Office 2013 is the latest refresh of Microsoft's near ubiquitous Office suite. The latest version sees it get the Windows 8 treatment, with a touch-friendly interface and a sparser look, as well as new features in every application.
As part of the launch, Office has also reached a new landmark by going into the cloud with subscription pricing, on-demand installation and automatic syncing of settings and documents you save online rather than offline. It's called Office 365.
That particular method of purchase ensures you're always up-to-date, even if the software changes - check out our Office 365 review.
While the main thing you'll notice with Office 2013 the new look, there are some really interesting features under the hood - though sadly not for Windows XP users, who are now excluded. Office 2013 is strictly for Windows 7 and Windows 8 users.
As usual, there are multiple versions of Office 2013, but this time around the different editions are not just about whether you're using them at home or in a business or which applications are included.
Buying Office 2013
Even if you decide you want to buy a pay-for-it-once-and-keep-it copy of Office 2013 in a box, you won't find a DVD inside – just a product key to unlock the software you download. (Buyers in "developing countries with limited internet access" can still get a DVD, but that's not an option in the UK or US.)
If you prefer to pay an annual subscription to get extra features, Office 365 editions let you download the Office 2013 applications onto multiple PCs (or share them with your family).
For home users, there are four options. Buy the boxed software and you can put it on one PC. Office Home and Student 2013 with Word, Excel, PowerPoint and OneNote costs £109.99/$139.99; Office Home and Business 2013 adds Outlook and costs £219.99/$219.99. Office Professional 2013 has the full set of programs for £389.99/$399.99; Word, Excel, PowerPoint, OneNote, Outlook, Access and Publisher.
Then there's the new subscription version that Microsoft released this week,Office 365 Home Premium, which costs you $99.99 a year for Word, Excel, PowerPoint, Outlook, OneNote, Access and Publisher.
That's good value if you share it with the family; up to five people in the same household can have their own installations of Office on their PC or Mac at the same time (for the Office programs that run on a Mac – and Mac users get the current version of Office for Mac until a new release comes along in the future). And when the next version of Office comes out, you'll get it on the same subscription.
All five people get an extra 20GB of storage on SkyDrive to keep documents on and 60 free Skype world calling minutes a month (which can be calls to a landline or a mobile and from your PC or from a smartphone with Skype installed).
You can download the Office programs temporarily on another PC if you're away from your usual PC (even if it already has another version of Office installed). So if you have a document on a USB drive or on SkyDrive that you need to edit on another PC, and using the Office Web Apps from SkyDrive doesn't provide of the features you need (like seeing revision marks in a tracked document you're collaborating on), you can use Office on Demand to get the full version of Word in just a few minutes.
You manage all this from the revamped Office.com and there's a link to your account there in the ribbon of all the Office applications. (To activate the Skype minutes you have to link your account to the Microsoft account you're using for Office 365, which can be done on the Office.com site.)
You also get a list of your recently edited documents, which helps when using Office on Demand to give it a fresh edit.
If you're at college or university (or you teach at one) it's possible to get Office 365 University on a four-year subscription for $79.99 that you can use on up to two PCs or Macs.
Also, as you might expect, Office 2013 and Office on Demand only run on Windows 7 and 8, not on XP or Vista.
Office for business
Although Office 365 Home Premium might also sound like a great deal for a small business, it's not licensed for commercial use (Like the Windows RT versions of Office 2013) unless you already have an Office business licence. Instead, you need one of the Office 365 business subscriptions, available from February 27.
These will include the new Office 2013 versions of Exchange, SharePoint and Lync Online, which are already available to run on your own servers. It's taking some time for Microsoft to upgrade Office 365 to run these new server versions, which explains the later availability (there are a number of issues in SharePoint the Office 365 team is working on). We've tried these out with the Office 2013 applications (and we looked at SharePoint Online 2013 in more detail here.
Office 365 Small Business Premium includes Word, Excel, PowerPoint, OneNote, Outlook, Access, Publisher and Lync. The annual $149.99 subscription lets you run them on up to five PCs or Macs at once (again, you can use Office on Demand to download Office to any PC you're using temporarily, and you get regular updates and new features).
You can host online meetings with audio and HD video conferencing in Lync and run a public website on SharePoint, plus you get Exchange with a 25GB mailbox for each user and SkyDrive Plus storage on SharePoint.
That gives you 10GB of secure cloud storage with an extra 500MB for each user, but you can choose how the storage is allocated between users and you can control how they use it – like forcing them to encrypt confidential documents.
