured templates are from Office.com. Click the Personal templates tab to open any custom templates you’ve made. Open recent files The Recent list provides easy access to your most recently used documents. Sign in Sign into your account and get to documents that you saved online. Open other files Browse to find other documents stored online or on your computer. Template Preview Scroll down to see thumbnail previews of templates. Click an image to see a larger preview. Create a new document To start with an empty page, click Blank Document. Tip To skip this screen and go straight to a blank document, hit Enter or press Esc. 42 What’s new on the ribbon Sign in to Office The new Design tab in Word 2013 makes it easier to use themes, styles, and other formatting features and to understand how they relate to one another. Work whenever and wherever you want. By signing in to Microsoft Office, you can safely get to your Office files from anywhere. You can easily customize the ribbon to suit your needs by creating new tabs and filling them with the commands you use the most. To begin customizing ribbon commands, click File > Options > Customize Ribbon. Look for your name at the top right corner of the ribbon. After you sign in, you can update your profile or switch accounts from here. 43 Things you might be looking for Use the list below to find some of the more common tools and commands in Word 2013. To... Click... And then look in the... Open, save, print, preview, protect, send, convert files or connect to locations to save your documents to the cloud File Backstage view (click the links on the left side in this view). Change line spacing, apply formatting and styles to text Home Font, Paragraph, and Styles groups. Insert blank pages, tables, pictures, hyperlinks, headers and footers, or page numbers Insert Pages, Tables, Illustrations, Links, and Header & Footer groups. Quickly change the look of your document, change the page background color, add a border to the page, or add a watermark Design Document Formatting and Page Background groups. Set margins, add page breaks, create newsletter-style columns, change spacing between paragraphs, or rotate a page to landscape Page Layout Page Setup group. Create a table of contents, or insert footnotes and endnotes References Table of Contents and Footnotes groups. Create envelopes or labels, or do a mail merge Mailings Create and Start Mail Merge groups. Check spelling and grammar, get a word count, or track changes Review Proofing and Tracking groups. Switch between document views, open the Navigation pane, or show the rulers View Views, Show, and Window groups. 44 Where is Print Preview? Where do I choose options? Click File > Print to see a print preview of the current document to the right of other useful print-related settings. Click File > Options to open the Word Options dialog box. This is where you can customize Word settings and preferences. The right side of the window previews how the document will look when printed. Use the left side of the window to choose a printer or fine-tune settings — for example, to change from Portrait to Landscape, to change the paper size, or to print only the current page. Some setting in the Word Options dialog box apply only to Word. But some preferences (for example, choosing Light Gray or Dark Gray for your Office Theme) will apply to all of your installed Office programs. To set more print options, click the Page Setup link at the bottom of the left side of the window, below Settings. 45 How to work with people who don’t yet have Word 2013 Here are some of the things to keep in mind when sharing or exchanging files with people who are using an older version of Word. In Word 2013… What happens? What should I do? You open a document that was created in an earlier version of Word. In Word 2013, you’ll see the words [Compatibility Mode] next to the file name on the title bar. Compatibility Mode makes sure that no new features in Word 2013 are available in the document, so that people using earlier versions of Word can work with it. You can work in Compatibility Mode or you can convert your document to the new format. To convert the document, click File > Info > Convert. Converting your document lets you use the new features, but people using earlier versions of Word might have difficulty editing certain parts of the document. You save your document as a Word 2013 file. If someone opens the document in an earlier version of Word, they may not be able to change some items that were created using Word 2013 features. If you need to share a Word 2013 document with someone using an earlier version of Word, run the Compatibility Checker tool to make sure the file will work for them. Word 2003 users will need the free Compatibility Pack. A prompt to download the pack appears when Word 2003 user opens the document. Click File > Info > Check for Issues > Check Compatibility. This tool tells you which new features in Word 2013 won’t work in older versions. If you’ve used new Word features or formatting in your document, Word 2003 users may see warnings about unsupported features, or the formatting or feature may not appear in the file. You don’t have to do anything, necessarily. When you save your file in the older Word 2003 file format, the Compatibility Checker will run automatically and warn you about any unsupported features. Then you can choose to make any changes to your document. You save your document as a Word 2003 file. 46 What’s new in Outlook 2013? 47 Contents Topics in this guide include: Communicate Manage Find Touch For more information The first thing you see when you open Outlook® 2013 is a new look. It is cleaner, but it is also designed to help you focus on what is important with a clear view of email, calendars, and contacts. This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2012 Microsoft Corporation. All rights reserved. More Work Smart content: http://microsoft.com/microsoft-IT 48 Communicate Outlook 2013 makes it easier than ever to communicate quickly, with message previews, inline replies, and new buttons in the message list. If you reply to a message from the Reading Pane, but decide you want a full window to type your message, just tap or click Pop Out at the top of the message. To discard a message you start from the Reading Pane, tap or click Discard. Respond faster with inline replies You can respond to email faster with the new inline reply. Just tap or click a button in the Reading Pane to reply to email, or start a Lync® IM conversation for a real-time chat. Preview messages before opening them In Outlook 2013, you can preview the first line of a message in the message list before you open it. NOTE If you are using your computer or other device in Touch Mode, the Reply and other buttons appear to the right of the Reading Pane. For more information on Touch Mode, see the “Touch” section later in this guide. 49 Use commands in the message list for quick action You can quickly flag or delete messages with handy commands in the message list. Policy Tips The new Outlook reminds you about company information policies before you make a mistake. Policy Tips notifies you when there is information in your email that might be tied to a company policy so you can make informed decisions about what you are sending. Manage With Outlook 2013, you can take control of your email, contacts, and schedule with tools that help you organize your life. Sneak a peek You can also use the All and Unread buttons in the message list to focus on just the messages you want to see. You can hover your pointer over many things in Outlook 2013 to take a peek—for example, your schedule, a specific appointment, task list, or details about the person you are emailing—without changing to a different screen or losing context. Subject Line Spell Check Outlook 2013 helps add polish to your messages by spellchecking your subject lines for you. NOTE To pin the Calendar, People, or Task look to the right edge of the Outlook window, and right-click Calendar, People, or Task in the Navigation Bar, and then tap or click Pin. 50 See all your contact details in one place The People Card collects all the details about a contact in one place. This includes phone, email, address, company info, social media updates, and availability. From the People Card, you can schedule a meeting, send an instant message, or place a call, making it a onestop-shop for communications. To connect to a social network: 1. Tap or click People in the Navigation Bar. 2. Under My Contacts, tap or click Connect to a social network. 3. In the Social Network Accounts screen, select an account. If you do not see the social network you are looking for, under More, tap or click Connect to another social network. Connect to a social network You can connect to social networks like Facebook or LinkedIn. When you connect to a social network, updates are included right in the People Card so you have the right context to start, add to, or change a conversation. 51 4. Enter a user name and password. 5. Tap or click Connect. 6. If Outlook is able to successfully connect the account, tap or click Finish. 7. To see your social network contacts, under My Contacts, tap or click the name of the social network. Quickly switch between the main Outlook elements The Navigation Bar (formerly called the “Navigation Pane”) has been moved to the bottom of the screen so it takes up less space. It is still the place to go to get quick access to your email, calendar, contacts, and tasks. Store all your project docs and email in Site Mailboxes You can configure Site Mailboxes in SharePoint, and then send invitations to users in Outlook 2013 to give everyone on your team access to a team folder, calendar, and task list to manage on the go. Your contacts are listed in the middle section of the People Card. When you tap or click a contact, the contact’s card appears on the right side of the screen. You can use the card to send an IM, place a call, send email, and so on. 52 Connect to Outlook.com without add-ins Outlook 2013 includes built-in support for Exchange ActiveSync®, which means you do not need a connector add-in to connect to Outlook.com. You can also sync Outlook.com Tasks with Outlook. Add an Outlook.com account 1. Tap or click File, and then under Account Information, tap or click Add Account. 2. In the Add Account dialog box, fill out the fields for the account that you want to add, and then tap or click Next. Find With Outlook 2013, you can find the important information that you need so you can make decisions fast. When you are searching for email messages, you can quickly change the search scope depending on how broadly you want to focus your search. View the weather report from your calendar To help plan your day or your next trip, review the weather report while you ponder your calendar. Outlook displays a three-day forecast for a selected city at the top of the Calendar view. Add a city Outlook searches for your mail server settings. 3. Tap or click Finish. You can add your favorite cities to the Weather Bar, and then quickly switch to the three-day forecast for up to five cities. After your Outlook.com account is added, you can access your Outlook.com email under your Outlook (Exchange) account. 53 To add a city: 1. Tap or click the down arrow next to the location name, and then tap or click Add Location. 2. In the search box, type a city, and then tap or click or press ENTER. You can also enter a zip or postal code. If you want to enlarge the space between buttons on the ribbon to make it easier to select options with your fingers, you can use the new Touch/Mouse Mode button. You can add the Touch/Mouse Mode button to the Quick Access Toolbar so that you can switch back and forth between Touch and Mouse modes. Add the Touch/Mouse Mode button to the Quick Access Toolbar 1. Click the down arrow on the Quick Access Toolbar. Change a city 1. Tap or click the down arrow next to the Weather Bar city. 2. Tap or click the city you want. Delete a city 1. Tap or click the down arrow next to the Weather Bar city name. 2. Hover over the city you want to remove, and then tap or click the X. 2. Tap or click Touch/Mouse Mode to add the button to the Quick Access Toolbar. 3. Tap or click the Touch/Mouse Mode button on the Quick Access Toolbar, and then select the mode you want. Touch Outlook 2013 includes touch support for touch-enabled Windows 8 and Windows 7 computers and devices so you can be productive with or without a mouse and keyboard. The new Outlook interface has also been laid out differently in places to optimize touch. 54 For more information Make the Switch to Outlook 2013 http://office.microsoft.com/en-us/outlook-help/make-the-switch-tooutlook-2013-RZ102925020.aspx?CTT=1 Microsoft IT Showcase http://microsoft.com/microsoft-IT What's new in Outlook 2013? http://office.microsoft.com/en-us/outlook-help/what-s-new-inoutlook-2013-HA102606408.aspx?CTT=1 Outlook 2013 Quick Start Guide http://office.microsoft.com/en-us/support/outlook-2013-quick-startguide-HA103673692.aspx?CTT=1 Set up email in Outlook 2010 or Outlook 2013 http://office.microsoft.com/en-us/support/set-up-email-in-outlook2010-or-outlook-2013-HA102823161.aspx?CTT=1 Basic Tasks in Outlook 2013 http://office.microsoft.com/en-us/outlook-help/basic-tasks-inoutlook-2013-HA102835390.aspx?CTT=1 Keyboard shortcuts for Microsoft Outlook 2013 http://office.microsoft.com/en-us/outlook-help/keyboard-shortcutsfor-microsoft-outlook-2013-HA102606407.aspx?CTT=1 55 Quick Start Guide Microsoft Outlook 2013 looks different from previous versions, so we created this guide to help you minimize the learning curve. Make it yours Customize Outlook. Choose different color schemes and different backgrounds, and synchronize them with your other computers. Backstage view Click the File tab to open the Backstage view, where you add account and change settings. Search You can search a folder, subfolders, even other mailboxes. Manage message tasks in the Message List Categorize, Flag, or Delete messages right where they live—in the Message List. Do more in the To-Do Bar The To-Do Bar displays the date navigator, your appointments, people, and your task list. Reply from the reading pane Reply and Forward right from the reading pane. Write a reply in the reading pane, too. Peek See a quick view of your Calendar, People, and Tasks. Even see upcoming appointments. People pane See details about everyone in the To, From, or Cc lines for each message. 