EASI Webinar Series

October 8, 2013

Good morning, everyone. This is Norm Coombs from EASI. [Indiscernible] I think I finally got the victory. My provider's hard drive crashed. Web page went off the Interne

t. They're back now. [Indiscernible]. Along with what do you do with your passwords when you die, what do you do with the things when your provider's server goes down?

Anyhow, let me talk about some things. Ron Stuart [Indiscernible] prison stated academic publications Thursday next week, the 17th. And there should be a link. If you registered before, you're still okay. If you haven't and you want to register, wait until the webinar web page has the correct date there. I'm working with some people that have a webinar on accessible apps through Android. Looking for someone who can do apps on IOS devices. I understand that YouTube is just a little bit accessible these days and I hope to do a webinar on that soon. Those are things that aren't on the page yet.

The first page talk about the fact that we have webinars and courses. Certainly you know about the webinars because you're here. We do have courses. Some of you have taken some or even all of those. The page after that, that shows we have a membership program. Some of our webinars are paid. When you become an annual webinar member, you get access to all at one low price, as they say.

Next week as Karen was saying, she's going to be doing Office 365. I don't know where that name comes from. Does that mean if you have leap year, it doesn't come for one day? I'll let Karen explain that later.

We have one more week to go. As we move to Karen's first page, I'll turn the mic over to Karen.

Thanks, Norm. And welcome to week three of the introduction to Office 2013. This week is going to be a bit of a whirlwind because we're going to talk about OneNote PowerPoint, Excel and Outlook. I'm trying to concentrate on the things that are new. However I realize that especially OneNote, there may be some things you don't know about OneNote that could be useful to you so I've included them. I also found two things in Word. So this is the last word on Word. And it's talking about style separators. I know that some people have used style separators previously, especially if you're dealing with APA documents for academic papers where you have paragraph headings. So you would have text at the beginning of a paragraph that's a heading, but the rest of the paragraph is normal text. And it is the old paragraph heading back from typewriter days and all of that kind of stuff that we use. But paragraph headings can come in handy when you have small pieces of information that you need a heading for. But you don't really want the heading to stand out the same way that you might if you are using a formal heading. So we have this category of headings called paragraph headings that as the digital document has evolved has thrown by the wayside [Indiscernible] it never existed for Office or Mac and it did exist for Office windows up until 2013. I have the style separator tool but I don't have to use it anymore. I'm getting used to simply using regular headings.

Many of you may not know that with the new DSCX format, you normally wouldn't see it for heading level one or heading level two. But for heading level three and heading level four it comes in quite handy. It's what's called a linked style. Which means I can either select an entire line or paragraph, although never format a paragraph as a heading. Conceivably, I can use the style either on an entire paragraph or on part of the paragraph. And in the case of paragraph headings, the part ‑‑ your paragraph heading needs to be half aligned or less. The minute you kind of cross that border and the text that you're selecting is more than half a line across, then Word says aha, you want the whole paragraph formatted as a heading so that's what I'm going to do. So link heldings are both paragraph and character headings. So I can choose one or two characters. I can choose ‑‑ which you don't, again, want to do with headings. But using the strong style which is the new way of bolding things, I can select either a few words in a line or I can select an entire paragraph and use the strong style. So link styles allow you to use the style on both paragraphs and pieces of text without having to use the style separator or a formal separation of the style.

The advantages that you can use these paragraph headings in your table of contents. So when you generate your table contents, and this is a slide that has table of contents on the left. That includes those heading level threes that I used in the image of the document on the right as paragraph headings. So I have my heading level two. I have a paragraph and then I have paragraph headings. And I don't have to use the style separator or the kind of barrier between them because I am leveraging the link style, the link heading style in Microsoft Word 2013. You can also find this in 2010 and 2007, if you want. I find it a lot smoother now in 2013 to actually do this with headings. It's a lot easier with other styles. With headings it's always been a little bit tricky. So you can see in the image on the right that I have some text at the beginning of the paragraph and it's something like how to delete videos with a period. And that text I selected and made a heading level three. And then immediately after that, not on the next line, but immediately after that I have the next paragraph. That's called a paragraph heading. You'll find it in a lot of the style guides is that they still want you to use paragraph headings. Also as I say, and you can tell just from the look and feel of this, it also comes in handy to tighten up your document and make it a little bit more professional looking depending on what your content is. A good place to use this might be in newsletters where you don't have a lot of space. You want to use a heading to introduce a slightly different topic. So the use of a paragraph heading comes in handy.

So style separator has been deprecated in Word 2013. You can now effectively use the linked styles and only select a few words at the beginning of your paragraph.

As I said, make sure that you don't select more than half a line across otherwise Word things you want the entire paragraph formatted as a heading.