Office 365 ProPlus (short for Professional Plus), is aimed at midsize businesses (10-250 employees) and includes the same desktop Office software as Small Business Premium. But it also has tools for business intelligence, consistency checking to Excel and automated deployment, as well as more options for the SharePoint, Lync and Exchange Online services.
Office 365 Enterprise has the full Office 2013 set of features in the desktop software and SharePoint, Lync and Exchange Online services, like archiving, legal hold, Data Loss Prevention and rights management to protect confidential information.
If you're looking for five or more copies of Office 2013 and you don't want the Office 365 services at all, you can buy Office Standard 2013 (with Word, Excel, PowerPoint, OneNote, Outlook with Business Contact Manager, Publisher, the Office Web Apps and limited Lync, SharePoint and rights management services) or Office Professional Plus 2013 (with the full range of desktop Office programs and server features) through volume licensing.
We've already looked at the final (RTM) version of the Office 2013 applications. Now we've been able to try out the Office 365 Home Premium service with the new Office.com site, where you can download some of the new Office apps (although the apps for Outlook won't work until you have Exchange 2013).
Installing Office 2013
With any of the Office 365 subscription version of Office 2013, you don't have to worry about downloading and saving a large installer for Office (or even about uninstalling previous versions of Office, apart from Outlook). Whether you start the download from the Office 365 site or you try to open an Office document on a PC that doesn't have Office, the programs stream from the cloud.
This is a much improved version of the click-to-run virtualisation that Microsoft has used for the Office trial versions for a few years, which enables you to start using the applications just a few minutes after you download them. You don't have to wait for the full download; you can use the first features as soon as they download and if you click on a tool that hasn't yet downloaded, the installer will get that next.
The streaming happens quickly enough that the slideshow of new features you can watch while the other applications install is actually running in PowerPoint (and you don't have to watch it unless you want to).
You do have to pick a few options like the language to use for Office, the design you want to see in the ribbon and whether you want to send Microsoft anonymous telemetry about how you use Office. You can also fill in your Microsoft account details, which Office uses to sync settings like recent documents from SkyDrive, email accounts, custom AutoCorrect entries, the list of your Office Apps and the buttons you add to the Quick Access Toolbars.
It might seem odd to sign in with your Microsoft account on the Office.com site and then get asked for it during installation, but this is how you share the subscription; use the account that's paying for the licence to log in to Office.com, start the download, then sign in with the account of the person who will be using Office on each PC.
It's all very simple and very well thought out. This is your personal version of Office, on any PC, a lot faster. If you've downloaded the Customer Preview of Office 2013 you've tried this already. (The traditional Office desktop installer uses similar technology so the installation is faster there as well.)
Office 365 Home Premium adds several more designs that you can use to decorate the Office ribbon, including doodled circles, lunchbox sandwiches, pens and pencils, cartoon fish and spring leaves. It's a little odd, but there's something for most tastes (including a blank ribbon).
Once the programs are installed you can also choose from three Office themes (click your account picture at the top of the screen and choose Account Settings or open File > Account. The default white gives you the clean look you might have seen in the Customer Preview or in Office RT; pale Ggrey adds a light tint to the ribbon and other panes and dark grey is a high contrast colour scheme that puts a mid grey on the ribbon and panes and replaces most of the accent colours in each application with a very dark grey.
If you're not a fan of the new Windows 8 look, experiment with the themes to see if an alternative changes your mind.
Word 2013
Office 2013 takes the clean, unadorned principles of what used to be called Metro design and applies Office 2013 takes the clean principles of the Microsoft Design Language and applies them to desktop apps. This puts your documents centre stage, with tools such as the ribbon fading slightly into the background. The ribbon looks much more spacious but takes up no more space on screen.
Office 2013 is also designed to showcase Windows 8 and the touch features (the same is true of the Windows RT versions). Even the desktop apps are ready for touch. Press the Touch Mode button that Office automatically puts on the quick address toolbar if your PC has a touchscreen and the layout of the interface changes, with bigger buttons and more space to touch them without pressing the wrong thing.
In the final version of Office 2013 this is a big improvement on the version you may have tried in the Customer Preview. Instead of a fiddly and confusing little round button it's a clear pointing finge. Tapping it brings up a mini menu explaining the differences – on big icons that you can easily press with your finger.