56 First things first: Add your account Before you can send or receive messages, you have to connect your email account. If your company uses Microsoft Exchange, Outlook 2013 will attempt to set up your email account for you. If you use Internet-based email (such as Hotmail, Gmail, or Yahoo!), enter your name, email address, and password to set up your account. Change the Office Theme We’ve redesigned Office 2013 to provide a clean, uncluttered experience — like a blank piece of paper. If you want to see the different areas of Outlook more distinctly, you can change the Office Theme. Use your File > Office Account settings to change the Office 2013 color scheme for all of your computers, or use the Outlook Options to change the color scheme on just this computer. You can choose from White, Light Gray, or Dark Gray. 57 Things you might be looking for Use the list below to find some of the more common tools and commands in Outlook 2013. To... Click... And then look in the... Apply stationery or backgrounds to a message File Click File > Options > Mail > Stationery and Fonts. On the Personal Stationery tab, click Theme. Send automatic replies when you’re out of the office File Under Account Information, click Automatic Replies > Send automatic replies, and then choose your options (this feature requires a Microsoft Exchange Server account). Insert a picture or clip art Insert From a new mail message, click Illustrations, and then click one of the following: Pictures, Online Picture, Shapes, Smart Art, Chart, or Screenshot. Manage email messages by assigning rules Home In Mail view, click Move > Rules. Insert a symbol or special character Insert From a new mail message, click Symbols > Symbol. Add holidays to your calendar File Click Options > Calendar. Under Calendar options, click Add Holidays. Share a calendar Home From the Calendar view, in the Share group, click E-mail Calendar > Share Calendar (this feature requires a Microsoft Exchange Server account), or Publish Online. 58 Mail isn’t the half of it Communication is important, but your time is important, too. Outlook 2013 has updated how you manage your time, your people, and your tasks. Schedule a Lync Meeting Meet face-to-face or save yourself a trip by meeting online with Lync 2013. View other people’s calendars Quickly see the best times to schedule a meeting with others. Plan for the weather Glance at the forecast for your city and up to four others. When you plan an out-of-town meeting, you’ll know what to pack. Peek Mouse over a meeting or an appointment to see its details. 59 Create an email signature To create a new email signature, do the following: 1. Click File > Options > Mail. Under Compose messages, click Signatures. 2. In the E-mail Signature tab, click New, and then type a name for the signature. 3. In the Edit signature box, type the text that you want to include in the signature, then use the built-in tools to format it. Automatically add a signature to messages To automatically add a signature to new email messages, do the following: 1. F rom any view, click File > Options > Mail. Under Compose messages, click Signatures. 2. Under Choose default signature, choose the signature to add to New Messages. If you want, choose a different signature for Replies/forwards. 3. To manually add a signature to a new message, from a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want. If you’ve already created a signature, you can copy it from one of your sent messages and then paste it here. 60 Quick Start Guide Microsoft PowerPoint 2013 looks different from previous versions, so we created this guide to help you minimize the learning curve. Find what you need Click any tab on the ribbon to display its buttons and commands. Manage your presentations Click the File tab to open, save, print, and manage your presentations. Show the content you want Switch views or show or hide notes and comments. Use contextual tabs Some ribbon tabs appear only when you need them. For example, when you insert or select a picture, the Picture Tools Format tab appears. See more options Click this arrow to see more options in a dialog box. Get help Click here or press F1. Need more space? Click here or press CTRL+F1 to hide or show the ribbon. Use the Format pane Use this handy pane to apply formatting to pictures, video, SmartArt, shapes, and other objects. Zoom in and out Slide this bar to the left or right to zoom in or out on slide details. 61 Quick Start Guide When you first open PowerPoint 2013, you’ll see that you have several choices for getting started — using a template, a theme, a recent file, or a blank presentation. Search for online templates and themes Type keywords into the search box to find templates and themes online at Office.com. Use a featured theme Choose a built-in theme to start your next presentation. These work well for both widescreen (16:9) and standard screen (4:3) presentations. Choose a template category Click the template categories below the search box to find some of the most popular PowerPoint templates. Open a recent presentation It provides easy access to your most recently opened presentations. Sign in to Office Sign into your account and access the files you’ve saved to the cloud from anywhere. Find other files Browse to find presentations and other files stored on your computer or in the cloud. Theme variations When you choose a theme, PowerPoint offers you variations with different color palettes and font families. Start from scratch To start a new, presentation, click Blank Presentation. 62 How to get help with PowerPoint 2013 Create custom ribbon tabs and groups If you’ve been using earlier versions of PowerPoint, you’ll probably have questions about where to find certain commands in PowerPoint 2013. You can create custom tabs or groups on the ribbon and add buttons with the commands you want. Right-click any ribbon tab or group, and then click Customize the Ribbon. There are many free resources available to help you learn PowerPoint 2013, including training courses, Getting Started help topics and videos, and basic tasks. To find these materials, click the PowerPoint Help button (the question mark) in the upper right corner of the PowerPoint window. Next, add commands from the PowerPoint Options box. For example, you could create a tab called Frequent, and then add some of your most frequently-used commands to a custom group on this tab. If you make a mistake, you can use the Reset button to go back to the default (“factory”) settings. Some older PowerPoint commands don’t appear on the ribbon, but they’re still available. In the PowerPoint Options dialog box, click Customize Ribbon, and then, in the Choose commands from list, select Commands Not in the Ribbon. Now find the commands you want and add them to a custom ribbon tab or group. 63 Things you might be looking for Use the list below to find some of the more common tools and commands in PowerPoint 2013. To... Click... And then look in the... Open, save, print, share, send, export, convert, or protect files File Backstage view (click the commands in the left pane). Add slides, apply a layout, change fonts, align text, or apply Quick Styles Home Slides, Font, Paragraph, Drawing, and Editing groups. Insert tables, pictures, shapes, SmartArt, WordArt, charts, comments, Header and footer, video, or audio Insert Tables, Images, Illustrations, Comments, Text, and Media groups. Apply a theme, change the color of a theme, change the slide size, change the background of a slide, or add a watermark Design Themes, Variants, or Customize groups. Apply or adjust the timing of a transition Transitions Transition and Timing groups. Apply or adjust the timing of an animation Animations Animation, Advanced Animation, and Timing groups. Start a slide show, set up a slide show, specify monitors for use with Presenter view Slide Show Start Slide Show, Set Up, and Monitors groups. Check spelling, enter and review comments, or compare presentations Review Proofing, Comments, and Compare groups. Change views, edit a master view, show grids, guides, and rulers, zoom in, switch between PowerPoint windows, and use macros View Presentation Views, Master Views, Show, Zoom, Window, and Macros groups. 64 Access frequently-used commands The Quick Access Toolbar, in the upper-left corner of the PowerPoint window, is a great place to add shortcut buttons to the commands you’ll use most often. Click the drop-down arrow next to the Quick Access Toolbar to add or remove the commands listed on the shortcut menu. Intuitive tools at your fingertips Note that some ribbon tabs appear and disappear, depending on what you’re doing. For example, when you insert or select a video, the Video Tools: Playback and Format tabs automatically appear. They appear so you can apply formatting or set playback options for the video. These types of contextual tabs appear any time you insert or select a picture, chart, table, WordArt, or any other object. When you’re working on a slide and you right-click the slide background, the rightclick menu appears, which is loaded with task options. Similarly, the mini toolbar automatically appears whenever you want to perform quick text-related tasks, such as indenting a bullet or applying bold to your text. If the command you want to add isn’t shown in the list, switch to the ribbon tab where the button resides, and then right-click it there. On the shortcut menu, click Add to Quick Access Toolbar. 65 Changes to themes New default slide size When you apply a built-in theme and you want to change the colors and fonts, you can now choose from designer-selected theme variants from the start screen or on the Design tab. Much of the world’s TVs and video have gone to widescreen and HD formats, and so has PowerPoint. In previous versions, the slide ratio was 4:3. In PowerPoint 2013, 16:9 is the new default, but you can change this on the Design tab. If you work with slides in older versions of PowerPoint, or are presenting on older monitors or projectors, you’ll want to change the slide ratio back to 4:3. To do so, click Design > Slide Size and then choose 4:3 — or you can set your own custom size. If you don’t see a combination that works for you, you can always customize the theme colors, fonts, and effects in Slide Master View. Click View > Slide Master and you’ll see the Colors, Fonts, and Effects options in the Background group. 66 Presenter View setup is automatic If you used Presenter View in previous versions of PowerPoint, you might have had difficulties setting it up. PowerPoint 2013 fixes that headache and makes it simpler to use. PowerPoint on touch devices You can now interact with PowerPoint 2013 on touch devices running Windows 8. Using typical touch gestures, you can swipe, tap, scroll, zoom, and pan your way through your presentations. All you do is connect a projector and monitor and PowerPoint applies the right settings for you automatically. However, you can also take control manually (switching between the monitor and projector) if you need to. Note that Presenter View no longer requires multiple monitors. Now you can rehearse and use all the tools in Presenter View from a single monitor without hooking up anything else. 67 Save your presentations to the cloud Sign in to Office The “cloud” is like file storage in the sky. You can get to it anytime you’re online. If you travel or move from one place to another on a regular basis and you need access to your files, consider storing your files in the cloud. In PowerPoint, or any Office application, look for your name at the top right corner of the ribbon. After you sign in, you can switch accounts and change your profile. To get started saving, sharing, and storing your files to the cloud, sign in to Microsoft Office. SkyDrive is a free online cloud service where you can securely access and share files with others. All you need is a free Microsoft account or Windows Live ID to sign in to SkyDrive. 68 How to work with people who don’t have PowerPoint 2013 Here are some of the things to keep in mind when sharing or exchanging files with people who are using an older version of PowerPoint. In PowerPoint 2013… What happens? What should I do? You open a presentation that was created in PowerPoint 2007 or earlier. In PowerPoint 2013 you’ll see the words [Compatibility Mode] on the title bar. This tells you that the presentation is currently saved in the older file format, which doesn’t recognize newer features like embedded video, new transition effects, sections, and more. You can continue working in Compatibility Mode. However, if no one you share the presentation with is using PowerPoint 2007 or earlier, it’s best to change the file to the newest format . If you want to use all of the available PowerPoint 2013 features, you’ll need to change the presentation to the newest file format. You save your presentation as a PowerPoint 2013. You save your presentation as a PowerPoint 2007 or earlier file. To change the file, click File > Info > Convert. If a colleague opens your PowerPoint 2013 presentation in PowerPoint 2007 or earlier, a prompt appears with a link to download the free Compatibility Pack. They’ll need the Compatibility Pack to open and work with presentations in the new format. If you’ve included new PowerPoint 2013 features or formatting in your presentation, your colleague (using PowerPoint 2007 or earlier) will see warnings about unsupported features. Before sharing your PowerPoint 2013 presentation with colleagues who use earlier versions of PowerPoint, run the Compatibility Checker tool. To check for compatibility, in PowerPoint 2013, click File > Info > Check for Issues > Check Compatibility. If a colleague opens the presentation in PowerPoint 2007 or earlier, the file will open normally — no Compatibility Pack is required. You don’t have to do anything, necessarily. If you’ve included new PowerPoint 2013 features or formatting in your presentation, your colleague will see warnings about unsupported features, the formatting or feature may not appear in the file, or the objects may not be editable. The tool tells you which new features in PowerPoint 2013 aren’t supported in older versions. You can then decide whether to remove these features to avoid warnings in earlier versions of PowerPoint. When you save your file in the older PowerPoint file format, the Compatibility Checker will run automatically and warn you about any unsupported features. 