Productivity 215: Shortcuts For Microsoft Office

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Productivity 214: Shortcuts For Apple

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

All Microsoft Software

  • In general
    • By tapping ALT, the screen will show letters that you can press to select anything on the ribbon
      • Within four keystrokes, you can perform any command on the ribbon without using the mouse
      • Also, look for underlined letters of words, those 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 many other programs
  • 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

  • In general
    • Save a file as .dot extensions instead of .doc to make it a template
  • 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 latest search in Find window
    • SHIFT + F4
  • Jump between the Find menu and the document
  • Insert current date/page number/time
    • ALT + SHIFT + D / ALT + SHIFT + P / ALT + SHIFT + T
  • Show or hide the 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

  • In general
    • 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 component of a formula on the ScreenTip and it’ll take you to its reference
  • Some of the best formulas to use
    • Add any amounts of numbers together (text is counted 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 also many others pertaining to dates, statistics, financial analysis and anything else that can be analyzed
      • Every new version of Excel adds new formulas as well
  • 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 from relative to absolute to only absolute rows to only absolute columns 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 in Subtotal mode
    • CTRL + 8
  • Find all the comments
    • CTRL + SHIFT + O

Microsoft PowerPoint

  • In general
    • 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
  • 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

  • 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 + [,]

Other Tricks

  • If you copy the web address for an image, you can edit by pressing CTRL + V inside Microsoft Paint
Next: Productivity 221: Very Useful Websites, Plugins, Programs & Extensions