It's not perfect but it makes Office 2013 far more touch friendly but not too big and chunky to be efficient when you use mouse and keyboard.
These are several improvements to the ribbon compared to Office 2010. Word has a new Design tab on the ribbon, which is a more logical place for the formatting and page background tools previously found on the Page Layout tab.
If you've seen the preview of Office 2013, the final version of the ribbon has some other subtle changes, making some of the tool icons clearer and crisper. The icons for the individual programs have also been redesigned to look better on the tiles of the Windows 8 Start screen.
The layout features are far better than in Word 2010; you can now embed videos directly into Word documents, or search your Facebook and Flickr accounts for photos to place in documents without having to save them first. These are both well designed, easy to use tools.
Getting your pictures in the right place is much easier with the new alignment guides that appear as you drag objects around (so you can see when the object is in the centre of the page or lined up with another element), and the layout options tool that appears so you can set text wrap.
The alignment guides make it much easier to tweak Word Art quickly, instead of spending hours adjusting spacing and sizes if the default Word Art layout doesn't fit what you want to show.
The improved layout options may be why the new PDF reflow feature works so well. This opens PDF files as if they're Word files – converting the layout so you get a Word document that looks like the original PDF, complete with fonts, layout, images, tables, charts and page numbers and making it all editable. This is fast (for a two-page file it takes only a few seconds longer than opening the PDF in Acrobat Reader) and remarkably accurate.
One option, Read Mode, removes most of the Word interface, reflowing documents to fit on screen with thumb-friendly buttons either side of the page. You can choose wide or narrow columns and set the page colour to sepia or even white on black. Tap on pictures, videos and charts to pop them out of the page in a larger window, or collapse sections you're not interested in (you can do that in page layout view as well).
But cleaning up the interface also means losing some useful tools; the handle that you can drag in Word to divide the document window into two scrolling panes (so you can see two separate sections of your document on screen at once) disappears, relegated to a button on the View ribbon so it takes twice as many clicks to get the split view.
Maybe you won't need it as often with the handles that enable you to collapse sections of your document under their headings or the vastly improved Navigation pane that turns document headings into a handy outline (you can even drag sections around in the pane). But when you do it shouldn't be more work than it used to be.
Also, the AutoCorrect features have disappeared from the menu when you right-click a spelling mistake; you have to go all the way into Word's huge Options dialogue to add corrections you want to use. Handy tip: if you're one of the handful of people who add their own AutoCorrect entries, pin the AutoCorrect dialogue to the Quick Access Toolbar on the ribbon.
Office 2013 seems to be designed for widescreen tablets: for example, task panes are back. In what feels like a flashback to Windows XP, dialogues such as spell check sit at the side of your screen rather than floating over the document and obscuring a few lines.
Install a dictionary app from the Store on Office.com and you get definitions and synonyms for words below the spelling suggestions. This is useful, but is it worth that much screen space? On a high resolution screen on a 16:9 tablet, these panes at the side work well; on an older notebook your screen starts to feel cramped.
Thankfully, you can undock the Spelling dialogue and drag it around (and Office remembers your preference), but the default is for Office applications to spread out on screen and get comfortable rather than to cram in all the information and functions you're used to in the same small space. The newer your PC, the more you will like this.
The new interface is great on a touch-friendly widescreen tablet with the 1366 resolution you need for Windows 8 and space to spare (and even better at the 1920 resolution of a high end notebook), but it's a step backwards for working on multiple documents on a low resolution notebook or desktop.
Snap two windows open side by side and press F7 to start the spell check. In Word 2013, on a 12-inch 1024 x 768 screen, the 5-inch snapped window sacrifices 1.75 inches of space to the spelling task pane. Add the navigation pane and you see only a thin strip of your document in between. Do the same thing on an 11.6-inch 1920 x 1080 tablet and you won't find much to complain about.
Mostly the space is very well used. If you collaborate on documents with others, using tracked changes and comments, the improvements to these are extremely welcome and can save you hours of frustration. Instead of turning the page into a sea of red strikeouts and blue underlines to show deleted and inserted text, there's a new Simple Markup view that shows you the final version of the document with a line in the margin to show where there are edits.
Click it to see the details of those changes (which turns on the old All Markup view); click it again to hide the changes and keep reading. A speech bubble shows where there are comments to read; click to open a floating comment view that you can drag around the page, or switch to All Markup and see the comments in a wide margin at the edge of the document.