69 Quick Start Guide Microsoft OneNote 2013 looks different from previous versions, so we created this guide to help you minimize the learning curve. Switch between touch and mouse If you’re using OneNote on a Touch device, you can add this switch to the Quick Access Toolbar. Display or hide the ribbon Click any ribbon tab to display its commands. To keep it open, click the small pin icon near the lower right. View or switch between online accounts Click your account ID to change settings or switch accounts. Manage files Open, create, share, and print your notes. You can also change your account settings here. Find your notes Use the Search box to find anything in your notebooks, or press Ctrl+E. Show notebooks Click the notebook icon to see all of your open notebooks. Create pages Click Add Page to insert a new page. Show note containers Mouse over any text to show its container. Grab the top bar to move it around. View a full page Click the double arrow for Full Page View. Tag important information Prioritize and organize notes with instantly searchable tags. Handwrite, draw, and sketch Take notes in your own handwriting on a Touch-capable PC. 70 Keep your notes in the cloud If you’re brand-new to OneNote, you’ll be asked to connect to the cloud, where OneNote will create your first notebook. You can use your Microsoft account (for example, MSN, Hotmail, or Messenger) to use with OneNote. If you don’t already have an account, you can create one for free. Keeping your notebooks in the cloud means you can access them from just about anywhere, such as any other computers you use, your phone, a tablet, or even a Web browser. What happened to the Share tab? If you’re upgrading to OneNote 2013 from an older version, you probably have at least one notebook stored on your computer. You can easily move these notes online so you can access them from anywhere. Click File > Share to begin. SkyDrive is the best and easiest option for your personal notes. If you’re working in an organization that uses SharePoint to collaborate online, you can click the Add a Place button on this screen to set up your existing SharePoint account. Any OneNote notebooks that you store online are kept private unless you give other people permission to view the folders in which your notebooks are stored. 71 Things you might be looking for Use the list below to find some of the more common tools and commands in OneNote 2013. To... Click... And then look in the... Open, create, share, convert, export, send, or print notes File Backstage view (click the commands in the left pane). Apply formatting to text, apply note tags, and email a notebook page Home Basic Text, Styles, Tags, and Email groups. Insert tables, pictures, links, files, audio and video clips,or apply page templates Insert Tables, Files, Images, Links, Recording, and Pages groups. Draw sketches or shapes, takes notes in your own handwriting, customize pens, rotate objects, or convert ink to text Draw Tools, Shapes, and Edit groups. Mark notes and read or unread, find notes by author, view page versions and history, or empty the Notebook Recycle Bin History Unread, Authors, and History groups. Check spelling, do online research, translate text, protect noteswith a password, or take linked notes Review Spelling, Language, Section, and Notes groups. Maximize screen space, turn rule lines and page titles on or off, set page margins, zoom the page, or create Quick Notes View Views, Page Setup, Zoom, and Window groups. 72 Save time with templates Where is the Save button? OneNote templates can give the pages in your notebook a consistent look by applying colorful, decorative backgrounds. Templates can also save you time by adding functional content to pages, such as to-do lists, calendars and planners, and forms that you can fill out or customize. OneNote doesn’t have a Save command because it automatically saves everything as you work — no matter how small or large the changes. This lets you think about your thoughts and ideas instead of your computer files. Export notes whenever you need to If you need to send a snapshot of a notes page (or a section or an entire notebook) to someone who doesn’t have OneNote, you can easily export a static snapshot of such notes by clicking File > Export and then selecting the format you want. You can browse through the built-in collection of templates by clicking Insert > Page Templates. In the Templates task pane, click to expand any of the categories, and then click each template name to view it. When you’ve found a template you like, you can begin taking notes on its page. You can customize any of the built-in templates to suit your needs, or download more free templates by visiting the OneNote website on Office.com. If you like, you can even create your very own template designs from any of your notebook pages. 73 Capture anything with Screen Clippings Meet the new Send to OneNote An easy way to bring stuff into OneNote is to insert a screen clipping, which lets you capture anything on your computer screen so you can keep it as part of your notes. On your keyboard, hold the Windows key and then press the N key to launch the redesigned Send to OneNote tool, which makes it easier than ever to import random information from other programs and files into your notes. Start by bringing into view whatever you want to capture — for example, a travel itinerary in Internet Explorer or a chart in an Excel spreadsheet. Switch to OneNote and then click Insert > Screen Clipping. As soon as the screen dims and OneNote disappears, drag a selection over what you want to capture. When you release the mouse button, a picture of the screen region you selected is sent to OneNote, where you can move or resize the picture exactly how you want it to appear in your notes. Here, you can create a screen clipping without switching between apps, import entire web pages or documents to your notes, or create quick sticky notes that automatically become part of your notebook. You can click the command buttons in the Send to OneNote tool, or use the additional keyboard shortcuts that are shown in parentheses next to every command (for example, press S to take a screen clipping). Using the Send to OneNote tool is optional, which means you can keep it running while you’re in the middle of a research project and then turn it off again when you don’t need it. 74 How to work with people who don’t have OneNote 2013 Here are some things to keep in mind when sharing or exchanging files with people who are using an older version of OneNote. In OneNote 2013... What happens? What should I do? You open a notebook that was created with OneNote 2007. The notebook opens in OneNote 2013, but you’ll see the words [Compatibility Mode] on the title bar. This tells you that the notebook is currently saved in the older file format, which doesn’t recognize newer features like math equations, linked notes, multi-level subpages, versioning, and the Notebook Recycle Bin. Before converting an older notebook to the newest file format, consider if you need to collaborate with people who are still using OneNote 2007. If the answer is yes, you should continue working in Compatibility Mode. If you want to use all of the available features that OneNote 2013 offers, you’ll need to convert the notebook to the newest file format. If no one you share notes with is using OneNote 2007, it’s best to convert the notebook to the newest format. To do this, click File > Info, and then click the Settings button for the notebook you want to convert. Click Properties, and then click Convert to 2010-2013. You open a notebook that was created with OneNote 2010. The notebook opens in OneNote 2013 without any feature limitations. No file format conversion is needed. Notebooks created in the OneNote 2010 and OneNote 2013 formats can be shared and used together without any conversion. You convert your notebook to the OneNote 2007 format. Downgrading a notebook to OneNote 2007 turns off the newer features that are available in OneNote 2013 (including math equations, linked notes, multi-level subpages, versioning, and the Notebook Recycle Bin), but doing so makes the notebook compatible for sharing with other people who are still using OneNote 2007. After converting a notebook from OneNote 2013 to the older OneNote 2007 format, be sure to inspect the pages where you might have used newer features like math equations, linked notes, and multi-level subpages. Content that was created by newer features may not be visible or editable when the notebook is downgraded to the OneNote 2007 format. 75 Excel Topics and Best Practices for CPAs Presented by Judy Borsher, CPA, MBA, CITP Business Learning Institute Provider 888-481-3500 http://www.bizlearning.net Key Excel Features covered: Functions Use IF testing, new nested function rules, decision making functions and Vlookup Control Results Apply Conditional Formatting to identify data patterns in color Use the formula auditing toolbar to trace formula dependencies across sheets Multiple Worksheet Features Group worksheets to take action on more than one worksheet at the same time Use 3-dimensional functions across sheets Copy sheets in the same file or to a new file Sort and Filter Analyzing a list of data with Sorting, AutoFilter and Automatic Subtotals Pivot Table Reporting Understand list design rules and the new Table feature Use Pivot Tables to analyze data by category with subtotals Learn Pivot Table tips for recalculation and duplicating Pivot Tables Create a Pivot Table report of unique values, codes or categories from data Use Pivot Table options for automatic recalculation Excel Topics Table of Contents STATUS BAR CALCULATIONS ...................................................................................1 FORMULA VIEW ..........................................................................................................1 GO TO DIALOG BOX FEATURES ...............................................................................1 HIDE ERROR INDICATORS IN CELLS .....................................................................1 CREATE AND USE RANGE NAMES...........................................................................2 IF FUNCTION ...............................................................................................................3 LOOKUP FUNCTION ...................................................................................................3 CONDITIONAL FORMATTING ...................................................................................4 DATA VALIDATION .....................................................................................................5 FORMULA AUDITING TOOLBAR FEATURES .........................................................5 THE FORMULA EVALUATOR ....................................................................................6 THE WATCH WINDOW................................................................................................6 ADD COMMENTS FOR DOCUMENTATION .............................................................6 GROUP WORKSHEETS ................................................................................................7 3D SUM FUNCTION .....................................................................................................7 COPY OR LINK FROM EXCEL TO A WORD DOCUMENT ......................................8 EMAIL WORKSHEET ATTACHMENTS AND RANGES FROM EXCEL USING OUTLOOK......................................................................................................................8 TEXT TO COLUMNS ....................................................................................................9 SORT VERTICALLY AND ALSO FROM LEFT TO RIGHT .......................................9 FUNCTIONS ................................................................................................................10 SUMMARIZE DATA WITH EXCEL TABLES ...........................................................10 SUMMARIZE DATA WITH PIVOT TABLES ............................................................12 STATUS BAR CALCULATIONS Whenever you select cells with formulas or values, the Excel status bar shows the SUM of the values. You can right-click the status bar and select and deselect other calculations and other features. FORMULA VIEW To display all formulas on a sheet at the cell level on a sheet press the key combination CTRL + ` To turn off the display of the formulas, select the same key combination. GO TO DIALOG BOX FEATURES Press the F5 function key to open the Go To dialog box. Click the Special button and notice the choices. Useful choices include: Formulas Comments Constants Blanks Visible Cells Only (keyboard equivalent ALT + ; ) HIDE ERROR INDICATORS IN CELLS In Excel, if a cell contains a formula that breaks one of the error checking rules (even though the formula is correct), a green triangle appears in the top-left corner of the cell. You can prevent these indicators from being displayed. To deactivate the green triangle error notification: 1. Click File, click Excel Options and then click Formulas. 