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Word 2013 cheat sheet

Preston Gralla | July 1, 2015
The buzz today may be all about Office 2016 for Windows, which is due to be released this fall, but many business users are still getting acquainted with Office 2013 and will continue to use it for some time. Use this Word 2013 cheat sheet to help take advantage of all it has to offer.

I particularly welcome a feature that lets you lock Track Changes mode, so that once you've put a document in that mode it can't be taken out of it unless someone has a password that you've created. Using it is simple: On the Review tab, after you've selected Track Changes --> Track Changes to put the document in tracking mode, select Track Changes --> Lock Tracking and type a password in the box that appears. From that point on, only someone with that password can turn off Track Changes.

There are other useful changes to commenting and tracking as well, aimed at simplifying the commenting and editing process. One of the more confusing things about comments in previous versions of Word is that it can be extremely confusing to follow a series of related comments, because there's no single thread to follow. Rather than seeing a history of the comments, laid out neatly, you see individual comments that don't necessarily seem to be related to one another.

In Word 2013, you can reply to a comment directly inside the original comment itself. That way, it's easy to see the thread of comments, making the conversation much easier to follow. In addition, you can mark comments as Done. The comments will still exist, so you can revisit them if you want, but they'll be grayed out, so that you know they no longer require attention. To make comments to comments, and to mark them as done, right-click a comment and make your selection.

Finally, there's a new view when doing revisions called Simple Markup. When you turn on Simple Markup, you'll see a vertical line in the margin where any revisions were made, but you won't see the revision markup. That makes it easy to read a revised document -- you know where edits have happened without having to see all the markups. To see the edits, click the line.

Insert online videos and graphics

Word 2013 makes it much easier to insert videos, pictures and graphics from the Internet into documents than it used to be. Rather than having to find these materials in your browser, download them to your PC and then head to Word to insert them, you can do all that in Word, downloading them straight into your document.

To do it, first go to the Insert tab. Then choose either Online Pictures or Online Video, depending on which you want to insert. If you choose to insert pictures, you'll come to a screen that lets you search the Office.com clip art collection, use Bing image search or browse your OneDrive.

You can also insert pictures from Facebook and Flickr, as long as you first connect your Office account to them. To connect to either, click the icon for the service at the bottom of the Insert Pictures screen and follow the instructions. Once you've done that, you'll be able to browse them and insert graphics from them into your documents.

 

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