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Wednesday 20 March
It > Software > Office > Office 2013

Office 2013

Software description and features

All student open access areas and staff desktops and laptops will be migrating to Office 2016 as part of the Desktop Refresh Project, upgrading started in Summer 2017 and will continue until May 2018.
Please see the Desktop Refresh Project information page to see how this affects you.

Microsoft Office 2013 is a suite of productivity applications for use in the office or during your studies. As a member of Anglia Ruskin University, staff or student, you have access to the full Microsoft Office 2013 suite for free, this includes Outlook, Word, Excel, PowerPoint, Lync, Visio, Publisher, Access, InfoPath and One Note 2013.

For information on Office 365 Applications - the online provision of Word, Excel etc please refer to the Office 365 Webpage of information and interactive Prezi Presentation.

Using this software

This software can be used by all staff and students of Anglia Ruskin University. You will need an Anglia Ruskin Staff or Student account which will be set up for you upon arrival at our University. You do not need to register or obtain any further permissions.

Office 2013 is available in all open access areas, at your work desk, and through the remote desktop client. Students can access Office 2013 on their personal laptops by downloading the Anglia Ruskin Remote Desktop client.

To access Office 2013: log in to your Anglia Ruskin account using your short Username (e.g. ab123) and your Anglia Ruskin Standard Password.

Getting help

Technical assistance is provided by the Customer Support Team

For software training related enquiries, please contact the IT Training Team:

Learn more

Following on from the Office 2013 one day course training, Word 2013 Shortcut Keys (.pdf) has been shared by Brian Roberts from Vantage Training Limited. if you would like to know more about the course content or arrange office 2013 for your department or team please contact the IT Training Team

Frequently asked questions

Please click on the sections below to expand the answers.

Outlook 2013

Staff: Getting Outlook on your iOS device

If you have an iOS device we recommend downloading the Outlook app to your iOS device. To get Outlook on to your iOS mobile device:

  1. Open your devices app store and search Outlook
  2. Download the app to your device.
  3. Open the app and swipe through all the introduction screens.
  4. On the Add Email Account screen enter your Anglia Ruskin email address and Tap Add Account
  5. Select Exchange as the email provider

  6. On the Exchange screen, enter your Anglia Ruskin password
  7. Tap 'Use Advanced Settings'
  8. In the Server box enter ''
  9. In the Domain box enter 'anglia'
  10. In the Username box enter your Full Anglia Ruskin Username
  11. Tap Sign in

Updating your iOS device

To ensure that your emails sync properly we advise you to check that your device's software is up to date.

To update your iOS device:

  1. On your iOS device go to Settings
  2. Select General followed by Software Update
  3. You device will then notify you if you need to update your software to the latest version.

Selecting only Staff or Student users in email

By default, Outlook will default to using the Global Address List which will only contain details for staff accounts, staff shared mailboxes and resources such as rooms. To look up a student e-mail address, open the address book by:

  1. In a new email, select the To, Cc or Bcc field buttons
  2. In the Address Book dropdown list, select the Student entry to see the Student address list.
  3. It also looks like this in Outlook Web Access:

My Address Book is not using the Global Address List by Default, what do I do?

In a small number of cases, Outlook doesn't choose the right Address List to use by default it might choose "Resource Mailboxes" for example. If this has happened to you, please change the default by:

  1. Open the Address Book by clicking on the Address Book icon in the Find section (right hand side) of the Home tab in the Outlook Ribbon.
  2. In the Address Book dialog choose Tools > Options
  3. Ensure Start With Global Address List option is selected
  4. If the dropdown list under When opening the address book, show this address list first, is set to anything other than Choose Automatically, set it to Global Address List as the default.

Enable documents to be opened in Normal and not Reading view

The default view for opening attached documents from Outlook 2013 is Reading view. The following instructions will show you how to change your preferences so that e-mailed documents are opened in Normal view:

  1. Click on the File tab, select Options located at the bottom of the list.
  2. Select General and untick Open e-mail attachments and other uneditable files in reading view
  3. Click OK to save your changes.

This will enable documents to be opened in Normal view.

Additional learning resources: For further guidance on Outlook Options, we recommend watching Outlook 2013, Essential Training, Setting advanced general Outlook options. This video and others can be found on

Email reply to open in a new window and not preview pane

Outlook 2013 now enables users to respond to e-mails within the email preview pane. You can chose to use the Pop out fuction within the preview pane to reply or forward your message from a new window. Alternatively, if you wish to turn this function off to respond to new e-mails from a new window, follow the instructions below.

  1. Click on the File Tab and select Options located at the bottom of the list.
  2. Select Mail and under section heading Replies and forwards, tick Open replies and forwards in a new window.
  3. Click OK to save your changes.