2. Clear the Enable background error checking check box. Excel Excel Features Page 1 of 14 CREATE AND USE RANGE NAMES To add a range name: Select the cell or cells. Click in the name box and type the name. Spaces are not allowed. The underscore symbol is used for word separation. Press Enter. To delete or modify a range name or to see all the range names: Select Formulas | Name Manager Single-click a name and read the reference which can be modified. Click the delete button to delete the name. GO TO a range name: Select the drop-down list on the name box and click a name. The cell-pointer will jump to the named cell or range. Reference a name in a formula: When building the formula, either type the range name, click on the cell(s) which will type in the name, or press the F3 function key to see all the names and select one. NOTE: Range names in Excel are absolute references by default ! Excel Excel Features Page 2 of 14 IF FUNCTION =IF(condition,true,false) The logical function enables you to perform a calculation only if a certain condition is true, and to perform a different calculation if that condition is false. The logical function has three parts separated by commas. The condition is an expression such as B5>E5 or SUM(E1:E10)=100. Comparison operators: = <> (less then and greater then symbols with no space means not equal to) > < ”” >= <= between) (greater then or equal to with no space between) (less then or equal to with no space between) (null or empty is represented by double quotes with no space The middle true expression occurs if the condition tests true. The false expression occurs if the condition tests false. The true and false expressions can be values, formulas or text. If using text it must be enclosed in double quotes. Examples: =IF(B5>E5,100,200) =IF(sum(F5:F9)=sum(B10:E10),sum(F5:F9),”error”) =IF(AND(test,test,test,test….),100, 200) =IF(OR(test,test,test,test….),100, 200) =IF(B5>E5,100,IF(B5>F5,200, IF(B5>G5,300,400))) NOTE: The limit on nested functions in one cell is 7. LOOKUP FUNCTION =VLOOKUP(cell reference on sheet , location of list , column number in list with the answer , false) The false argument “requires” that an exact match is found or no answer is given and the false argument overlooks the fact that the list is not sorted by the first column. When omitting the false argument, an exact match is “not” required and the list must be sorted in ascending order by the first column or an incorrect choice may result. Excel Excel Features Page 3 of 14 CONDITIONAL FORMATTING Home | Conditional Formatting | New Rule You can monitor formula results or other cell values by applying conditional formats. Excel automatically applies a format to cells if a specified condition is true. For example, you can apply green text color to the cell if sales exceed forecast and red shading if sales fall short. If you select “Format only cells that contain” with the Cell Value option you are comparing the value within the cell to a criteria. Set the criteria and click the Format button. You can compare the values of the selected cells to a constant or to the results of a formula. To evaluate data in cells outside the selected range or to examine multiple sets of criteria, you can use a logical formula to specify the formatting criteria. Begin the logical formula with an equal sign =. Example: =$B$6>=600 If you select the Formula Is option, the formula you specify must return a logical value of TRUE (1) or FALSE (0). You must start the formula with an equal sign (=). The formula can evaluate data only on the “active” worksheet. Home | Conditional Formatting | Manage Rules If you are intending to add multiple rules, start in the Manage Rules dialog box. You can add up to 64 rules for a variety of formatting results based on number ranges. Data Bars, Color Scales, Icon Sets Selecting one of these features assigns preset rules. To see the actual rule, select the feature and then read the Manage Rules dialog box. With Data Bars, Excel uses the highest and lowest values in the range to draw the shortest and longest bar. With Color Scales, Excel uses the lowest, highest, and midpoint values in the range to determine the color scales. With Icon Sets, Excel uses percentiles to calculate the break between icon sets. Excel Excel Features Page 4 of 14 DATA VALIDATION The Data | Data Tools | Data Validation dialog box allows you to control what the user can enter in cells without programming. Instead of allowing Any Value, pick from the selections in the dialog box such as Date or List of choices. The list choice adds a drop-down list to the cell and entries are case sensitive. Always enter an Error Alert message so the user knows what to enter in the cell if they make a mistake. The list (for the user to choose from) can be typed into the Data Validation dialog box with entries separated by comma symbols. As an alternative, instead of typing the list into the dialog source box, you can click and drag a range of cells that are already filled in on the same sheet. If the list is typed on a different sheet, give the list a range name and enter the range name with an equal symbol = preceding it into the Data Validation dialog box for the source. FORMULA AUDITING TOOLBAR FEATURES AUDITING to trace formula dependencies or precedents can be accomplished by using the Formula Auditing features. Choose Formulas | Formula Auditing. Select a formula and click | Trace Dependents or | Trace Precedents or | Remove Arrows. Each time you click the trace dependents or precedents tool, markers will display the first immediate dependents/precedents, then the next level of dependents/precedents, etc… Tip: Trace formula dependencies to another worksheet. To trace a formula dependency to a cell on another worksheet, you will see the table object appear with an arrow to it. Point at the black arrow line, notice the mouse pointer shape of the arrow and double-click. This activates the GOTO dialog box. This GOTO dialog box displays all the formula dependencies on other sheets within the same file and also on sheets of other “open” files. Double-click on a formula reference to go to that cell with the formula dependency. Excel Excel Features Page 5 of 14 THE FORMULA EVALUATOR You can see the various parts of a simple or nested formula evaluated in the order the formula is calculated by Excel. This is called the order of operations. Select Formulas | Formula Auditing | Evaluate Formula to open the dialog box and then click evaluate. The underlined part of the formula is the part to be evaluated next. THE WATCH WINDOW Keep track of cells and their formulas on the Watch Window toolbar, even when the cells are out of view. This moveable toolbar tracks cell properties including workbook, worksheet, name, cell, value, and formula. Select Formulas | Formula Auditing | Watch Window, then click on “Add Watch” and select the cell or range. Using this feature, you will be able to “watch” formula calculations from anywhere in the file. ADD COMMENTS FOR DOCUMENTATION Add documentation to worksheet cells by inserting comments. Select a cell and select Review | Comments | New Comment. Right-clicking will also allow the user to insert, edit, show, hide, and delete comments. To print comments, select the choice in the Page Setup dialog box on the Sheet tab. To deactivate the display of comments while working on a file, select File, Excel Options, Advanced and select “For cells with comments” and select “No comments.” This is a program level change, so be sure to turn it back on when finished working on the sheet or file. Turn comment display on again by selecting “Indicators only” in the same dialog box. Excel Excel Features Page 6 of 14 GROUP WORKSHEETS Three dimensional typing, cell formatting and page layout changes can be performed when tabs are grouped. To group specific sheets, select the first sheet tab of the group, hold the CTRL key and click on other tabs. To group many sheets quickly, select the first sheet tab of the group, hold the SHIFT key and click on the last tab. To group all sheets, right-click on a sheet tab and click “Select All Sheets.” To deselect the grouped sheets, click on a tab that is not part of the group. If all tabs are grouped, click on any one tab, other than the one used to group. 3D SUM FUNCTION Formulas can be built that reference cells of other worksheets. The 3D Sum is built by: Entering =SUM( at the starting formula cell. Click the starting point cell of the SUM on the first sheet to be added. Hold the SHIFT key to anchor and click the last sheet tab to add across. Press ENTER. NOTE: The sheet tabs must stay in order and the summary sheet must be before or after the sheets being added. Excel Excel Features Page 7 of 14 COPY OR LINK FROM EXCEL TO A WORD DOCUMENT To copy from Excel to Word: Select Excel cells and copy. Switch to a Word document. Select the PASTE SPECIAL dialog box. Select PICTURE (Windows Metafile). Select OK. The result is a picture of the worksheet in the Word document. To link from Excel to Word: Select Excel cells and copy. Switch to a Word document. Select the PASTE SPECIAL dialog box. Select LINK and also PICTURE (Windows Metafile). Select OK. The result is a picture of the worksheet in the Word document that is linked to the source in Excel. When the Excel information is changed, the picture updates automatically. EMAIL WORKSHEET ATTACHMENTS AND RANGES FROM EXCEL USING OUTLOOK To attach the current Excel file to an Outlook message: Select File | Share | E-mail or use the Email tool on the Quick Access Toolbar. An Outlook email message is created with the file attached and ready to send. To send only a range on a sheet as a picture in an Outlook message: Select a range of cells on a sheet. Copy and paste into an Outlook message. This information cannot be edited by the recipient. Excel Excel Features Page 8 of 14 TEXT TO COLUMNS Correct Data in text format Open .csv txt file Use Text to columns You can split the contents of one or more cells in a column and distribute those contents as individual parts across other cells in adjacent columns. For example, your worksheet contains a column of full names that you want to split into separate first name and last name columns. 1. Select the cell, range, or entire column that contains the text values that you want to split. On the Data tab, in the Data Tools group, click Text to Columns. 2. Follow the instructions in the Convert Text to Columns Wizard to specify how you want to divide the text into columns. SORT VERTICALLY AND ALSO FROM LEFT TO RIGHT Excel Excel Features Page 9 of 14 FUNCTIONS Subtotal(function number, range) Sum Max Min Payment Date and time Count Countblanks Trim Clean Len Right Left Sumif for vendor names and amount thresholds) VLOOKUP Looks in the first column of an array and moves across the row to return the value of a cell IF testing variations SUMMARIZE DATA WITH EXCEL TABLES A table can include the following elements: Header row By default, a table has a header row. Every table column has filtering enabled in the header row so that you can filter or sort your table data quickly. Excel Excel Features Page 10 of 14 Banded rows By default, alternate shading or banding has been applied to the rows in a table to better distinguish the data. Calculated columns By entering a formula in one cell in a table column, you can create a calculated column in which that formula is instantly applied to all other cells in that table column. Total row You can add a total row to your table that provides access to summary functions (such as the AVERAGE, COUNT, or SUM function). A drop-down list appears in each total row cell so that you can quickly calculate the totals that you want. Sizing handle A sizing handle in the lower-right corner of the table allows you to drag the table to the size that you want. Excel Excel Features Page 11 of 14 SUMMARIZE DATA WITH PIVOT TABLES Click the cell-pointer in a list of data and select: Insert | Tables | PivotTable | PivotTable/PivotChart Click OK A PivotTable report is an interactive table that quickly combines and compares large amounts of data. You can rotate its rows and columns to see different summaries of the source data, and you can display the details for areas of interest. When should I use a PivotTable report? Use a PivotTable report when you want to analyze related totals, especially when you have a long list of figures to sum and you want to compare several facts about each figure. Because a PivotTable report is interactive, you can change the view of the data to see more details or calculate different summaries, such as counts or averages. How does it organize my data? In a PivotTable report, each column or field in your source data becomes a PivotTable field that summarizes multiple rows of information. How do I create a PivotTable report? To create a PivotTable report, you run the PivotTable and PivotChart Wizard. In the wizard, you select the source data you want from your worksheet list or external database. The wizard then provides you with a worksheet area for the report and a list of the available fields. Check and uncheck the field names and if necessary drag the field from one box to another. The Values box performs calculations. Excel summarizes and calculates the report for you automatically. The Column and Row Labels boxes are for descriptive fields only. The Report Filter box will add a filter to control calculations based on specific choices such as accounts or time periods. Excel Excel Features Page 12 of 14 After you create a PivotTable report, you can customize it to focus on the information you want: change the layout, change the format, or double-click a number to drill down to display more detailed data. The drill down actually copies the underlying data from the original list to a separate sheet. Note that the PivotCache is part of the Excel file. To recalculate the Pivot Table if underlying data is changing, select Options | Data | Refresh or Refresh All. Tip: Replicate the Pivot Table on separate sheet tabs for each unique item in the Report Filter. Select Analyze | PivotTable | Click the drop-down triangle on Options Select Show Report Filter Pages. Select the Field to replicate. Click OK. The result is that separate PivotTables are automatically created on separate sheets. Each Pivot Table is based on the next choice in the Page Field. Pivot Table Lessons at the Microsoft Website Search for Excel Training http://office.microsoft.com/en-us/training/CR100479681033.aspx Excel Excel Features Page 13 of 14 Adobe Acrobat X Best Features, Forms and Tips for Accountants CONNECT PROTECT ACHIEVE Presented by: Judy Borsher, CPA, MBA, CGMA, CITP, MCT Maryland Association of CPAs / 901 Dulaney Valley Road , Suite 710, Towson, MD 21204 / 800.782.2036 www.macpa.org Adobe Acrobat X: Best Features, Forms and Tips for Accountants Description: PDF is the standard format for managing and controlling information electronically in digital documents. The course will present productivity features for using the Adobe Acrobat X program for creating, managing and securing pdf files. Users of earlier version of Adobe Acrobat will also benefit from this course. Objectives: Become proficient with the Adobe Acrobat X program features for working with pdf files, pdf forms, security settings, bookmarks, stamps, scanning, and searching. Major Topics: Convert files and forms to PDF Make image only PDF searchable with OCR Merge files into a single PDF Combine PDF Documents Add Highlights and Bookmarks Mark, create, move and indent Bookmarks Add Attachments Set Permissions and Passwords Set a Password to Restrict Editing Create and Use Digital Signatures Certify a PDF Create a Security Envelope Combine Files into a Single PDF Add Watermarks, Headers and Footers Insert, extract and replace pages in a PDF Collaborate with Shared Review Use the Pages Panel and the Navigation Tools Search a PDF File Customize Tools Convert Microsoft Office Documents to Adobe PDF Convert a Scanned Document into a PDF Extract Pages and Export to Word or Excel Add a Comment Using Sticky Notes Create lines, squares, and circles Create a register tape, tick marks and stamps Format Comment Text Use the Text Edits, Highlight, Shape and Pencil Tools Sort and Filter Comments Compare Documents Remove sensitive information using Redaction Create a Fill In PDF Form Convert a Word form to PDF Add Form Fields Create a Text Field Choose Text Field Properties Calculate and Format Field Values Create Check Boxes Use the Combo List Tools Work with Radio Buttons Add the setting that allows the Acrobat Reader software to fill in a form and save content. After Class References Adobe TV for Adobe Acrobat X http://tv.adobe.com/watch/acrobat-x/getting-started-the-basics-of-editing-a-pdf-document/ Adobe Acrobat X Pro Reference Guide http://help.adobe.com/en_US/acrobat/X/pro/using/acrobat_X_pro_help.pdf Acrobat X Forms and Interactive documents guide http://www.adobe.com/accessibility/products/acrobat/pdf/acrobat-x-creating-accessible-pdf-forms.pdf Learn Acrobat X http://www.adobe.com/support/acrobat/gettingstarted/ 1 Adobe Acrobat XI Quick start guide Create PDF files with Adobe® Acrobat® XI Convert virtually any document, graphic, or web page into a PDF file. Adobe Acrobat 1. In Acrobat, click the Create button on the left side of the task bar and select PDF From File. 2. Browse to the desired file. Click open. 3. Click the Save button. Type a name for your file, and click Save. Microsoft Office to PDF (Windows®) 1. Click the Acrobat menu at the end of your Office application Ribbon to display the task ribbon. 