Okay. So this is the last word. And it's something I forgot when we were talking about things you can do in Word. You now have a tool on the insert ribbon. This is also true, let me see, in PowerPoint. Where you can insert a screen clipping. So instead of going outside of the application, launching the screen clipping ‑‑ or snipping tool ‑‑ you can use this tool. Now the limitations of this tool so far are that it only holds one or two items on its sort of quasi clipboard. And you can't unlike with the OneNote screen clipping tool, you can't isolate pieces of the application. For the images in all of these slide presentations, and on this slide you can see there's an image of that button and what ‑‑ and the gallery that comes down with that button to insert the screen capture. I did that with Microsoft OneNote. And I use Microsoft OneNote and the screen clipping tool extensively when I'm doing tutorials and writing my books because I can use the windows command keyboard S. I can pick the screen I want to take the picture of and I only have the picture of the screen. I can paste it into fireworks or directly into my presentation or my document. When I have pictures of the entire user interface then I simply use print screen or if it's a dialog, I've used alt print screen. But the OneNote screen clipping tool it's a great tool. It's easy to use. It is mouse dependent as is the windows snipping tool.

There is a document on the Karlen Communications website. I think it's in the Office 2010 page that tells you how to use both the windows snipping tool and the OneNote screen clipping tool to create accessible images for your documents. So this is a new tool in Microsoft Word that does allow you to open an application and then move back to Word when you choose to insert the screen capture it takes that picture of the application you just opened or that you were just in and allows you to insert that. Again, this is the first time it's been in these applications. So it's a bit limited. So if you're wondering what that is when you see it, that's what it does. I suggest that if you are going to use screen clippings that you use Microsoft OneNote and you use the windows snipping tool because they will give you what you can select and what you can take from your screen.

So let's take a look at OneNote 2013. We talked a bit about it last week. Just as an overview for those of you who aren't familiar with OneNote, it's a free form binder. So you have notebooks. You have sections. You have pages. And on those pages you have containers of information. So I might have, for example, and this is why it's used a lot in education, I might have a history or an English notebook. Within there I have a section for American history, Canadian history, European history, diplomatic history. In my literature I might have Jane Austen, concrete poetry if I'm taking those classes. Then a page within a section, I can have a page for each week. As I said it is a free form tool. So you just keep writing. One of the neat things is that if you're taking notes, and you can take notes either using handwriting or typing. If you are taking notes and the instructor says oh back at point five I forgot to tell you something. There's a tool in OneNote that just lets you add more space so you can put those things right in the notebook ‑‑ sorry, in your page at that point. You don't have to start drawing arrows as you do in paper that says you forgot this so look up here. The other advantage to OneNote with digital link and it's one of the things that helps me sell tablet computing with students with disabilities is you can actually doodle in one note, and as the instructor comes along, you can press [Indiscernible]. OneNote is a really good way to organize content, PDF, pictures, maps, links. You can send information from Internet Explorer to one note. If you're planning a trip, you can have everything for your trip including your confirmation from Outlook that came through your e‑mail. Everything can be in one notebook called trip. You can have hotel arrangements, restaurants you want to go to. Everything can be held in Microsoft OneNote. It's not intended to be printed because it is a digital binder. But you can confine it to a printed page. You can say okay, I've got all of this stuff in here now I want to print it. So you do have some choices if you want to print it. But it is designed to be digital.

You can put it on your SkyDrive that you get when you buy Office and have access to a notebook anywhere that you want. So this is an image from OneNote 2010 simply because it was faster for me to find it. You do get information on how to use OneNote when you do install OneNote.

You have in this image, you have a list of all of the notebooks you've created down the left. You have the tabs for each of your sections across the top just underneath the ribbons. And then over on the right you have a list of all of the pages. You can title each page. So for example, if you are doing this for lectures, you can have something called week one. You can also under the pages have sub pages. So if you have a long‑winded instructor, and you want to make sure that you get important things that he says, you can have for the week one page, you can divide that further into topics. So for people who are really detailed oriented, you can customize and detail these notebooks to your hearts content. For those of you who don't like a lot of organization, of course you could always have that one notebook with 2200 sections that you just dump everything in.

If you are using OneNote on a tablet, it does come with lined paper stationary. There's college rule, dark rule. For music students there is sheet music that you can get for OneNote page. Doing music assignments within OneNote and put the notes in on your sheet music. They have it for guitar, organ, drums, piano, lots of stuff.

