Microsoft Office

New Technologies Project

Maintaining the University of Stirling’s competitive edge, Information Services will be launching a range of new services and software to improve productivity and collaboration among staff and students. Coming soon are technologies that will provide you with increased mailbox size and unlimited cloud-based storage. Expanded network capacity will improve the security and reliability of our network as well as allow for an increase in Internet speed by a factor of 10. Phase one of the project will involve staff PCs upgrading from Office 2010 to Office 2013, after which staff will be able to install Office 2013 on their personally-owned devices.

What to do now

To upgrade your office PC (not Mac) to Office 2013, follow the steps below:
 
  1. Before you start the upgrade, read all the FAQs below and the information for Assistive Technology, Reference Manager and Project / Visio users.
  2. Close down the Sidebar on your desktop, if you have it running – the sidebar includes the clock / hibernate / BBC news widgets that you may have on your desktop. These can interfere with the upgrade. To close, simply hover over an icon and then click the X which appears next to it.
  3. If you use Lync, make sure it is closed: click on your status e.g. available / busy then select Exit.
  4. Close all other applications on your PC, but do not log off.
  5. Go to Start > Control Panel > Run Advertised Programmes and select ‘Microsoft Office 2013 Pro Plus – Upgrade2’. Then click ‘Run’ to start the download.
  6. Leave your PC to get on with the download – this should take approximately 40 mins. You may get a warning message suggesting the upgrade will take several hours - ignore this, it will be much quicker.
  7. Please do not log off, shut down or attempt to use your computer while the upgrade is ongoing.

What happens next?

After upgrading to Office 2013, IS staff will move your mailbox to a new Exchange server. This will result in increased storage space (2GB of mailbox space with additional 100GB of online archive space) and easier access to email archives. When your mailbox is migrated, you will be asked to restart Outlook (possibly more than once due to your sharing calendars with other people whose mailboxes will be migrated at different times). Other than these restarts, you do not need to take any further action. The New Technologies Project team will contact you prior to the mailbox migration.

You may wish to import email archives from your H drive (PST files) to the new cloud-based storage. First, consider whether the messages are appropriate to store in the cloud, then follow our instructions in the post-upgrade FAQs below.

Office for your home laptop and PC (optional)

The University of Stirling's subscription to Office 365 provides staff with free installation of Microsoft Office 2013 programmes on up to five personally-owned laptops and home PC for the duration of your employment. Installing this is not compulsory, but you may wish to take advantage of the free software and replicate your work environment. To do this, follow the steps below:
 
  1. Go to https://portal.office.com 
  2. Enter your full university email address in the username field and press tab. You will be redirected to a University login screen – enter your normal network username and password.
  3. Next, click on the cog in the top right of the screen and select ‘Office 365 settings’ > ‘Software’.  
  4. Note: If you are a Mac user, you may be offered to install Office 2016 available for Mac computers only. The University of Stirling's Office 365 subscription only offers PC users Office 2013 products and. 
  5. Download Office 2013 for PC from this page.

Office 365 apps for your phone / tablet (optional)

The University of Stirling’s subscription to Office 365 provides staff with free apps for Microsoft Office products for personally-owned mobile devices for the duration of their employment. If you wish to install Office 2013 apps on your phone / tablet, follow these instructions below:

 
  1. Go to the App Store or Google Play Store.
  2. Search for the application (Word, Outlook, Excel, PowerPoint, OneNote) and install.
  3. Launch one of the applications, e.g. Word, then enter your full university email address in the username field. You will be redirected to a university login screen – enter your normal network username and password - this will activate your Office 365 subscription.
  4. After this, all other Microsoft applications should open without any further need to enter a username and password.

Assistive Technology, Reference Manager and Project / Visio users

As Office 2013 may conflict with Reference Manager and Assistive Technology applications, we advise users not do the upgrade at this point. We are working on solutions and will advise via the Staff Round Up when to move to Office 2013. If you have concerns about any other software conflicting with Office 2013, please contact the Information Centre before starting the installation process.