2. Click Create PDF. Type a name for your file, and click Save. Tip: To create your PDF file and distribute it to others in a single step, click Create and Attach to Email. Example of the Acrobat menu on the Microsoft Word 2010 Ribbon Print to PDF (Windows) 1. From within your application, select File > Print. 2. In the Print dialog box, select Adobe PDF as your printer. 3. Click Print. Type a name for your file, and click Save. Print to PDF (Mac) 1. From within your application, select File > Print. 2. Click the PDF button and choose Save As Adobe PDF. 3. Choose the Adobe PDF Settings and click Continue. 4. Type a name for your file, and click Save. Mobile-ready PDF file creation (Windows) Optimize PDF files for reading on mobile devices, such as smartphones or tablets, across operating systems, including Apple iOS, Android™, Windows Ph7, or QNX. Acrobat 1. To set the preferences in Acrobat, click File > Save As Other > Optimized PDF 2. Within the Settings drop down box, select Mobile. Click OK. 3. Type a name for your file. Click Save. 2 Office 1. To set the preferences in Office, click the Acrobat menu at the end of your Office application to display the task ribbon. 2. Select Preferences > Settings Tab > Check Enable Accessibility and Reflow with Tagged PDF. Click OK. 3. Click Create PDF. Type a name for your file. Click Save. HTML to PDF (Windows only) Capture web pages as PDF files with a single click from Internet Explorer, Chrome, or Firefox. Convert all or part of the page, keeping links, layouts, and formatting intact. Internet Explorer 1. In the top left of your browser window, click the Acrobat Convert button. Select Convert Web Page to Adobe PDF. 2. Type a name for your file, and click Save. Chrome 1. At the end of the Search Toolbar, click the Acrobat PDF icon. Select Convert Web Page to Adobe PDF. 2. Type a name for your file, and click Save. Firefox 1. At the end of the Search Toolbar, click the Acrobat PDF icon. 2. Type a name for your file, and click Save. Tip: The first time you open your browser with Adobe Acrobat installed, you must agree to enable the Adobe PDF add-on. For more options when converting HTML to PDF, such as adding your page to an existing PDF file, access the submenu with the drop-down arrow. For more information www.adobe.com/products/ acrobat Popular Searches: Create PDF, Edit PDF files, PDF creator, Combine PDF files, Form creator Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073436 7/12 3 Adobe Acrobat XI Quick start guide Scan paper to PDF and apply OCR with Adobe® Acrobat® XI Scan and convert paper documents and forms to PDF. Make scanned text searchable automatically with optical character recognition (OCR), and then check and fix suspected errors. Scan to PDF 1. Connect your scanner or all-in-one printer to your computer. 2. Click the Create button on the left side of the task bar and select PDF From Scanner. 3. (Optional) Select one of the preset color modes, such as Black & White Document or Custom Scan. 4. Follow any instructions for your scanner to start scanning the document. 5. After scanning each page, Acrobat asks if the scan is complete or if you need to scan more pages. Make your choice and click OK. Apply OCR to a scanned PDF document 1. Open the PDF file. 2. In Acrobat, select View > Tools > Text Recognition. The Text Recognition panel in the Tools pane opens. 3. Click In This File. Designate the desired pages and click OK. Acrobat applies OCR to the scanned document. Check and fix suspected OCR errors 1. Open the PDF file. 2. In Acrobat, select View > Tools > Text Recognition. The Text Recognition panel in the Tools pane opens. 3. Click Find First Suspect. Acrobat identifies suspect characters or words for your evaluation. 4. To make corrections, click on the highlighted object in the document and type the corrected text. Click Find Next. If the text is already correct, click Accept and Find to move on to the next one. If the suspect isn’t a word, click Not Text. 5. When you are done, click Close. For more information www.adobe.com/products/ acrobat Popular Searches: Scan to PDF, Edit PDF files, PDF creator, PDF Writer, Combine PDF files Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073491 7/12 4 Adobe Acrobat XI Quick start guide Edit text and images in a PDF file with Adobe® Acrobat® XI Edit PDF files intuitively—right from within Acrobat. Easily make changes with a new point-and-click interface. Edit text in a PDF file 1. At the top right in Acrobat, click the Tools pane. Open the Content Editing panel. 2. Click the Edit Text & Images tool. Tip: Add a new text box using the Add Text tool. 3. Click the text to edit and start typing. You can add, delete, or edit text. • To change the location of the text box location, drag it to the new location. • To resize a text box, click the corner and drag it to the desired width. • Text tools display automatically under the Format heading when you select a text box. You can change the font, point size, text color, alignment, and other items. 4. Search for a specific word or phrase as well as replace a word with another. In Acrobat, select Edit > Find. In the Find box, type the search term and click Next to move through the document. To change the text, type the replacement in the Replace box and click Replace. Click Replace Next to change the next instance of the searched string. 5 Edit an image in a PDF file 1. At the top right in Acrobat, click the Tools pane. Open the Content Editing panel. 2. Click the edit Text & Images tool. 3. Click the image to edit. • To move the image, drag it to the new location. • To resize the image, click the corner and drag it to the desired height and width. • Image tools display automatically under the Format heading when you select an image. You can rotate, crop, or replace the image. 4. If you want to do more, click the Edit Using button. The graphic imaging tools installed on your machine, such as Adobe Photohop®, Adobe Illustrator®, or Microsoft Paint, are listed. Or choose Open With to use another application for image editing. 5. When finished, save your image to return to Acrobat, which displays the updated image. For more information www.adobe.com/products/ acrobat Popular Searches: Edit PDF files, PDF creator, PDF Writer, Convert jpeg to PDF, Combine PDF files Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, Acrobat, Illustrator, and Photoshop are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073517 7/12 6 Adobe Acrobat XI Quick start guide Convert PDF files to Word and other formats with Adobe® Acrobat® XI Export PDF files into fully editable Word, Excel, PowerPoint, or HTML documents. Convert a PDF file to Word 1. In Acrobat, select File > Save As Other > Microsoft Word > Word Document. You can also click the Tools pane in the top right, open the Content Editing panel, click “Export file to…” and then select Microsoft Word Document. 2. Type a name for your file. Click Save. Convert a PDF file to Excel 1. In Acrobat, select File > Save As Other > Spreadsheet > Microsoft Excel Workbook. You can also click the Tools pane in the top right, open the Content Editing panel, click “Export file to…” and then select Microsoft Excel Workbook. 2. Type a name for your file. Click Save. Convert a PDF file to PowerPoint (Acrobat XI Pro only) 1. In Acrobat, select File > Save As Other > Microsoft PowerPoint Presentation. You can also click the Tools pane in the top right, open the Content Editing panel, click “Export file to…” and then select Microsoft PowerPoint Presentation. 2. Type a name for your file. Click Save. Convert a PDF file to HTML 1. In Acrobat, select File > Save As Other > HTML. 2. Prior to saving your new file, click Settings on the right. You can choose to save your file as single HTML page or multiple HTML pages. 3. Click OK. Type a name for your file. Click Save. Tip: To open files hosted in SharePoint or Office 365, click the Open from Online Account button in the bottom left corner of the Open File dialog box. To save files hosted in SharePoint or Office 365, click the Save to Online Account button in the bottom left corner of the Open File dialog box. For more information www.adobe.com/products/ acrobat Popular Searches: Convert PDF to Word, Convert PDF to Excel, Convert PDF to PowerPoint, PDF Writer, PDF Creator Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073476 7/12 7 Adobe Acrobat XI Quick start guide Merge multiple files into one PDF file with Adobe® Acrobat® XI Merge content from multiple sources—including text files, spreadsheets, emails, web pages, scanned paper, and images—into a single PDF file that brings all your information together in one place. Use the new Thumbnail view to preview, drag and drop, and arrange documents or individual pages before combining them into a PDF file—just like sorting presentation slides. 1. Click the Create button on the left side of the task bar and select Combine Files Into A Single PDF. 2. At the top left of the Combine Files dialog box, click Add Files and choose the files to include. The files do not have to be in PDF format. 3. Hold down the Control key (Windows®) or Command key (Mac OS) to add more than one file at a time. Click Open. • To add files from cloud-based storage, click the Open from Online Account button of the open files dialog box. 4. In the Thumbnail view, drag and drop files and pages into the desired order. 5. If your file has multiple pages, double-click the file to expand it. Rearrange or delete pages. Doubleclick to collapse the file. 6. When you are done, click Combine Files. Your new PDF file is created. 3 5 For more information www.adobe.com/products/ acrobat 6 Tip: In the Thumbnail view, drag the zoom slider in the bottom left to make the thumbnails larger or smaller. Popular Searches: Merging PDF files, Create PDF, Edit PDF files, PDF creator, Combine PDF files Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073474 7/12 8 Adobe Acrobat XI Pro Quick start guide Combine files into a PDF Portfolio with Adobe® Acrobat® XI Pro Assemble a wide range of content—including web pages, videos, spreadsheets, and more—into a professional, well-organized PDF Portfolio. Easily customize PDF Portfolios to meet your corporate brand and style guidelines. Create a PDF Portfolio 1. Click the Create button on the left side of the task bar and select PDF Portfolio. 2. In the dialog box, click through the layout options to see a preview of the layout . 3. Click Add Files and select files you want to add. The files do not have to be in PDF format. Click Finish. Customize the look and feel of your PDF Portfolio with the Layout pane 1. Open a PDF Portfolio. 2. In the toolbar, click the Edit button. (This button toggles between Edit and Preview.) At the top right, click the Layout pane. 3. In the navigator at the bottom of the screen, drag files to the desired order. a.To add more files, create folders, or add web content, open the Add Content panel. b.To determine how the recipient navigates through the content, open the Portfolio Layouts panel. c.To select the templates that modify the colors, background, and cards that preview and display information about the files, open the Visual Themes panel. d.To change the colors displayed in the Visual Themes, open the Color Palettes panel. e.To refine the background image, open the Background panel. f. To change the font, open the Portfolio Properties panel. 4. At the top of the screen, click the Preview button to display the PDF Portfolio as a recipient will see it. To return to editing mode, click the Edit button. Tip: To combine files into a single PDF file, see Merge multiple files into one PDF file with Adobe Acrobat XI. Example of a PDF Portfolio 9 Customize the file order in your PDF Portfolio with the Details pane 1. Open a PDF Portfolio. 2. In the toolbar, click the Edit button. (This button toggles between Edit and Preview.) At the top right, click the Details pane. a. Select the columns that the recipient will see or add your own columns. b. Type display names for your documents (rather than filenames) and descriptions. c. To sort the documents, drag and drop the rows to the desired order. For more information www.adobe.com/products/ acrobat Popular Searches: Merging PDF files, Create PDF, Edit PDF files, PDF creator, Combine PDF files Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073434 7/12 10 Adobe Acrobat XI Pro Quick start guide Compare two versions of a PDF file with Adobe® Acrobat® XI Pro Quickly pinpoint changes by comparing two versions of a PDF file. Acrobat XI analyzes the files and presents a report detailing differences between the documents. 1. In Acrobat, select View > Compare Documents. 2. Choose the documents to compare. You can limit the comparison to a portion of the documents by entering the page numbers in the First and Last page fields under each filename. 