So that is OneNote. And OneNote started shipping with the home student edition as of ‑‑ let me see ‑‑ Office 2007. They took outlook out and put OneNote in. OneNote is being used by business extensively. Because again, you can put everything for a meeting and put it on a share drive or cloud or SkyDrive and everybody can have access to it. At one time, and I haven't tried this lately, but at one time OneNote was the only tool that you could work collaboratively with someone on the same document if you were using a screenreader. As long as everybody was typing and nobody was handwriting, you could have three people, four people working on an outline on a page in a notebook at the same time and the person using the screen reader would be able to hear what the other people are typing in and be able to comment on it. So I do have two books on the Karlen Communications website if you'd like to know more about OneNote. Actually there are three, I think. One is for OneNote 2007 and the other is for OneNote 2010. There was a book for OneNote 2003 which was the first version of OneNote that came out. I'm not sure if that's still on the with ebb site or not. I think it is but I can't tell you where because I forget. You can also color your notebooks. You can put backgrounds in and all kinds of fancy things. There are planner templates. There are meeting templates. It is quite an interesting tool.

In terms of support from adaptive technology, not quite there yet because the adaptive technology developers did not see the usefulness of a tool like this by people with disabilities both visual and people who are blind. And despite advocating strongly for ‑‑ well since OneNote 20003 ‑‑ it's only been recently that the developers of adaptive technology simply because OneNote is out there and everybody is using it, are have taken a look at how to link to the accessibility already built into the product. This is one of the products that I talked to the OneNote team and do give them information on what needs to be accessible. So there is a lot that is accessible in here by default. For the parts that aren't, there are also the hooks that developers can link into to make the rest of it accessible. If you find any accessibilities with OneNote it's primary because the developers have not seen the need for us to use that.

One of the other neat things in OneNote is you can type 42 plus 7 equals, when you press the enter key, it calculates it for you. There's a bit of rough math in there too. I was scanning documents into OneNote last week, if we pick up from where we left off, and I still have not sorted that out. It doesn't appear to be as easy as it used to be. I've contacted the people who I know that are MVPs and I'm waiting for a response from them. You go to the insert ribbon and you choose to insert a file. From there you can choose what type of file whether you want it as a link, as an attachment. One of the settings that you will want to uncheck if you're using a screen reader, or actually if you're doing this for alternate text production. Is in the printout, you don't want to print out to come in as multiple pages. You want all of the pages for the print out. For example, if you have a ten‑page scanned document, you want all of those ten pages on one OneNote page. You don't want them separated. If you separate them, if you put them on multiple pages, then you're going to have to go and gather them all up again. Whereas if you keep everything on one page when you send it to Word, everything goes. Everything on that page goes. So less stress. That is found in the settings. So alt F and letter T for the OneNote settings. Exactly the same keyboard command you use for the other Office applications.

Then you can choose to either insert the document as an attachment to attach it or you can insert it as pictures. And if you insert it as pictures, then you have the pictures of of the text that you can then make searchable. I can also make the text searchable if I put it in as an attachment. So if I want both, I can choose here to put it in as an attachment. Once that attachment is there, I can choose to expand it down the rest of the page and then get the text from it.

So once that happens, once you've made that choice, then the next question is whether you want things on multiple pages, whether you want the pictures on multiple pages or a single page. Even though you've unchecked this in your options, it's still going to ask you because it gives you that option of putting everything on multiple pages or a single page. Again, you want everything on a single page. Once you do that, you can make the text searchable and then you can send it to Microsoft Word. And you won't get the formatting but at least you'll get the text, which for most of us is the most important thing.

The other thing that ‑‑ well that isn't new. The way that we do it is kind of new, unless I totally forgotten how to do it. The other ‑‑ one of the things that is new in OneNote is that you can actually indicate what are table headers. And you insert a table exactly the same way you do in Word, PowerPoint, I don't think so, and Excel. I haven't tried that. I've converted stuff to tables in Excel. I haven't used the table feature. I have the grids that I can select from and insert a table into OneNote. I can then select that first row, right click, and choose to make that a header row.

I do have six levels of headings in OneNote. But unlike Word, they're not ‑‑ they have the visual appearance of headings but they're not recognized as structural elements. Again, we're talking about a free‑form tool and I am advocating for the inclusion of them as structural elements in OneNote and I will continue to do so. I'm also advocating for the six levels of headings with keyboard commands, which I do have in OneNote, in Word because the keyboard commands that are used for headings four, five, and six, are not being used in Word and so can very easily make these applications kind of synchronous in tools. So the ability to put headers in tables or identify a header row, again, not structural, is new to OneNote.

Switching gears now to PowerPoint 2013. You have a choice now. One of the things that they've done with PowerPoint is to give you wider slides. Yes, you could put more stuff on them. And this is to accommodate the wider monitors. You can still use the smaller slides. And you will have different designs available to you depending on which slide size you use. The default slide size is ‑‑ what is it? 16 by 10. I can't remember whether that's pixels or what. But it fills up the screen. This slide has a picture of the new slide format. And one of the new slide designs or themes.

