Popular Microsoft Office Shortcuts
Nicole Winn

Popular Microsoft Office Shortcuts

Here are some great tips from Marty Shepard! Lists and more lists!

 

Hello! My name is Marty Shepard from New Horizons Computer Learning Centers of Nebraska. I have been an Applications Instructor with New Horizons now for almost 19 years. (Time flies when you’re having fun!) Although my favorite classes to teach are Microsoft Access and Excel, Crystal Reports and beginning SQL Querying Fundamental classes, I have taught many classes in the other Microsoft Office Suite.

I’d like to share a couple of my favorite time-saving tips and shortcuts I use on a daily basis.

 

Get your OPEN/SAVE AS dialog box back!

I have students tell me all the time, “This was worth the price of the class!”

When Microsoft released Office 2013, they made “Backstage View” (File tab) the default view when you click either your OPEN (Control-O) or SAVE AS (F12) button in your Microsoft application. By doing this, you have to go through a few more clicks to get what you want.

In order for you to display the Open or Save As dialog box right away, you simply need to make a change to a setting in the Options.

To do this, click on your FILE tab, and then choose OPTIONS at the bottom left. Once in the OPTIONS dialog box, click on the SAVE category on the left. The third check box in the list (on the right) is usually not selected by default, “Don’t show the Backstage when opening or saving files”. Once that has been checked, from that point forward, your OPEN and SAVE AS dialog box should display right away when you either choose the buttons or use the shortcut keys. You will need to do this in each application (Word, Excel and PowerPoint). In Microsoft Access it is located in OPTIONS also, but you will find it in the Client Settings category on the left, then under Display on the right, you will see “Don’t show Backstage when opening or saving files”.

 

Figure 1: The Options dialog box in Excel

 

Use the Screen Clipping Tool instead of the Snipping Tool!

 

For years, many have loved and used the snipping tool! Well, in case you were not aware, there is a feature exactly like it located in your Microsoft Office applications! It is called Screen Clipping. And you don’t have to go through as many points and clicks to use it!

Let’s say, I would like to copy information into Word from the Internet or a file. Whatever it is, as long as you can bring it onto your screen, you can clip it. To use the Screen Clipping tool, you would follow these steps: (Example: Copying information from newhorizons.com into Word.)

  1. Have the file open in Word that you want to copy information to.
  2. In a web browser, navigate to newhorizons.com. We will copy a bit of information from the main screen into Word. Maximize the screen or move it to a second screen if you have one, and maximize it.
  3. Click on the Word icon on your taskbar at the bottom of your screen to maximize it. In Word, place your cursor where you want to paste information.
  4. On the ribbon in Word, click on the INSERT tab. On the left-hand side, in the ILLUSTRATIONS group, click the dropdown arrow to SCREENSHOT, and then click on Screen Clipping at the bottom. Your screen(s) will gray out. Using your mouse, draw a box around the piece of information you wish to copy. Let up on your mouse, and just like that, it will appear as an image in Word! I use this every single day, many times a day!

I am sure these two suggestions will help make your life a bit easier!

 

But wait, there’s more! Here are some of my favorite shortcut keys in Word and Excel!

 

Keyboard Shortcuts in Word

To Do This

Press

Close document

CTRL + W

New document

CTRL + N

Non‐breaking space

CTRL + SHIFT + SPACEBAR

Open Dialog Box

CTRL + O

Open the Save As dialog box

F12

Page break

CTRL + ENTER

Save

CTRL + S

Select a paragraph

TRIPLE CLICK IN THE PARAGRAPH

Select a sentence

CTRL + CLICK IN THE SENTENCE

Select a specific area of text

CLICK WHERE YOU WANT THE HIGHLIGHTING TO BEGIN HOLD DOWN SHIFT AND CLICK WHERE YOU WANT TO END THE HIGHLIGHTING

Select all the text within your document

CTRL + A

Select blocks of text

CTRL + SHIFT + Arrow keys

Select text

SHIFT + Arrow keys

Switch between multiple windows in the same program

ALT + F6

Undo your last action

CTRL + Z

 


 

 

Keyboard Shortcuts in Excel

To Do This

Press

Bold text

CTRL + B

Close the current document

CTRL + W

Copy selected text

CTRL + C

Create an Absolute Reference

F4

Cut selected text

CTRL + X

Date (inserts current date into cell)

CTRL + ;

Edit Cell

F2

Enter current time

CTRL + SHIFT + :

Find

CTRL + F

Hide selected column(s)

CTRL + 0

Hide selected row(s)

CTRL + 9

Insert worksheet

SHIFT + F11

Move one screen to the right in a worksheet

ALT+PAGE DOWN

Move to the beginning of a worksheet

CTRL + HOME

Move to the end of a worksheet

CTRL + END

Move up through a selection

SHIFT + ENTER

New

CTRL + N

Next Worksheet

CTRL + PAGE DOWN

Open

CTRL + O

Paste content by using the Paste Special box

CTRL + ALT+V

Previous Worksheet

CTRL + PAGE UP

Print a document

CTRL + P

Redo your last action

CTRL + Y

Save

CTRL + S

Select Column

CTRL + SPACE BAR

Select Row

SHIFT + SPACE BAR

Select to end of row

END, then SHIFT + ENTER

Select to end of worksheet

CTRL + SHIFT + END

Select worksheet

CTRL + A

 

 

I hope these help make your job a little easier. Remember, you have to use it, or you will lose it! So make yourself use those shortcut keys! And also, remember that learning is a life-long process! In the world of technology, things change on a daily basis! Look to your local New Horizons to keep informed of those changes!

Previous Article The Case FOR Dual-Axis Charts in Power BI
Next Article Password exploitation is a constant threat to a business' bottom line, so how are you prioritizing IT security positions to get ahead of it?
Print
29 Rate this article:
No rating
Please login or register to post comments.

Theme picker

Loader