3. Under Document Description, select the type of documents that you are comparing. To ignore differences between the graphic elements, select Compare Text Only. Click OK. Acrobat displays the results in a new document. The first page summarizes the results, including: a.Differences between the files b. Files compared c.Get Started hyperlink to take you to the first difference a d. Moved or deleted pages e. Key to the symbols used within the report b c d e 4. Select how to review the differences. a.Use the Compare panel on the left side (default). • Page through the thumbnails in the Compare panel. An icon below a thumbnail indicates a difference. A green arrow signifies moved or deleted pages. A purple arrow designates a change on the page. • Return to the first page and click Get Started to go to the first difference. • Changes are highlighted on the main screen. Hover your mouse over the highlight to see the details. The color legend in the top right provides a guide. 11 b.Use side-by-side view. • In the Compare panel on the left, click the options icon, and select Show Documents Side by Side. • Changes are highlighted on the main screen. Hover your mouse over the highlight to see the details. The color legend in the top right provides a guide. For more information www.adobe.com/products/ acrobat Popular Searches: PDF document reviews, PDF e-sign, Compare PDF files, PDF version control, PDF converter, PDF creator Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073464 7/12 12 Adobe Acrobat XI Quick start guide Protect your PDF file with permissions using Adobe® Acrobat® XI Restrict the way people can use your PDF file. Easily prevent them from editing and copying information, or fine-tune file permissions to limit other activities like printing, commenting, form filling, and adding pages. 1. At the top right in Acrobat, click the Tools pane. Open the Protection panel. 2. Click Encrypt, and select Encrypt With Password. Confirm that you want to change the security of the document. 3. In the Password Security Settings dialog box, you can add two types of passwords. • The Document Open password restricts who may open the document. • The Permissions password restricts printing, editing, and copying based on your selections. 4. Click OK and confirm the password(s) chosen. 5. You must save the document to apply the new security settings. Type a name for your file, and click Save. Tip: To learn how to add passwords when creating a PDF file from Microsoft Office, see Create and protect your PDF file with Acrobat XI. For more information www.adobe.com/products/ acrobat Tip: To just restrict editing and copying a PDF file, see Restrict others from editing your PDF file with Acrobat XI. Popular Searches: Password protect PDF files, Compare PDF files, PDF version control, Protect PDF files, PDF document reviews Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073448 7/12 13 Adobe Acrobat XI Quick start guide Restrict others from editing your PDF file with Adobe® Acrobat® XI Prevent others from editing your PDF files using the new Restrict Editing with Password tool in the Acrobat protection panel. 1. At the top right in Acrobat, click the Tools pane. Open the Protection panel. 2. Click Restrict Editing. Confirm that you want to change the document security. 3. Type and confirm a password. Click OK. 4. Type a name for your file, and click Save. You must save the document to apply the new security settings. Tip: To learn how to add passwords when creating a PDF file from Microsoft Office, see Create and protect your PDF file with Acrobat XI. Tip: To learn how to restrict other options in an existing PDF file, see Protect your PDF file with permissions with Acrobat XI. For more information www.adobe.com/products/ acrobat Popular Searches: Password protect PDF files, Compare PDF files, PDF version control, Protect PDF files, PDF document reviews Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073482 7/12 14 Adobe Acrobat XI Quick start guide Create and protect your PDF file in select Office apps with Adobe® Acrobat® XI Pro Check the Protect PDF box while creating PDF files from within Microsoft Word, Excel, Outlook, or PowerPoint applications* to help prevent your PDF files from being edited by others. 1. Click the Acrobat menu at the end of your Office application Ribbon to display the task ribbon. 2. Click Create PDF. Under the filename, select Protect PDF. 3. In the Security dialog box, you can add two types of passwords. a.The Document Open password restricts who can open the document. b.The Permissions password restricts printing, editing, and copying based on your selections. For more information www.adobe.com/products/ acrobat 4. Click OK and confirm the passwords chosen. 5. Type a name for your file, and click Save. 6. Acrobat creates the protected PDF file. Tip: To learn how to restrict options in an existing PDF file, see Restrict others from editing your PDF file with Acrobat XI. To add other restrictions, see Protect your PDF file with permissions with Acrobat XI. * Windows® only Popular Searches: Password protect PDF files, Compare PDF files, PDF version control, Protect PDF files, PDF document reviews Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073495 7/12 15 Adobe Acrobat XI Pro Quick start guide Redaction—Remove visible data from PDF files with Adobe ® Acrobat® XI Pro Remove confidential information from a document before distributing it. Select text for redaction 1. At the top right in Acrobat, click the Tools pane. Open the Protection panel. The redaction tools are listed under the heading Black Out & Remove Content. 2. Chose one of the methods below to select text. In each method, the area is just marked for redaction. The information is not permanently removed until you apply the redaction and save the file. • Highlight text to redact a.Click Mark For Redaction. b.Select the text to redact. A red outline appears around the selected text. As you scroll over the text, a black patch appears. You can also click your mouse to draw a box over large amounts of text or images. • Redact an entire page a.Click Mark Pages To Redact. b.Mark the current page or specify a page range for redaction. • Search for and redact every instance of a word, phrase, or pattern a.Click Search & Remove Text. b.In the search dialog box, select whether you want to redact only the current document or a group of files within a folder. c.Select whether you want to search for a single or multiple words, phrases, or patterns such as credit card or phone numbers. Type the text, and click Search & Remove Text. d.Review the results returned. Check the items that you want to redact. Click Mark Checked Results For Redaction. 3. When you are done marking the file for redaction, move to the next section to learn how to to permanently remove the text. Apply redactions 1. Click Apply Redactions. Confirm that you want to permanently remove the content marked for redaction. You must save the document to apply the changes. 2. Acrobat asks if you wish to remove hidden information (sanitization). For more information www.adobe.com/products/ acrobat Tip: To learn more about removing hidden information, such as metadata, see Sanitization—Remove hidden data from PDF files with Acrobat XI. 3. Type a name for your file. By default, Acrobat adds, “ _Redacted” to the filename so that you do not lose your original file in the redaction process. Click Save. Tip: You can add a note that describes the redacted content or explains the reason for redaction. Double-click on the redacted area to open a blank sticky note. You can also change the area fill color, overlay text, or opacity of the redaction. Popular Searches: PDF redaction, Compare PDF files, PDF editing, PDF converter, PDF creator Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 16 Adobe Acrobat XI Quick start guide Sanitization—Remove hidden data from PDF files with Adobe ® Acrobat® XI With a single click, find and delete all hidden data in a PDF file, including text, metadata, annotations, form fields, attachments, and bookmarks. 1. At the top right in Acrobat, click the Tools pane. Open the Protection panel. 2. The sanitation tools are listed under the heading Hidden Information. • To permanently remove items such as metadata, comments, and file attachments, select Sanitize Document. Click OK. • To have more control over what is removed, select Remove Hidden Information. 3. Type a name for your file, and click Save. Tip: To learn more about removing confidential data from PDF files, see Redaction—Remove visible data from PDF files with Acrobat XI. For more information www.adobe.com/products/ acrobat Popular Searches: PDF redaction, Compare PDF files, PDF editing, PDF converter, PDF creator Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073520 7/12 17 Adobe Acrobat XI Quick start guide Sign a PDF file with Adobe ® Acrobat® XI Place your signature anywhere on a PDF file and send your document. Choose from a typewritten or hand-drawn appearance, or import a signature image. 1. Open the PDF file you want to sign. 2. At the top right in Acrobat, click the Sign pane. Open the I Need to Sign panel. 3. Click Place Signature. 4. Select one of the following options for signing in the drop-down box. To use a certificate, see the “Use an existing Certificate” section below. a.Type My Signature • In the Enter Your Name box, type your name. • To toggle between appearance options, click Change Signature Style. Click Accept. • Scroll to the desired location, and click to place the signature. b.Draw My Signature • Use your mouse or stylus to draw your signature in the box. If needed, click Clear Signature to start over. Click Accept. • Scroll to the desired location, and click to place the signature. c.Use an Image • Physically sign a piece of paper and scan the paper to a PDF file. See Scan paper to PDF and apply OCR with Acrobat XI. • Browse to the file that contains your handwritten signature. Click Accept. • Scroll to the desired location, and click to place the signature. 5. To sign your file more than once, click Place Signature again. Scroll to the desired location, and click to place the signature. 6. To permanently merge the signature into the PDF, save the file. Click Confirm to finalize the changes. Type a name for your file. Click Save. 7. You are presented with an option to send the signed document to others with Adobe EchoSign. To continue, click Upload and see step 6 of Get others to sign a PDF file with Acrobat XI. If do not want to use the Adobe EchoSign service, click Not Now. Tip: Acrobat sets the first signature method chosen as the default method of signing. To change methods, click the down arrow next to Place Signature, and select Change Saved Signature to return to the full list of options. The method you choose becomes the default. 18 Use an existing Certificate 1. Open the PDF file you want to sign. 2. At the top right in Acrobat, click the Sign pane. Open the I Need to Sign panel. 3. Click Place Signature. 4. With your mouse, draw a box where you want the signature to appear. When you finish drawing, the Sign Document dialog box opens. 5. Select your digital ID and type the password. Click Sign. 6. Type a name for your file, and click Save. The file shows a blue bar at the top of the screen indicating that the PDF file is signed. To learn more about certificate signatures, visit http://helpx.adobe.com/acrobat/kb/certificatesignatures.html. Tip: Acrobat sets the first signature method chosen as the default method of signing. To clear out Digital IDs in Acrobat, select Edit > Preferences > select Signatures on the left side of the screen > click More after Identities & Trusted Certificates > select the relevant Digital ID > click Remove ID > confirm that you want to remove the Digital ID> enter the password > click OK Tip: To learn more about other signature options, see Get others to sign a PDF file with Acrobat XI. For more information www.adobe.com/products/ acrobat Popular Searches: PDF e-sign, Sign PDF review, PDF files e-signatures, PDF version control, Password protect PDF files Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073509 7/12 19 Adobe Acrobat XI Quick start guide Get others to sign a PDF file with Adobe® Acrobat® XI Send documents for signature approval with the easy-to-use Adobe EchoSign online service.*† Easily keep track of the signing process. Recipients can sign without downloading a plug-in or creating an EchoSign account. 1. Open the PDF file which you would like to distribute for signature. 2. At the top right in Acrobat, click the Sign Pane. Open the Get Others to Sign panel. 3. Click Send For Signature. Acrobat uploads the document to Adobe EchoSign. 4. Click Proceed To Adobe EchoSign to continue. Acrobat opens the Adobe EchoSign website. 5. Type your email address and the recipient’s email address. Type a message to the recipient. 6. Confirm you have uploaded the correct file, and click Send. 7. Check your email for the verification email from EchoSign. Click the link to activate your account. 8. EchoSign brings up your file and requests that you drag and drop fields on the document, such as signature, initials, and date signed. 9. Click Send and Register if a new user. You receive onscreen confirmation if your file is successfully sent for signature. You can sign out. 10.You receive emails when the document has been sent for an E-signature as well as when the document is signed and filed. 11.View a copy of the signed document in your EchoSign account. Tip: To learn more about other signature options, see Sign a PDF file with Acrobat XI. For more information www.adobe.com/products/ acrobat *Adobe online services are available only to users 13 and older and require agreement to additional terms and Adobe’s online privacy policy. Online services are not available in all countries or languages, may require user registration, and may be subject to change or discontinuation without notice. Additional fees or subscription charges may apply. †Requires an active account with the Adobe EchoSign online service. Free and paid subscriptions are available. Popular Searches: PDF e-sign, Sign PDF review, PDF files e-signatures, PDF version control, Password protect PDF files Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073508 7/12 20 Adobe Acrobat XI Quick start guide Comment in a PDF file with Adobe® Acrobat® XI Review documents with a complete set of familiar commenting tools, including strikethroughs, boxes, circles, and arrows. 1. At the top right in Acrobat, click the Comment pane. 2. Open the Annotations panel or Drawing Markups panel. 