Microsoft is also, if you notice in Word and again in PowerPoint, there's this big gray area now between themes and templates, or templates and themes. Themes were introduced back in 2007. And in PowerPoint the definition of a template or a theme is a little bit murky. If I create slide masters and save the new thing as and change the colors and the fonts and all of that and save the new thing as a Karlen theme, then when I apply that Karlen theme to something else, it behaves like a template. All of those new slide masters that I've created come through with a theme. So now when you go to the file, new, in PowerPoint, you will see that they're called themes. And the distinction between what a template is and what a theme is, especially in PowerPoint is even blurrier than it was before. That's okay. The difference is that you can start with a template. In Word this becomes more important because when you apply a template, when you use a template in Word, you are layering one template on top of another. It appears that in PowerPoint you are actually swapping out templates or when you use a theme in Word, you are using the same base structure. You are simply applying a new theme. A new look and feel. The changes don't go down to the template level. Or at least that's what appears is happening. Whereas in PowerPoint it does. If you apply a new theme, the theme is applied right down to the template level of your presentation.

So this, and the design gallery will have the list of themes. You can always get new themes and new templates from Office.com. They have a ton of them. Not all of them are good contrast. Some of them are a little whacky in terms of the colors but they are there.

One of the inaccessible parts of PowerPoint is that when you choose to create a new PowerPoint presentation, and you go to new and you go to file, rather, and you choose new, you have this popup thing that is quasi accessible. Now I say quasi accessible because your screen reader will read you the name of the theme or the template that you're going to use. You then press enter. This pop‑up appears on your screen and the rest of your screen goes dim. And you can choose to create the new slide presentation based on this template. What is not accessible is that every time you do this, there's the main color option. In this case it's kind of a limey green color sort of like frog green or pawn scum green or any variation of that. Okay. So maybe spring grass green. Let's get away from the horrible images. And then to the right of that you have four other color choices. There is a brown. There's a blue. There's a purple and then there's a black. Those four other color choices, color palettes are not available to someone using a screen reader. If you are using screen magnification, of course you can move over there that and you can make your choice. This is the slide template I use for this presentation and I chose to use the blues. Again, I had to use the mouse in order to do that.

If I wanted to I could just choose the default if I'm using a screen reader and then go up to my design gallery to my theme colors and choose another color palette. That would be the way that I have to do that. However, my view is that since other people have the option of changing color to at least four other options then really I should have that as well.

The other change in PowerPoint is not really going to affect those of us who are using screen readers and probably screen magnification. But the tools for color and color match have improved greatly. You can use an eye dropper to match a color. You can move color. And again, very mouse dependent. Well I'm not going to say it depends on good color distinction because color, I believe, is in the eye of the beholder. No pun intended. But it is a very more for marketing people and people who are really color dependent, let's say.

This is your design gallery. So again, as with Word, alt plus G will open the design gallery. And then, let me see, alt plus G and K, I believe it is, or S, will open the gallery of themes that you can then apply to your slide presentation. So if you go to new and you choose a design and you say you know what, this really is not working with my slide, you can actually go into the design gallery and choose something different. As someone who uses adaptive technology, what I will do is simply start with the blank slide presentation. Go up to the gallery and see what I've got. And if I find something I like, then I'll apply it to the slide. And if I don't like the color, then I will go back into the design gallery to the theme colors and choose a different color palette. For me that just makes so much more sense than going through the file, new area and taking a look at what's there. You end up in exactly the same place but for me it offers a little bit more flexibility and a little bit better work flow because I'm using adaptive technology.

We also have some new slide transitions. I'm going to stop for a minute because a volume control came up on my computer and I want to make sure everyone can hear me. So Norm, can you just confirm that you can still hear me?

You're perfect. Nothing changed.

Great. We have some new slide transitions, of course. That's what PowerPoint is all about. So let me talk to you about a few of them. The way that you find these transitions is to press alt plus K for transitions, and then T for transitions ribbon. Then you have the transitions gallery. So the first two that are sort of related are drapes and curtains. The drapes, they don't go in from the side. They kind of ‑‑ it's like draping something from one slide over another slide. And curtain is exactly what it implies. It looks like living room curtains that open sort of to the side and switch all the way to the edge of your slide.