Additional learning resources: For further guidance on replying and forwaring emails in Outlook 2013, we recommend watching Outlook 2013, Essential Training, Replying to and forwarding a message. This video and others can be found on

Staff: Retrieving archived emails

Anglia Ruskin archives emails inline with our email policy. For more information read about Enterprise Vault

  1. Within Outlook select an email that has been archived.
  2. Go to the Enterprise Vault Menu at the top and choose restore.
  3. The email will then load afresh and the original content and attachments will appear.

Changing the colour theme

There are 3 themes available for you to choose from; white, light grey and dark grey. To change your colour theme:

  1. Select the File tab, followed by Office Account
  2. From the Office Theme dropdown box, choose your desired theme colour.

Note: You can also follow this process to change the colour theme for other Microsoft applications. You will need to complete this one off task in each of the applications you wish to change.

Making incoming email more visable with Conditional Formatting

Adding conditional formatting to incoming or exisitng email can be useful with ensuring that you don't miss those important messages.
To add conditional formatting to incoming email:

  1. Select the View tab followed by View Settings.
  2. A dialogue box of advanced view settings will then expand, select Conditional Formatting.
  3. Ensuring that Unread Messages is highlighted, you can then change the Font, Size and colour properties.
  4. Once completed, click OK.

Removing Message Preview from your emails

Outlook 2013 has the functionality to display up to the first 3 lines of an email within your inbox. This is so that you can see what the email may contain without the need for opening it.
For those wishin to turn this function off and purely display the senders name:

  1. Select the View tab and then click on the Message Preview Box.
  2. From the drop-down, ensure Off is ticked.
All messages will only display the sender details an will not provide you with a preview of the message contents.

Word 2013

Saving Integration with SharePoint

If you are a SharePoint / OneDrive user, Office 2013 now allows you to save your documents directly to these locations.
To save your files to your SharePoint/OneDrive:

  1. Select the File Tab and Save As, your SharePoint Drive will be listed as an option.

Additional learning resources: For further guidance on saving documents to SharePoint/Sky Drives using Word 2013, we recommend watching Word 2013, Essential Training, Saving documents. This video and others can be found on

Will others be able to view my Word documents if they don't have Office 2013 yet?

Office 2013 documents are compatible with Office 2010 and 2007 however some features may behave differently when viewing Office 2013 documents in earlier versions. A full list of variants can be found on the Microsoft Support page, Features that behave differently in earlier versions.

Excel 2013

Saving Macros

Macros can be an excellent time saver for repeatative tasks such as formating large sections of data but you will need to ensure that your workbook has been saved to a macro enabled format or you will lose the macro you recorded. To do this you will need to change the document type when saving it from an .xlsx to an .xlsm.

  1. Click on the File tab and select Save As.
  2. Choose your desired saving location and in the Save as type: drop down box, select Excel Macro-Enabled Workbook (*.xlsm).
  3. Click Save. Your document should now be Macro-enabled.

If you have recorded a macro and made changes to the Personal Macro Workbook, you may get a pop up message when closing your workbook that reads: Do you want to save the chnages you made to the Personal Macro Workbook? If you click yes then the macros will be available next time you start Excel. Click Save to save your macros.

Remember: If you select Don't save you will lose the macros you have recorded and you will need to record them again.

Additional learning resources: For further guidance on Macros in Excel 2013, we recommend watching Excel 2013, Macros in depth. This video and others can be found on

Lync 2013

I've never heard of Lync, what is this?

Lync 2013 is Unified communication tool, which includes instant messaging (IM), Voice over IP for making phone calls, Video conferencing for holding meetings using both audio and video. Lync also has the ability to integrate with other Microsoft software. So you can do things like access your Outlook contacts and see colleague's availability.

When using Lync my address book doesn’t pull up the contacts list. How do I add contacts?

We are working to upgrade the backend infrastructure from the previous Office Communicator 2007 environment to Lync 2013. In the meantime, there are two workarounds:

1. Begin communication via the presence ‘orbs’ in Outlook 2013:

Hover over the person, then either click the speech bubble to start IM’ing, or the disclosure triangle (far right of the popup) to reveal options to add the individual to your own Lync contacts.

Why does Lync 2013 only permit audio calls to a Video Conference room (eg) whereas my previous Office Communicator (OCS) Client enabled me to make a full voice and video call to VC rooms?

The OCS-Videoconference link facility was not widely publicised so few people should be affected by this. However, the issue is caused by different protocols used between Lync 2013 and VC rooms. This issue will be fixed under the Video integration project by the end of the Calendar year but a workaround is being considered in the meantime.