3. Select a tool, and click the page where you want to add your comment. A A. Show Comments Tool B.Stamp B C D C. Highlight Text D. Sticky Note E. Text Edit E F. Drawing Tools F G. Callout Box G H. Text Box H Annotation tools Share feedback using familiar text-based tools—add sticky notes, use highlighters, insert text, replace text, underline, and add a note to text. You can also attach a file in any format to the PDF file, record audio feedback via your system microphone, or use a digital version of a rubber stamp. Choose from a variety of stamps, including Approved, Confidential, and Draft, or create your own. Drawing markups For more information www.adobe.com/products/ acrobat Emphasize areas on the page with intuitive-to-use shapes. Use text boxes that remain visible on the page rather than closing like a pop-up note. Communicate your ideas artistically with the pencil and eraser tools. The callout tool is a text box with an attached arrow to specify the area that you are commenting on. Tip: To set permissions to prohibit commenting on your file, see Protect your PDF file with permissions using Acrobat XI. Tip: To collect and manage comments from others, see Send a PDF for shared review with Acrobat XI. Popular Searches: PDF document reviews, PDF e-sign, Compare PDF files, PDF version control, PDF converter, PDF creator Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073493 7/12 21 Adobe Acrobat XI Quick start guide Export PDF comments to Microsoft Word with Adobe® Acrobat® XI Export PDF comments back to the original Word1 document and quickly apply any required text changes. 1. At the top right in Acrobat, click the Comment pane. Open the Comments List panel. 2. Click the Options menu, and select Export to Word. 3. The Import Comments from Adobe Acrobat Wizard opens. Review the instructions and click OK. 4. Browse to the Microsoft Word file. Click open. 5. Optionally opt to turn Track Changes on before importing comments to Word. Click Continue. For more information www.adobe.com/products/ acrobat 6. Acrobat opens Word and the Successful Import dialog box summarizes the comment import results. 7. Acrobat walks you through applying the text edits from the review. Tip: To learn about shared reviews and working with comments, see Send a PDF for shared review with Acrobat XI and Comment in a PDF file with Acrobat XI. 1 Windows® only Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073484 7/12 22 Adobe Acrobat XI Quick start guide Convert an existing form into a fillable PDF form with Adobe® Acrobat® XI Easily convert forms to fillable PDF forms from paper or existing electronic files, such as Microsoft Word files. Automatically recognize and convert static fields to fillable ones with a form wizard. 1. At the top right in Acrobat, click the Tools pane. 2. Open the Forms panel. Click Create. 3. Select Existing Document and click Next. 4. Choose one of the following options. Use the current document or choose another file • If using a different document, browse to the file and click Continue. Scan a paper form and convert it into a PDF fillable form • Click Continue. Select the scanner and a color mode. Follow the instructions for your scanner to scan the form. • After each page, Acrobat asks if the scan is complete or if you need to scan more pages. 5. Acrobat analyzes the document and adds interactive form fields. Inspect the form fields list in the Fields panel. You use the form names when collecting and analyzing data, so make sure that each name is unique and descriptive. To change a field name, double click and type the desired name in the General tab. Click close. 6. To edit fields, select the field and click Edit Fields in the Tasks panel. You can also add fields. 7. At the top of the Forms Editing toolbar, click Preview (This button toggles between Edit and Preview.) to display the form as a recipient will see it and to test form behavior. To return to editing mode, click Edit. 8. When finished, at the top right in Acrobat, click the Close Form Editing button. Save your PDF form. Tip: To learn how to create a form from scratch or template, see Create a form from scratch or a template in Acrobat XI Pro. Tip: To distribute your form and analyze responses, see Distribute PDF forms and analyze responses with Acrobat XI Pro. For more information www.adobe.com/products/ acrobat Popular Searches: Create PDF, Edit PDF files, PDF creator, Combine PDF files, Form creator Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073443 7/12 23 Adobe Acrobat XI Pro Quick start guide Create a form from scratch or a template in Adobe® Acrobat® XI Pro Choose from a wide range of predesigned form templates to create fillable PDF forms with the included Adobe FormsCentral desktop app. 1. At the top right in Acrobat, click the Tools pane. Open the Forms panel, and click Create. Select From Scratch or Template. Click Launch. Or launch the “Adobe FormsCentral” desktop app installed with Acrobat XI Pro. 2. In the FormsCentral desktop app, click the Templates tab to use a form template as a starting point. 3. Select a template from the list and click New Form. Customize the form using the tools. a.To edit a field name or field properties, click the field. b.To insert a new field, select an existing field and click the plus sign in the top left of the field. The new field is inserted above the selected field. The options for the new field type appear. c.To move fields, grab the gray bar to the left of the field and drag and drop it to the desired location. d.To delete a field, click the trash can icon in the top right of the field. e.To copy and paste a field, right-click and select copy. b c a d 4. Your form is automatically saved to the My Forms tab. To return to the My Forms tab, click the FormsCentral link in the top left. To return to editing, double-click the name of the form. 5. Choose how to distribute your form. a.To save it as a PDF form to distribute through Acrobat, click File and choose Save as PDF Form to save the form on your hard disk. To distribute the form and analyze responses with Acrobat XI, see Distribute PDF forms and analyze responses with Acrobat XI Pro. b.To distribute it as either a PDF form or a web form through the Adobe FormsCentral online service, see Distribute forms and analyze responses with the Adobe FormsCentral desktop app in Acrobat XI Pro. For more information www.adobe.com/products/ acrobat Tip: To learn how to create a form from an existing document, see Convert an existing form into a PDF fillable form with Acrobat XI. Popular Searches: Create PDF, Edit PDF files, PDF creator, Combine PDF files, Form creator Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073465 7/12 24 Adobe Acrobat XI Quick start guide Distribute PDF forms and analyze responses with Adobe® Acrobat® XI Easily distribute PDF forms and use the Form Tracker to manage participants and monitor progress. Automatically compile returned PDF forms into a single document or table view for easy filtering and analysis. Tip: To learn how to create a form from scratch or a template, see Create a form from scratch or template in Acrobat XI Pro. Tip: To learn how to create a form from an existing document, see Convert an existing form into a fillable PDF form with Acrobat XI. Distribute PDF forms 1. Open the PDF form to distribute for review. 2. At the top right in Acrobat, click the Tools pane. Open the Forms panel. 3. Click Distribute and then select one of the following methods for collecting responses. a.Adobe FormsCentral •To learn more about Adobe FormsCentral, see Distribute forms and analyze responses with the Adobe FormsCentral desktop app in Acrobat XI Pro. b.Email •Select Email and click Continue. If prompted, enter your identifying information. Click next. •Either choose to send your form using Acrobat or save a local copy and manually send it later. Click Next. •If you chose to send your form using Acrobat, enter the email addresses of the reviewers. Type a summary message. Click send. Acrobat opens your default email application and sends the message with the attached form. You may also configure a web-based email account. •If you chose to save a local copy, specify the location and name for the form. Acrobat creates a new file in the same folder as the original form and adds, “ _distributed” to the filename. Click Next and Finish. Email this file to recipients. c.Network folder or SharePoint (Windows only) •Select Internal Server, and click Continue. Provide the path to your network folder or the URL to your SharePoint workspace. Follow the onscreen instructions to post the form. 4. Acrobat opens Tracker to help you manage the form that you have distributed. See the next section to learn more. Tip: To learn other distribution methods, see Distribute forms and analyze responses with the Adobe FormsCentral desktop app in Acrobat XI Pro. 25 Track and analyze PDF forms 1. At the top right in Acrobat, click the Tools pane. Open the Forms panel. 2. Click Track. In the Tracker, click the filename of the form to track. Click View Responses. You can track who has responded, add more recipients, email recipients, and view form responses. a.If you distributed the form by email •Check your email for the subject line Submitting Completed Form. •Double-click the attachment. Select Add To An Existing Responses File > Accept Default Filename > OK. 3. When you use Acrobat to distribute a form, a response file is automatically created to collect the data. The file is placed in the same folder as the original form and has “ _responses” added to the filename. Acrobat uses the data in this file to create a table view summarizing the results. 4. Click Get Started at the bottom of the response file Welcome screen 5. Each response is listed as a separate line. You can view, filter, export, and archive form data. For more information www.adobe.com/products/ acrobat Popular Searches: Edit PDF files, PDF creator, PDF Writer, Convert jpeg to PDF, PDF converter Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073477 7/12 26 Adobe Acrobat XI Quick start guide Send a PDF file for shared review with Adobe® Acrobat® XI Quickly gain the feedback you need through easy-to-manage, shared document reviews that allow participants to build on one another’s comments. Easily add reviewers, send updates or reminders, and consolidate comments into one PDF file. Send for shared review 1. Open the PDF file to distribute for review. 2. At the top right in Acrobat, click the Comment pane. Open the Review panel, and click Send For Shared Review. 3. Select how you want to collect comments in the drop-down list. • If you choose Automatically Download & Track Comments with Acrobat.com, you are prompted to log in with your existing Adobe ID or create a free Adobe ID. • If you choose Automatically Collect Comments On My Own Internal Server, provide the path to your network folder or the URL to your SharePoint workspace (Windows® only) or web server folder. 4. Enter the email addresses of the reviewers. Type a summary message. 5. Revise the review deadline. Acrobat automatically picks a deadline; it may need to be adjusted to fit your review schedule. 6. Click Send. Acrobat adds “ _Review” to the filename. The reviewers receive a link to the file and instructions on how to publish their comments. Track reviews Use the Tracker tool to monitor the status of shared reviews, send updates and email reminders, and invite additional reviewers. You can also add and change deadlines, end or delete reviews, and start a new review with the same people. 1. Open the review file. The Welcome screen provides a status update of the total number of comments and reviewer participation. Click OK. 2. At the top right in Acrobat, click the Comment panel. Open the Review pane, and click Track Reviews. 3. On the left side, click the filename of the review. The Tracker shows who has participated and how many comments each person published. 4. (Optional) Choose to change the review deadline, end the review, add reviewers, email all the reviewers, or start a new review. 5. At the end of the review, select File > Save as Archive Copy. The copy is no longer connected to a shared review, so you can edit all comments. 27 Review comments View, sort, and filter everyone’s feedback using the Comments List. Check off each comment as you finish it. Sort by page, author, and date. Search by specific terms. 1. Open the review file. At the top right in Acrobat, click the Comment pane. Open the Comments List panel. 2. In the Comments List, you can: a.Search comments b.Sort comments a c. Filter comments d b c d.Open the Options menu 3. To reply to a comment or set its status, right-click a comment. You can add checkmarks to make sure you catch everything. Import comments In the shared review process, comments are imported automatically. However, if a reviewer makes comments in a PDF file outside the shared review file, you can import them. 1. Open the review file. At the top right in Acrobat, click the Comment pane. Open the Comments List panel. 2. In the Options menu (shown as “d” in the picture above), select Import Data File. 3. Navigate to the PDF file containing the comments. If there is more than one file, shift-click to select the files. 4. Click Select. The comments are imported and appear in the Comments List. Create a comment summary 1. At the top right in Acrobat, click the Comment pane. Open the Comments List panel. 2. In the Options menu (shown as “d” in the picture above), select Create Comment Summary. 3. Select the layout and other options for your summary. 4. Click Create Comment Summary. Save your file. For more information Tip: To learn how to return comments to a Word file, see Export PDF comments to Microsoft Word with Acrobat XI. www.adobe.com/products/ acrobat Popular Searches: PDF document reviews, PDF e-sign, Compare PDF files, PDF version control, Password protect PDF files Adobe Systems Incorporated 345 Park Avenue San Jose, CA 95110-2704 USA www.adobe.com Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. 