Microsoft Office Productivity Features and Tips with

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.
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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.
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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.
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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.
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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.
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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.
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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.
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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:

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
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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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