Project / Visio will be removed from your PC when you upgrade to Office 2013. We can arrange for the 2013 versions to be advertised to your machines for installation (subject to you having a 2013 licence for Project or Visio). Please contact the Information Centre for help. 

FAQs about Office 2013

  • Why do I need to upgrade to Office 2013? What are the benefits?
Office 2013 is the latest Microsoft product. It offers a modern interface and several new features (see what’s new below). It allows for easy cloud storage facility integration and syncing documents across all devices and collaborating with others is much more streamlined. In addition, it is possible to easily edit a PDF file using Word without converting it and to keep in touch with others via Skype for Business. Installing Office 2013 now will allow you to take advantage of other new products and services which Information Services will be launching soon.
 
  • I’m leaving the University soon (in September 2015) do I need to do this upgrade?

Yes, it will allow you to make use of other services which are coming soon.
 
  •  What happens if I don’t do the upgrade?

You will not be able to take advantage of new features of Microsoft products, use our forthcoming unlimited file storage solution or take advantage of improvements to staff email. We appreciate that taking time out for this upgrade is low on everyone’s 'to-do' list, but we believe the benefits outweigh the temporary inconvenience.
 
  •  When should I do the upgrade?
At your earliest convenience. It should take about 40 mins, so we suggest that you set it running when you are about to have lunch, on your way to a meeting or at the end of the working day.
 
  • I’m just about to go on holiday, can this wait till I return?
Yes, but the upgrade will need to be done over the summer.
 
  •  I’m on research leave and I’m rarely at my PC on campus, what should I do?
Install the upgrade next time you are on campus and take advantage of Office 2013 for home PC / Mac outlined above.
 
  • I’m a Research Postgraduate, does this upgrade apply to me?
Yes, follow the upgrade steps above.
 
  • I’m based at the Highland / Western Isles campus, or another University of Stirling location, do I need to do this?
Yes, the instructions above apply to all staff. Should you encounter any difficulties, please contact the Information Centre at the Stirling Campus. 
 
  •  I’m just about to submit my PhD dissertation / working on a critical document, can this upgrade wait?
Yes, you can wait, although you will be required to do this upgrade before September. If you have any concerns, contact the Information Centre.
 
  • I share a PC with another colleague, do we both need to do the upgrade?
No, the upgrade only needs to happen once per PC.
 
  • I don’t have a PC, but I do have a University of Stirling provided laptop, how do I install Office 2013 on my laptop?
Office 2013 can be installed from Run Advertised Programmes as above on University owned laptops.
 
  •  I’m expecting to get a new PC this summer, should I upgrade my current one?
Yes, unless your new PC is being installed in the next couple of weeks.
 
  • I use Project / Visio. Are these applications affected by the upgrade?

Yes, they will be removed when you upgrade to Office 2013. See more about reinstating them in our post upgrade FAQs below. 
 
  •  I have concerns about some specialist software and this upgrade, who do I contact?
The Information Centre.
 
  • The upgrade failed, who can I ask for help?

FAQs about Office 365

  • What’s the difference between Office 2013 and Office 365?

The University of Stirling's Office 365 subscription will provide you with Office 365 apps for mobile devices and Office 2013 for laptops and PCs / Mac.
 
  • Are the Office 365 apps only for mobile devices?
Yes, Office 365 apps are for mobile devices (tablets or phones). Your work computer should be upgraded following the upgrade steps above.
 
  • How many devices can I install the Office 2013 software on?
You will install Office 2013 on your office PC and up to 5 laptops / home PC / Mac computers; Office 365 apps - on unlimited mobile devices (phones / tablets). 

  • If I get a new laptop, can I delete my old one from my 5 PC/Mac computer with Office 2013?
Yes, you can by going to https://portal.office.com and logging with your full university email address. 
 
  • Can I install this at a later date?
You can install Office 2013 on your own computers / laptop or Office 365 apps on your mobile devices when you wish. Installing Office 2013 on your work PC will allow you to take advantage of other forthcoming IS developments. 