91073451 7/12 28 Customized CPE training to Meet the Unique Needs of Your Organization Windows 10 and OneDrive Productivity Features Presented by: Judy Borsher, CPA, MBA, CGMA, CITP, MCT SCG Training & Consulting Corporation | Alexandria, VA | 703-298-5692 www.SCG-training.com Windows 10 What's New Description: This presentation covers how to become proficient with many day-to-day and important business features in the Windows 10 operating system. Learning Objectives: • Navigate the Windows 10 User Interface • Use the Action Center, Quick Actions and Search tools • Learn tips to run programs and apps • Manage Power options • Search for, browse and manage files and folders • Use system security tools • Work with Desktop applications • Customize settings to save time Course Highlights: • Learn best practices for saving and managing documents, organizing folders and securing corporate data • Control and remove document meta‐data easily for security • Use Desktop tools • Pin programs and files • Snap windows for ease of access to files • Learn keyboard shortcuts • Use Action Center and Control Panel features • Use Task Manager to control running programs • Manage printer selections Page | 2 Work Smart by Microsoft IT Exploring Windows 10 Windows 10 is designed to please both touch and mouse users. It’s also designed to be intuitive for users of both Windows 7 and Windows 8.1, incorporating the “best of both worlds” to enhance your experience and help you be more productive. The Start menu is back, putting all your apps, settings, and files just a few keystrokes, clicks, or taps away. Cortana helps make things easier for you and keeps you up to date. Microsoft Edge, the new browser in Windows 10, is designed to deliver a better web experience. It’s also easier to find and switch between open apps, keep them organized, resize and reposition them, keep track of notifications, and access frequently used system settings. Topics in this guide include: Start menu Cortana Microsoft Edge Task View Virtual desktops Window behavior for modern apps Snap enhancements Notification center For more information Page | 3 Exploring Windows 10 Start menu Windows 10 brings back the familiar Windows desktop and Start menu from Windows 7. The Start menu is enhanced with resizable tiles and other new capabilities to help you be more productive. From the Start menu, you can: Lock your computer, change your account settings, or sign out. Quickly access your apps (both traditional Win32 and modern), documents, pictures, and settings. Shut down your computer, restart it, or put it to sleep. Search for apps, settings, and files, and search across the web. Immediately launch advanced system tools such as Power Options and Disk Management. Display the Start menu To display the Start menu: Select the Start button on the far left of the Windows Taskbar. – OR – Press Windows logo key on the keyboard. Page | 4 Exploring Windows 10 Lock your computer, change your account picture, or sign out 1. On the Start menu, select your user name in the upper left corner of the menu. 2. Choose the option you want: Change account settings, Lock, or Sign out. Quickly access your apps, files, and settings In the left pane of the Start menu, immediately below your user name, you’ll find the following: Links to your most-used and recently added apps Links to File Explorer and Settings A Power button An All apps button—select it to display a list of all your apps. Select an app to launch it. Press and hold (or right-click) the app to choose from a broader range of options, which, depending on the app, may include the following: Open Run as administrator Uninstall Pin to Start Pin to taskbar Remove from this list Page | 5 Exploring Windows 10 Shut down your computer, restart it, or put it to sleep 1. On the Start menu, select Power. 2. Select the option you want: Sleep, Shut down, or Restart. Search for apps, settings, and files, and search across the web Start typing in the search box to the right of the Start button to search across the following locations: Apps on your PC—including both traditional Win32 and modern Settings Files—including your documents, pictures, music, and videos Apps in the Windows Store Popular Bing searches on the Web When initial search results are displayed, you can: Select My stuff to find results for apps, settings, photos, videos, and music across your PC and OneDrive. Select Web to be taken to a full list of Bing search results. Page | 6 Exploring Windows 10 Tiles In the right pane of the Start menu, you’ll find tiles for some common apps. To move a tile, just drag it to another position. You can drag tiles to rearrange them within the right pane of the Start menu. You can also drag apps between the tile view and the app list view. Right-click a tile to display a menu for performing other actions with that tile. Depending on the app, these actions may include: Unpin from Start Pin to taskbar Uninstall Run as administrator Open file location Resize a tile Turn live tile off Tiles in the Start menu are divided by category. To rename a category divider, select it and enter the new name for that category. Page | 7 Exploring Windows 10 Quick Access menu The Quick Access menu provides access to advanced system tools such as Power Options, Device Management, Command Prompt, Task Manager, and Control Panel. To display the Quick Access menu: Right-click the Start button. – OR – Press Windows logo key+X on the keyboard. Page | 8 Exploring Windows 10 Cortana Cortana is your personal digital assistant in Windows 10. She gets to know you and helps you get things done, letting you interact with her in a way that’s easy and natural. She can search the web, find things on your PC, show you the local news and weather, and provide reminders based on time or location. Just tell Cortana what you want, and she’ll be there to help you out. NOTE: To get the most out of Cortana, you must be signed in with your Microsoft account. More information on Cortana is provided in a separate Work Smart guide. Page | 9 Exploring Windows 10 Microsoft Edge Microsoft Edge (formerly Project Spartan) is the new browser in Windows 10. It’s fast, compatible, and built for the modern web—designed to work the way you do and help you get things done through easy sharing, reading, discovery, and more. NOTE: More information on Microsoft Edge is provided in a separate Work Smart guide. To launch Microsoft Edge, select the Microsoft Edge button on the Windows Taskbar. Page | 10 Exploring Windows 10 Task View Many users know that you can press ALT+TAB to switch between running apps. In Windows 10, we added a Task View button to the Windows Taskbar to make this feature more discoverable. Virtual desktops (a new feature described on the next page) are also managed through the Task View. Within the Task View, tap or click an app to select it. Task View button Display the Task View To display the Task View: Select the Task View button on the Windows Taskbar. – OR – Press Windows logo key+Tab on the keyboard. Switch between open apps using the Task View To switch between open apps using the Task View: Select the thumbnail for the app you want within the Task View. Page | 11 Exploring Windows 10 Virtual desktops Windows 10 adds support for virtual desktops, so you can keep your open apps better organized. For example, if you need to research travel plans for an upcoming business trip while at work, you could create a second virtual desktop that contains the apps you’re using to research and plan your trip. Creating a new virtual desktop To create one or more new virtual desktops: 1. Select the Task View button on the Windows Taskbar. 2. Select New desktop near the lower-right corner of the screen. Page | 12 Exploring Windows 10 Switching between virtual desktops To switch between virtual desktops: 1. Select the Task View button on the Windows Taskbar. 2. Select the thumbnail for the virtual desktop you want. Moving an app from one virtual desktop to another To move an app from one virtual desktop to another: 1. Select the Task View button on the Windows Taskbar. 2. Point to the virtual desktop thumbnail containing the app you want to move. This action displays thumbnails for all open apps within that virtual desktop. 3. Right-click the thumbnail for the app you want to move. 4. Select Move to, and then select the virtual desktop into which you want to move the app. Page | 13 Exploring Windows 10 Closing a virtual desktop To close a virtual desktop: 1. Select the Task View button on the Windows Taskbar. 2. Point to the thumbnail for the virtual desktop you want to close, and then select the Close button that appears in the upper-right corner of the thumbnail. NOTE: When you close a virtual desktop containing open apps, those apps are moved into the virtual desktop that you created most recently. Page | 14 Exploring Windows 10 Window behavior for modern apps In Windows 10, we improved how windows works for modern apps. You can now minimize, maximize, resize, and position modern apps on your desktop, just as you can with traditional Win32 apps. We also eliminated the Charms bar that was in Windows 8.1, relocating functionality such as Search, Share, Print, and Settings for modern apps to their respective title bars instead. Minimizing, maximizing, and closing modern apps Window behavior for modern apps can be controlled by selecting the dedicated window controls displayed on the far right of the app’s title bar—just like for Win32 apps. Page | 15 Exploring Windows 10 Accessing charms functionality in modern apps With Windows 10, you no longer need to go all the way to the right side of your screen to access the charms for an app. Now you can just select the Menu button on the far left of the app’s title bar to do things like search, print, or change settings. The options you see will vary by app. Page | 16 Exploring Windows 10 Snap enhancements Windows 10 includes several enhancements to Snap, making it easier to manipulate the layout of open windows on your desktop. These enhancements include: Consistent Snap behavior across traditional Win32 and modern apps. Snap Assist, which makes it easy to snap additional windows after the first one. Four-quadrant Snap, which enables you to fill your screen with four apps in a two-bytwo configuration. Snapping two windows side by side To arrange two windows side by side on the screen: 1. Drag the title bar of a window to the left or right side of the screen, until a half-screen outline of the window appears. 2. Release the mouse (or lift your finger) to snap the window into position. 3. Repeat steps 1 and 2 for the other window, using the other side of the screen. Page | 17 Exploring Windows 10 Snap Assist When you snap an app to the left or right, Snap Assist displays thumbnails of your other open apps—just select one to snap it to the other half of your screen. Quadrant snap To arrange four windows in a two-by-two configuration on the screen: 1. Drag the title bar of the first window to the left or right side of the screen near a corner, until a quarter-screen outline of the window appears. 2. Release the mouse to snap the window into position. 3. Repeat steps 1 and 2 for the other three windows, using the other corners of the screen. Page | 18 Exploring Windows 10 Notification center Within the notification center, you’ll find: A persistent list of notifications, so that you can view and address them at times of your choosing. Links for performing quick actions, such as turning Wi-Fi on or off. Notifications Quick actions Opening the notification center To open the notification center, select the notification center icon in the notifications area at the far right of the Windows Taskbar. Page | 19 Microsoft OneDrive and File Explorer - Save Files to OneDrive - Invite people to share a file or folder in OneDrive - Set and Remove Permissions Settings - Create Folders - Move and Copy Files - Learn Best Practices in File Explorer Page | 20 Share. Scenario Spotlight: Store and share documents in the cloud. OneDrive for Business is your professional library—the place to keep your work documents and other files. When you store your files on OneDrive for Business, only you can see them, but you can easily share them with co-workers and access them from your mobile devices. Store. In OneDrive, select upload. Share. Next to the document you want to share, select the ellipses (...), and then select SHARE. Sync. In OneDrive, select the sync button. Then browse to your document, select it, and add it. Or, simply drag the document from a folder onto your OneDrive. Select Sync Now. Then select Show my files to open your synced OneDrive for Business folder in Windows Explorer. Type the name of each person you want to share the document with. Type a message If you want to send a link to the document in email. ©2013 Microsoft Corporation. Page | 21 Page | 22 Page | 23 Page | 24 Page | 25 Page | 26 Page | 27 Page | 28 Page | 29 Page | 30 Page | 31 Judy Borsher Thought Leader in Learning – Technology Training Judy stands out for her expert training skills, ability to present complex information clearly, and expertise in technology. As a CPA, MBA, Microsoft Certified Trainer, and President of SCG Training and Consulting Corporation, Judy has presented more than 1,900 technology programs over 25 years with consistently high ratings. Judy is known for providing custom technology training solutions, consulting and programming services to help organizations attain core competencies in technology skills and achieve financial reporting goals. Prior to establishing SCG, Judy worked for KPMG with a focus on management information systems and in non profit CFO positions. She also worked with a national training company under contract with IBM and AT&T, where she developed, managed, and presented technology training programs to Fortune 500 companies. She is a regular conference speaker for the Maryland Association of CPAs, Virginia Society of CPAs and the Greater Washington Society of CPAs. Judy currently serves on the GWSCPA Nonprofit Financial Accountability Task Force which offers information and resources to non profit organizations through its nationally recognized website. Judy’s clients have included Fortune 500 companies in accounting, financial services, government contracting, government, and non-profit/education. Her clients have included auditors and other accounting professionals, engineers, marketing, sales, human resources, training, organization development, information technology, finance, financial research, and scientific research. She has provided contract services in technology training and consulting to public and private organizations. She is a graduate of Cornell University with both B.A. and M.B.A. degrees. She also obtained the Microsoft Certified Professional and Microsoft Certified Trainer designations as well as certifications from the AICPA including Certified Information Technology Professional (CITP) and Certified Global Management Accountant (CGMA).
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