You can finally leave a reply to a comment rather than just leaving a comment nearby, and you can mark a comment as dealt with. This greys out the comment so it's not distracting, but it's still there if you need to refer back to it later.
If you're collaborating on a large document, Word 2013 (on a high resolution screen) is hands down the best way to do it, especially as having your document on SkyDrive or SharePoint means multiple people can edit it at the same time (they can't change the paragraph you're working on and you don't see their changes until you save when they're highlighted in green, so the page won't ever change without you knowing about it.)
Excel 2013
Excel gets the same interface changes as the rest of Office and some of the same features (the dialogue for inserting images from the web that's also in Word and PowerPoint and the apps for Office gallery, but not Word's new comment interface). And like Word, Excel offers more help for using existing features as well as some very powerful new ones.
Select a range of cells with numbers and the Quick Analysis tool pops up next to the selection with a gallery of conditional formatting, the charts that show the most information from that specific data, formulas, table formats and in-cell sparklines. Hover over an option and you see it either in your data (for formulas such as average or heat map formatting that highlights the highest and lowest figures) or in a pop-up for charts.
The categories are always the same, but the suggested charts change to match the information you're showing – with your live data previewed in the chart and an explanation of why a Clustered Column and Line chart or a Stacked view fits your data best. If the data is complex enough to analyse with a PivotTable, it can build a PivotTable model automatically.
This Chart Advisor comes from Microsoft Research and a prototype appeared on the Office Labs, but it's much more useful to have it integrated with the other analysis tools in Excel.
It's a baby version of the intelligence built into analysis tools such as Tableau – it doesn't go as far as suggesting colour palettes for example – but it makes complex tools such as Pivot Tables (possibly the most powerful and least used feature in Excel) far more accessible, and helps to get the chart right first time.
If you do need to edit a chart, the contextual tools that pop up make it faster and easier; you can preview different designs and checkboxes add and remove chart elements or sections of data interactively. This takes something you've always been able to do in Excel - if you had unlimited patience and unerring accuracy at right-clicking on just the right spot in the chart – and makes it easy and engaging.
Change the data that a chart is based on and the chart doesn't just update, it animates to show the change happening. If the new figures are significantly bigger, first the rest of the chart shrinks, then the new bars grow on screen. Update a single figure and the line moves up or down to its new position, so you can't miss the impact.
Even as you move between cells or add a figure that changes a formula, there are subtle animations to draw your eye to what's changed or to where the cursor has moved.
It's not enough to be annoying, because the animation is less animated close to the change. Click a cell and the highlight appears to fly into place, leading your eye there; change or delete a figure that changes a calculation and the result rolls over to show the new figure.
This makes it much harder to change or delete information that changes your results without noticing that it makes a difference. It's simple but makes Office feel alive and responsive, and conveys useful information.
Even error messages are more useful; drag a cell across the worksheet when you only meant to click somewhere else and Excel gives you a truly informative warning that there's already data in that cell. It shouldn't be a breakthrough, but in the past Excel has been more prone to bald refusals to save or confusingly cryptic errors – this is, mostly, a new and friendlier Excel.
If you want to dig further into your data, there are several new tools, including a Timeline slicer that organises data by date so you can filter down to a specific period or jump through figures month by month to see the differences.
There's a new add-in to look for errors and inconsistencies between worksheets and Power View – which used to be a Silverlight-based web tool for exploring and visualising data that you could use with SharePoint or save as PowerPoints – is now in Excel where it belongs. It's not relegated to a separate window; when you insert a Power View you get a new tab and the tools for pivoting and filtering data, plus simple layout options.
Of course the first problem is getting data into Excel. If you're trying to paste it in from a badly formatted report or an online credit card statement, the new Flash Fill feature is vastly easier than trying to work out how to split data into columns in just the right place.
Paste in the messy data, then start typing the piece of information you want to extract, such as the date or the name of the company you made the payment to (without the unwanted details such as the business number or foreign currency). It feels very good.
After you type a couple of examples, Flash Fill uses them as a template and works out the right pattern – and fills in all the other entries for you. You can extract multiple patterns from the data, so you can get the date, the business name and the amount, all by typing a couple of examples.
Again, this is a feature from Microsoft Research using machine learning. It's the kind of artificial intelligence that websites such as Tripit use to scrape information out of emails and web pages. It's enormously powerful, and it's blissfully simple to use. And it's not often you can say that about Excel.
Nice information it is useful thank you for sharing
ReplyDeleteTableau Online Training