You have fall over which is basically one slide falls down and the other slide is there. You have wind which is not quite a tornado but looks like the wind is blowing your slide away and the new one is revealed. Prestige is kind of like the magician who has the silk handkerchief and voila lifts it up. That's what it kind of looks like on your screen. So you have this kind of ‑‑ the one slide looks like handkerchief and the [Indiscernible] fracture is exactly what it sounds like. Your slide just fractures and falls down. Crush is also exactly what it sounds like. It is like taking your existing slide, crumpling it up by hand ready to throw in the garbage and then your next slide is revealed. Peeled off is exactly as its name my indicate. You can peel one slide off from the left or the right. It's like, you know, when you open a can and you peel the lid off or you have a juice container and you peel the lid off. That's exactly what it looks like.

And then you have some fun ones. Not that the other ones aren't fun. But airplane and origami just sound like fun. So what happens with airplane is that your slide folds up like a paper airplane and flies off the screen. How cool is that? And you can have your airplane slide to the left or the right. The origami transition, your slide actually becomes an origami bird and flies off the screen. Like how cool is that? I'm not one to use transitions on slides but if I were going to use transitions, you would be sick of seeing airplanes and origami birds flying off of your screen during one of my presentations because I find those two a lot of fun. And when I do PowerPoint and when I'm doing workshops, I as well as accessibility, you know, we're going to have fun with accessibility. So airplanes and origami flying off of your PowerPoint presentations, to me, is pretty spiffy. So those are the new transitions in PowerPoint. And again, because your PowerPoint is your presentation tool, you're going to find that a lot of the changes are related to the visual aspect of the slide presentation.

Here is the transition gallery. So you can see that there are at least eight or ten new transitions. You also have some 3‑D transitions that I think have always been there. And they are at the bottom. The screen reader will read the name of each transition. You cannot use first character navigation, unfortunately. But you are told when you're in the sort of normal transitions then what they call excited transitions. That's what you're going to call the pealed, the drapes, the airplane, the origami. And then at the bottom you have your list of 3‑D transitions. If you do have some time in PowerPoint 2013, I suggest you play around ‑‑ sorry, research and development ‑‑ into the effect of airplane and origami transitions on your slides.

I forgot to get the picture for presenter view. We had a power failure yesterday here and it was the one thing that my laptop was out of battery and I couldn't have connected it to the other monitor anyway because we had no electricity. So I will get you this for next week.

But presenter view has been redone for the tablet. It allows you to use digital ink. It allows you to see your next slide while you're showing the current slide. It allows you to make comments and mark‑up and all kinds of things. And it is not keyboard accessible. I have not found any keyboard commands for presenter view. In fact I tried to use presenter view at a conference at the University of gwelth in May and JAWS read the first screen and just went silent. I had absolutely no clue where I was in the presentation and what was on the screen. I ended up just kind of clicking through going up to the large monitor and trying to figure out what was there. So presenter view, again, I'll have a picture of it for next week. But the accessibility of presenter view, I'm really not impressed with. If you are using screen magnification, it is probably all right. Although I will test that out tomorrow. If you're using text to speech or screen reading, you're not going to get the auditory feedback that you're expecting.

Text to speech might be a little better because you are still using the mouse for the most part. And if you click on something I think it probably would tell you what you've clicked on. Although I'm not sure of that. But for screen reader users, presenter view is just a nightmare. Hopefully it will get better. And again, it was redesigned for the tablet view. So any of you who have been using presenter view successfully with the screen reader, this is another thing you're going to have to think about in terms of upgrading. The

As with Microsoft Word, the alt text is now in the format picture panel that will open to the right of your document. Unlike Word, the layout section of format picture has a lot more things in it. Remember in Word all it had was text box and alt text. In PowerPoint you have size, you have at least four other things. And then at the very bottom you have alt text. So this picture on this slide shows you, I was working with the size of some images as well as alt text. So both of those things are open in the pane. You can see that it gets quite busy. I could if I wanted to, collapse the size so that I just had access to the alt text. But I wanted you to see how busy one of these panes can get. And again, moving from the dialogs to the panes, you're going to see a lot more of this. And the good thing is that you can, in this case, I could have collapse size so that I can focus on exactly what it is I want to do with the picture. But alt text is now done through the format picture pane which opens to the right of your document.

Those are the basic changes. And the basic changes I've noticed other than I'm using the dark gray color theme for Office and I still do not find it good contrast in PowerPoint. I can't tell where the notes area is versus the slide area. And where the thumb nail and outline view is versus the slide area.

Oh, one of the other differences is that there isn't a tab in the thumb nail view anymore. If you want to go to outline you have to go at it through view ribbon. You can go to the view ribbon, choose outline and your thumb nails along the left will turn into the outline view. That's how you access the outline view in PowerPoint 2013. Still the same issue of text boxes. If you have text boxes on your slide, they're not going to show up in outline and you're going to have to copy and paste all of the information from those text boxes into your Word document for Brailling.