Why can I not initiate multi-way conversations using my thin client?

This is a known issue with Lync 2013 and thin clients. If you are using a thin client machine and would like to conduct multi-way conversations, please use the Lync 2013, Multiway conversations instructions.
New Lync servers will be implemented early 2015 to resolve this issue for thin client users.

Accessibility options and tools

To help you get the most out of using your desktop and Office products we would like to highlight some of the following features and configurations options


Accessibility templates are available for Word documents.

To open a blank template::

  1. In Word, click File, and then New.
  2. Select ARU Templates- Staff. followed by Staff_Blank_Template

To update an old document with a newer accessible template:

  1. Open the older Word document. Press Alt+t. This will display a small dialog box at top of screen.
  2. Press i. This will bring up the “template and add ins” dialog box.
  3. In the document template line select Attach and then navigate to \\anglia.local\fs\APPS\ARU Templates - Staff (or alternatively there is also Templates – Students)
  4. Select Staff_Blank_template.dotx and then okay
  5. Tick the “Automatically update document styles” box, and then OK.
  6. This should then update your document. This only works by updating the styles that are used/ applied. If someone for example has highlighted a few rows of text and changed the font, as opposed to changing the “normal paragraph” style and amending that- it will not work.

Magnification tool

Magnifier enlarges different parts of the screen and is part of the Ease of Access Center.
To open it quickly:

  1. Click Start, and then type Magnifier.
  2. To exit Magnifier, press the Windows logo key +Esc

Narrator tool

Narrator is a tool that works through Active Accessibility to read objects on the screen, their properties, and their spatial relationships. You will need to have sound enabled to use this.
To start Narrator, use either of the following methods:

  1. Click Start,
  2. Select All Programs,
  3. Select Accessories,
  4. Click the folder Ease of Access and then click Narrator

Display options (Colour, Mouse and Folder)

Setting your colour options

You can change your screen colour, resolution and customise text size to enhance readability
To change your display settings:

  1. Click on the Start button
  2. Select Control Panel, and then, Display

Change your mouse pointer

Windows 7 gives tyou the option to change your mouse pointer.
To change your mouse pointer:

  1. Click on the Start button
  2. Select Control Panel, and then, Personalise
  3. Select Change mouse pointers, a Mouse Properties dialogue box will appear for you to set your preferences

Folder Options

You can change your folder options so that folders open on a single mouse click.
To chnage folder options:

  1. Click on the Start button
  2. Select Control Panel, and then Folder Options
  3. A Folder Options dialogue box will appear for you to set your preferences

Sticky Notes

Sticky notes can be used as electronic reminders or help you to stay organised. Sticky notes remain on your desktop until you delete them.

To create a sticky note:

  1. Click on the Start button
  2. Select All Programs and then Accessories
  3. Select Sticky Notes

This will open a new sticky note and the program will be displayed on your desktop taskbar.

Using Speak text-to-speech feature

Text-to-speech (TTS) is a feature that lets you to play back written text as spoken words. You can hear most text that appears on your screen in Word, Outlook, PowerPoint, and OneNote.

To enable Text-to-speech:

  1. Open the Word, Outlook, PowerPoint, or OneNote
  2. Next to the Quick Access Toolbar, click the Customize Quick Access Toolbar dropdown arrow.

    Quick Access Toolbar Speak command

  3. Select More Commands .
  4. In the Choose commands from list, select All Commands.
  5. Scroll down to the Speak command, select it, and then click Add.
  6. Click OK.
  7. When you want to use the text-to-speech command, highlight the text you wish to hear and click the Speak icon on the Quick Access Toolbar.

This feature is also available for Microsoft Excel. If you wish to enable this for Excel, you will need to follow the above instructions but select Speak Cells when adding this feature to your Quick Access Toolbar.

Accessibility Checker

Available in Word, Excel and PowerPoint, the Accessibility Checker scans and identifies areas in your document that disabled users mighthave when accessing your document. This function not only highlights the issues but also provides guidance on how to resolve them. This checker works in both the MS Word .docx and PowerPoint .pptx formats. You will need to save your document in these formats in order for the checker to run.

To use the Accessibility Checker:

  1. Open Word, Excel or PowerPoint.
  2. Click the File tab from the ribbon
  3. Under the Info tab, click Inspect Document followed by Check Accessibility

Further Resources

To learn more about Office 2013 we also have two Quick Reference Guides; Quick Reference Suite-wide (.pdf) and Quick Reference Applications Specific (.pdf) or take a look at Migrating from Office 2010 to 2013 from

To find our more about how to save ink whilst printing or picking fonts that use less ink when printed, please see this article: Which Fonts Should You Use for Saving Printer Ink (External website).