  • What happens to any older versions of Office (2010/2007) on my own laptop or PC/Mac if I install the Office 2013 software via the University’s subscription?

Any old versions are your own. They will still appear in your installed programmes (in the Control Pannel menus). When installing the Office 2013 software, you will upgrade your old version to the latest one, but can revert it back at anytime.

 

  • If I leave the University of Stirling, will I lose access to Office 2013 on my laptop / home PC / Mac and will I lose access to Office 365 apps on my mobile devices?

Yes, you should back up any documents you wish to keep before you leave the University and Office 2013 files are compatible with Office 2010. The software itself sends a message to Microsoft monthly to check it is licensed. When someone leaves and the system updates then the software will not be authorised and Office 2013 will go to standby mode (read-only), which means that you will not be able to edit new documents and only read existing ones. If a staff member left the University of Stirling and went to another University, the software will go live if they have an Office 365 subscription. 

Similarly for Students, when they graduate they may carry on in Education (e.g. Masters) or go to work. If they stay on, the Software will continue to work. If they go into business, they can buy their own license and use this to reuse Office 2013. If they do nothing, the software will cease working.

 
 

Post upgrade FAQs

  • I don’t like the plain colouring of Outlook, can I change this?
You can choose between white, light grey and dark grey by going to File > Options > General > Office Theme. Your Office theme will be applied to all Office 2013 products. But unfortunately, these are your only options - the grey scale colours are pre-set by Microsoft.
 
  • How do I switch the message preview panel on or off in Outlook 2013?
Go to View > folder pane / reading pane.
 
  • How do I change the default language in Office 2013?
Open one application, e.g. Word, then click the language in the status bar at the bottom of the application window. 
 
  • How can I create a desktop shortcut to Word / Excel etc.?
Go to Start > find the application (usually under Microsoft Office 2013) > right click > send to > Desktop.

  • Webmail looks very different. Are there any guides to using it?
Our Webmail pages have information about the new look Outlook Web Access. 
 
  • Project / Visio has vanished. How can I get these back?
These applications will be removed when you run the upgrade to Office 2013, but we can arrange for the 2013 versions to be advertised to your machines for installation (subject to you having a 2013 licence for Visio or Project). Please contact the Information Centre for help. 

  • How do I integrate my old email archives to the new Outlook archive?

After the migration of all mailboxes to the new Exchange server, your mailbox quota will increase to 2GB. Then you will be able to move your locally-hosted email archives and well as new email messages from your mailbox to the online 100BG archive facility, which will simply appear in your folder list underneath your mailbox like shared mailboxes do. It will say 'Online Archive - yourusername@stir.ac.uk'. To use it, simply drag a folder (or selected messages) from their location in the local mailbox and drop it onto the Archive. The content is copied across and then deleted from the local mailbox. Space is freed up and added back to the quota balance available. The Online Archive will automatically appear in the new webmail (OWA client).    

  • My mailbox has been upgraded and I'm getting warning messages, e.g. 'two or more folders have the same name' or 'one or more of your folders is named incorrectly' - what should I do?
If you have two or more folders with the same name, simply rename them by right clicking on the folder and selecting 'Rename folder'. If your folder names contain the character "/" please rename the folder without the /, by right clicking on the folder name and selecting the 'Rename folder' option.  
  • What's different in Office 2013?
The Microsoft website has a useful overview of the new features of Office 2013.
 
 
In addition, Lynda.com has several tutorials about new Office applications. To access it, login to the Portal > Lynda.com > search for Office 2013. 
 
  • What else in changing this summer?
Upgrade to Office 2013 and new Exchange server represent the first phase of a suite of new productivity and collaboration tools. The next phases will include the launch of a cloud storage solution, upgrades to our firewall and a public wifi network. More information will be circulated in due course.
 
 
 

Word 2010

Outlook 2010

Word 2010

Excel 2010

Powerpoint 2010

MS Office Picture Manager 2010

Picture Manager is one of MS Office tools available, it allows users to resize and crop images. The following guide details how to optimise images.

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