As with previous versions of PowerPoint, you can use the selection pane to reorder content on your slide so that it is in a logical reading order. So that is still there.

Let's move on to Excel. And a couple of really kind of nifty tools. Well one of them has to do with charts so it may not be as nifty as the others. You have something now called flash fill. Again, Excel is trying to be intuitive. It looks at the pattern that you've created and tries to fill downward based on the pattern that you've created. For example, you can have the first name of someone in cell A1. The last name ‑‑ or in column A. The last name in column B. And then in column C, you can put, for example, we use my name. I could put K comma Mccall. I could press control E to flash fill and it will go down everybody's names and put their initial comma last name. It's not confined to ‑‑ I don't think it's confined to text.

Here is an example, a couple of examples of what I did. So in the first example, I've put Karen in the first column, McCall in the second column. And then I have typed K comma McCall. I press control E and you'll notice in the second picture, the one right to the right of that one, it has ‑‑ let me make sure that is the right. Yes. So Barnaby Edmund becomes B comma Edmund. Olivia Zane becomes O comma Zane. And those are my cats. I know, pitiful. The other thing I can do is to reverse that. So I can have last name comma, first initial. I can do last name comma first name. I can put other text in there. So I can ‑‑ let me see what would be a good example? I could put dear space Karen and if I press control E, everything in that column would be dear Karen. Not that you would want to do that in ex‑cell. But if you're using this as a database for a mail merge, it might be something to think about in order to save you putting in two fields or putting in text in a field.

There are 23 things. There's a YouTube video done by something that walks you through 22 things you can use flash fill for. Flash fill is automaticic which is problematic. Because sometimes it tries to be a little too intuitive. What I did was go in to the Excel options and ‑‑ oh where is it? Excel options. I will get that for next week. And turned off the automatic flash fill. So that if I want to use flash fill then I simply press control plus E and I've got it. It's not going to flash fill automatically. And maybe fill something that I don't want filled. So flash fill is kind of an exciting tool.

You have recommended charts. So Excel again, is trying to be intuitive. I know those of you who hate the bullets and numbering are cringing and crying and just wringing your hands. You do have, and this is something you don't have to use, but you do have recommended charts now. It is a button on the insert menu. And what it does is take a look at your data. You select your data. It takes a look at your data and then it recommends some charts that are best suited for your data. Because one of the websites I went to from Microsoft said, you know, we don't always know or want to use the most appropriate chart for our data. And I laughed because I love exploding 3‑D pie charts. Anytime ‑‑ it was one of the first things I learned how to do in lotus one, two, three. And again, it's the most fun. I mean, building a chart is like okay. But if you're not mathematically inclined and you just want to learn how to use Excel just a regular bar chart or a line chart is not exciting. But an exploding 3‑D pie chart can be exciting. If I can use it, I will do that. And I found out in 2010, they have Canadian charts. It is an exploding 3‑D donut chart, ay. So when I'm doing training on Excel I tend to use those data that supports those kinds of charts rather than the spark lines and the lines and the scatter charts and all of that.

So I'm one of those people that would really benefit from recommended charts. As I'm sure would a lot of my students.

So what I do is I select my data and I go to the insert ribbon and then I choose the button that says recommended charts. I apologize, I think I forgot to put the keyboard command for that. Maybe I did. What happens is based on your data you have three or four or five recommended charts that you can use. In this case we have a line chart, we have a bar chart, we have a different kind of bar chart that we can use. Going down the list of possible charts on the left is accessible. If will tell you what kind of chart it is. I could not get my cursor over to read the description about that or the further description about the chart. So I was able to choose one of these recommended charts that came up for my data and was sad to see one of them was an exploding donut or pie chart.

You also have a new tool called quick analysis. So again, Excel is going to look at your data and make some suggestions in terms of formatting, charts, tables, totals and spark lines. I've never made a spark line chart or a chart with spark lines. I apologize, I have no idea what that is. And this is keyboard accessible. Even the pop‑up is keyboard accessible. And it helps guide you through some of the possibilities for your Excel content. So again, you don't have to guess and look at what you've done and go, that really doesn't look professional. This is going to help you. You can still go off the deep end and choose wrong things. But it's going to give you a quick analysis and make some recommendations.

Once you select your data in Excel there will be a small icon that shows up in the lower right corner of the data range. And the first image shows you that. If you click on that, you will get what appears in the image directly below that. It is a pop‑up. But it is accessible. And it has the tabs at the top of it for formatting chart totals table and spark lines. And then underneath that, once you choose your tab, you simply move down with your arrow keys and it will give you some options and ideas. Now if you're using the keyboard, once you select your data range, you press the app key or the right mouse button equivalent and you choose quick analysis from the list. I believe the keyboard shortcut is Q. That opens exactly the same pop‑up but it is accessible. With your data you can get a quick analysis and some global recommendations for what to do with your data to sort of make it look pretty, what kinds of charts, anything to do with totals, those kinds of things.

