Productivity 215: Microsoft Office Shortcuts

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Productivity 214: Apple Shortcuts

NOTE: Use these in conjunction with the universal computer shortcuts to be lightning fast in any office!

All Microsoft Software

By tapping ALT, the screen will show letters that you can press to select anything on the ribbon

  • You can do anything on the ribbon without using the mouse with up to four keystrokes
  • Also, look for underlined letters of words, which are typically the ALT command letters to press

Any selected text or images can be clicked and dragged to anywhere else in Microsoft Office, as well as between many other programs

Universal Microsoft Shortcuts

Close an open document

  • CTRL + W

Save As (specify the file name you want to save the file as)

  • F12

Switch between multiple open documents

  • CTRL + F6

Go to a page, bookmark, table or other location

  • CTRL + G
  • F5

Close out the Find or Replace window, as well as most other boxes that pop up

  • ESC

Open Replace Dialog

  • CTRL + H
  • SHIFT + F5

Perform Spell Check / activate the Thesaurus

  • F7 / SHIFT + F7

Show a list of all open documents

  • ALT + W, W

Insert a hyperlink

  • CTRL + K

Open Font dialog box

  • CTRL + SHIFT + F
  • CTRL + SHIFT + P

Add a bulleted list or create a list

  • CTRL + SHIFT + L

Left-align / Center-align / Right-align / Justify alignment

  • CTRL + L / CTRL + E / CTRL + R / CTRL + J

Increase/decrease indent

  • CTRL + T / CTRL + SHIFT + T

Show Paste Special window when pasting a cut or copied item

  • CTRL + ALT + V

Microsoft Word

Save a file as a .dot extension instead of .doc to make a template

Word Shortcuts

Open a recent file

  • ALT, F, R

Switch to Print Layout/Outline/Draft View

  • CTRL + ALT + P / CTRL + ALT + O / CTRL + ALT + N

Split the document window

  • CTRL + ALT + S

Set line spacing to single / double / 1.5 spacing

  • CTRL + 1 / CTRL + 2 / CTRL + 5

Add or remove a line space before a paragraph

  • CTRL + 0

Apply the Normal style

  • CTRL + SHIFT + N

Go back to a previously edited location in a document

  • SHIFT + F5

Go to, edit and set bookmarks

  • CTRL + SHIFT + F5

Open up the latest search in the Find window

  • SHIFT + F4

Insert current date/page number/time

  • ALT + SHIFT + D / ALT + SHIFT + P / ALT + SHIFT + T

Show or hide formatting marks

  • CTRL + SHIFT + 8

Show the Word Count box

  • CTRL + SHIFT + G

Turn Track Changes on and off

  • CTRL + SHIFT + E

Turn paragraph symbols on and off

  • CTRL + SHIFT + *

Microsoft Excel

Save a file with .xlsm extensions instead of .xlsx in order to enable using macros

Select multiple cells with the CTRL key when entering a formula

When entering a formula, you will see a ScreenTip

  • You can click and drag the ScreenTip if it’s in your way
  • Click on a formula’s cell reference on the ScreenTip to go to its reference

Some of the best formulas

Add any numbers together (text counts as zero)

  • =SUM([other cells or absolute numbers])

Average of selected numbers

  • =AVERAGE([other cells or absolute numbers])

If-then statements (can be nested inside each other to make complex results)

  • =IF([logical argument to make],[value if true],[value if false])

Count the number of cells with numbers/anything

  • =COUNT([other cells]) / =COUNTA([other cells])

Combine two text strings together

  • =CONCATENATE([text typed or from a cell],[text typed or from a cell])
  • =[text typed or from a cell]&[text typed or from a cell]

There are many, many formulas for dates, statistics, financial analysis and anything else that can be analyzed

  • Every new version of Excel adds new formulas as well
  • Learning good logic is vital in understanding how Excel works

Excel’s best shortcuts

Collapse/expand the ribbon to see more/less of the worksheet

  • CTRL + F1

Select an entire column/row

  • CTRL + SPACE / SHIFT + SPACE

Move to the top left or bottom right of the entire worksheet

  • CTRL + HOME / CTRL + END

Modify a cell

  • F2

Cycle a cell reference through fully relative, fully absolute, absolute rows and relative columns, absolute columns and relative rows, and back to fully relative

  • F4

Cancel the changes while you’re editing a cell

  • ESC

Fill in a selection vertically/horizontally

  • CTRL + D / CTRL + R

Create a table out of the selected data

  • CTRL + T

Create a simple bar chart with any set of data

  • F11

Open Cell Format menu

  • CTRL + 1

Switch to Formula View and back

  • CTRL + [~]

Create a new worksheet to the right of the current worksheet

  • SHIFT + F11

Show/hide outline levels from the Subtotal mode

  • CTRL + 8

Find all the comments

  • CTRL + SHIFT + O

Microsoft PowerPoint

Save finished presentations with .pps extensions instead of .ppt to open them directly in presentation mode and to close them when the slideshow is over

PowerPoint Shortcuts

Cycle through overlapping objects on a slide

  • TAB / SHIFT + TAB

Turn the pointer on and off

  • A

Advance to a hidden slide if it is next in the deck

  • H

Erase screen annotations

  • E

Microsoft Outlook Shortcuts

Check for new messages

  • F9
  • CTRL + M

Mark a message as read or unread

  • CTRL + Q / CTRL + U

Open Advanced Find menu

  • CTRL + SHIFT + F

Flag or unflag an email

  • INSERT

Mark for follow-up

  • CTRL + SHIFT + G

Create a new message/meeting/task/appointment

  • CTRL + SHIFT + M / CTRL + SHIFT + Q / CTRL + SHIFT + K / CTRL + N

Reply / Reply All to a message

  • CTRL + R / CTRL + L

Open up the Address Book to add a recipient to your email

  • CTRL + SHIFT + B

Open Go To Folder window

  • CTRL + Y

Go to Search Box

  • F3
  • CTRL + E

Move an email to a specified folder

  • CTRL + SHIFT + V

Scroll a page, then move to the next or previous message

  • SPACE / SHIFT + SPACE

Scroll through emails without the Reading Pane

  • CTRL + [.] / CTRL + [,]

Miscellaneous

If you copy the web address for an image, you can edit that image by pressing CTRL + V inside Microsoft Paint

Next: Productivity 221: Very Useful Websites, Plugins, Programs & Extensions