The spell check dialog in Word and PowerPoint have moved over to the new spell check pane. In Excel and Outlook has not moved over there yet. And the spell check is in the pane in OneNote, that's where it started. Not that it's spreading from OneNote. When they designed OneNote they did that traditional spell check dialog because that's what they were moving to. So OneNote [Indiscernible] Excel and Outlook are using the old dialog but I would guess that's temporary. Those two will eventually use to moving the spell check pane as well. I just wanted to mention that in case you are doing spell check in Excel and kind of shake your head and go wait a minute, the old dialog is here. Isn't this supposed to be a pane? So not yet but probably in the future.

Out outlook 2013, you still can thread things by conversation. But there are a few new things. Some of them are accessible and some of them aren't. For example, and one thing that I love is in line replies. So I have outlook at the top of my outlook user interface. I have my list of e‑mail messages just underneath the ribbons. Then I have my reading pane open at the bottom because I just prefer it that way. When I press control R or control F to forward. Control R to reply or control F to forward, if I use the keyboard equivalent [Indiscernible] the message in the reading pane shifts down and I'm now in reply or forward mode. So I can just start typing and if you'll notice on this image, although it is a little hard to see again because of the lack of contrast in the user interface. Any e‑mail message that I'm replying to that I go away from and I'm replying to has the word draft next to it. So far JAWS is kind of hit and miss with reading that draft or not. Hopefully in JAWS 2013 it will read it more consistently. In my reply or forward, I'm able to do that in my reading pane which will be located either to the right or at the bottom of the Outlook user interface. If I want to open that up so that it does fill the full screen, control plus O will do that. I often do that if I have an attachment. There are slightly different keyboard commands to attach files and highlight the message as important. I prefer to use the one I know so if I do have an attachment, I will press control plus O, it opens it up to full screen and I can continue.

So that in inline replying and forwarding.

Here's where we have some mouse based stuff. We have pictures of the people or silhouettes representing the people that we have messages from. And if I hover my mouse over the picture of the person, again, this is not keyboard accessible, then I have the same options I have when I'm commenting in Word or PowerPoint. I can instant message. I can phone them. I can do other things. That is one of the mouse based things that seems to be consistent. Hopefully, again, that will change as we move forward with new iterations and versions and stuff in Office. And Microsoft is aware of this. Like I say, hopefully we'll see that.

You also now have the ability to reply forward and perform all those other things with the click of a mouse right in your e‑mail message. So when you open your e‑mail message or when you see it in the reading pane, and this is similar to what you'll find in Office 365, you'll have those words reply for word reply all write with your message. For those of you using the keyboard, nothing has changed. We can still use control F, control R, and I forget the one for reply to all.

I only have a couple more slides left. This change, I'm not sure if it's a good change or not. In your calendar you now have a weather bar so you can see what the weather is like, where you're going or where you are. And it is accessible. I'm not sure how useful the weather bar is in a calendar. We have that on our desk top. We have that on our phones. I'm not sure I needed it in my Outlook calendar.

So to take a look at today, you would go to the search in your calendar and then shift tab once and that takes you through the days. From there you could use your arrow keys to the left. You could also change the location. Once you get to the far left, you'll hear location, press your space bar and you can find out what the weather's like some place else. Again, I'm not so sure I need that in my calendar.

We also have some peeks. That is spelled P-E-E-K. So you get to ‑‑ this replaces the old to‑do bar. I liked the to‑do bar and I missed it when I moved to Outlook 2013. But we have the new peek for different tools. I like that except I no longer have the option to show appointments. I have only the option to show the date navigator.

So what a peek does is allow you to take your mouse and hover it over the bottom of the outlook interface where you have mail, calendar, people, tasks. And as you hover it over, this is the calendar, you see the date, the date navigator. And you can click on a date and it will open up your calendar and show you whether ‑‑ sorry, it will show you in that peek whether you have an appointment on that day. For today, if I hover my mouse over calendar, it would show me if I have any appointments and list them under the date navigator. Again, very visual. Someone using magnification or who is mouse dependent would be able to use that. I can also dock the peek over to the right of my document. But again, it is going to be the date navigator for the calendar. And as you can see from the image on the right, contrast is not great. I can also get a people peek. So doing exactly the same thing, I can get a list of people in my contacts who are my favorite. So if you ever forget who your favorite people are, you can move your mouse over the people and get a list of your favorite people. If you want to click on one, you can go to their contact card. You can also dock the people peek to the right of the outlook. So the list of your list is always there.

You also have this ‑‑ what is this? You also have this for tasks and flagged messages which is the part of the peek that I like. So I can actually dock my tasks and it will show flagged messages over to the right of my document. So for right now, and to replace the to‑do bar, being able to F 6 off of my e‑mail messages into what I guess is now my peek pane and get a list of flags and list of messages for follow up is a valuable tool. I don't have to go into my tasks lists. I don't have to search for my flagged messages. They will all be there in the docked peek to the right of my document. That is the best use of the peek at the moment for those of us using screen readers. Is that we can get an instant list of the tasks that we have upcoming and a list of any e‑mail messages that we flagged in case we forget them.

So we do have a wrap up. Let me see. What did I put in here? I'm always afraid. I did find out what that little icon was for in the insert online picture. It's flicker. The picture people. Who knew? I actually had to look it up. But that's what the icon is. So at the bottom of the dialog to insert an online picture, you have the Facebook icon and the Flickr icon which are as yet unlabeled. And they go in that order. Facebook Flickr. The accessibility checker will now ‑‑ I don't remember it flagging long URLs before. But it now does. This image on the left is in Microsoft Word and I do have contextual links for those long web links and those long web links are in foot note in case someone puts out the document and wants to know what the web address is.

The image to the right is from PowerPoint. This is one of the strengths and weaknesses of the panes is that I was working in the format picture pane and then when I chose to do an accessibility check, the accessibility checker opened in another picture pane beside another picture pane. I could choose to close one of them. You will notice you have several panes open at once. What got flagged in my PowerPoint was that my flags didn't have a title. I'm still trying to figure out where to put that because I do fill in the title place holder on the slides. I'm trying to figure out where that title is in terms of the slides so I can be more compliant with accessibility.

If you have any questions before next week, the e‑mail address is info at Karlen communications dot com and it's KARLEN communications with an S, dot com. There is material on the Karlen Communications website to download. And as always, if you have PDF things that need to be done, I am now working with Accesibil‑IT and doing all PDF through them. So do we have any questions, Norm? Norm, do we have any questions?

We'll see if anybody wants to use their mics. I'll wait to see if there are questions and comments. I'll wait.

There we go. I'm in. Supada has her hand raised. If you want to type them in the text box, it might be easier. Karen, I see some typing getting ready to come in so I'll let you know in a second.

Okay. Everybody's probably busy trying those airplane and origami fly transitions.

Actually now I'm not seeing anything so it been somebody hitting their control button.

Norm: Well in that case I'll make kind of a silly comment. I was struck with the fact that you can click on a thing and it will remind you of your favorite people. Now it seems to me this is perfect for somebody who [Indiscernible]. A good enough programmer, maybe you can interface it with more than a list of people. Maybe a list of places that you go in your life and have a whole outside tool and get rich doing it. The anyhow, no, I don't have any comments, Karen. Thank you again for a good job. I don't think I'm going to 365. But I'm looking forward to hearing about it.

I think we can close down. As soon as I can get my FTP working or e‑mail the transcription to my server, we should have the recording up and the transcription up some time Tuesday, maybe Thursday will be even better. See you all next week and have a good weekend.

Norm, with outlook you can also put a person's picture there. So the idea that you would have, you know, family members or your doctor, and that would be your favorite and you'd also have pictures of them would be very helpful for people with certain disabilities. You're absolutely right.

Karen, I got a question from Supada who would like to know how the accessibility checker issue is? I think we need to let everybody know that we've turned off the ability for users to speak because we've had people typing and knocking off [Indiscernible].

What specific accessibility checker issue are you talking about?

Word and PowerPoint is the answer.

Okay. But I don't understand what's the problem with the accessibility checker? What specifically wasn't working?

Supada's question is how is the new version works?

I found it's working fine. I like the addition of the links. There is still, as with anything, there's still manual checks that you have to do. It kind of tells you where it sees might be potential problems and you have to go and take a look at those things.

The next question was is there any new options? And I think you discussed that last week, didn't you?

I don't think there are any new options in the accessibility checker. They pretty much decide what needs to be checked based on WCAG and other things. And the accessibility checker just goes and does it. I will double check on that because I haven't found any accessibility checker settings or options. It's kind of well no, the adobe one does let you choose what you check for. I think the accessibility checker in Office they've simply designed the tool so that it will go in and check for the basic problems.

Okay. Thank you.

Okay. So next week I have to get you an image of the presenter view so you can see what it looks like. And I will check on any options or any changes in the accessibility checker for you. And we will discuss Office 365. So I will see you all next week.

Thanks, Karen. Awesome job.