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Microsoft Office Quick Keys
All Microsoft Office programs include the use of keyboard shortcuts. These are simple shortcuts for functions performed using the ‘Ctrl’ key and the corresponding letter. There are a few shortcut keys that are well known but there are many others that users don’t use that are useful. All are designed to speed up the document creation process by eliminating the time it takes for the user to use the mouse. They also tend to use an easy-to-remember letter for that fast-acting key (like using ‘S’ for Save). While each one reviewed in this article is from Microsoft Office software most of the world and can be used in almost all Windows based programs.
Each hotkey is listed with the keys necessary to push the function, its name and a brief description of its meaning or use. Some additional articles may provide additional information on specific programs or activities.
1. Save [Ctrl+S] – Saves the file. If you haven’t saved your file the first time you use this, a ‘Save As’ box will appear.
2. Select All [Ctrl+A] – This will select, or highlight, all content within the document. This also works within form entries on websites.
3. Download [Ctrl+C] – Download selected content. It is often used with ‘Cola’ (see next).
4. Paste [Ctrl+V] – Clean the downloaded content in a new location or document after clicking on the desired location.
Excel Note: If you copy from a cell, you can highlight multiple cells and the copied content is pasted into each selected cell. This applies to text and formulas.
5. Cut [Ctrl+X] – Cut is exactly the same as ‘Download’ except that you remove the original content. It’s like you’re literally cutting it from one place and moving it to another, while the copy is making a copy. (If you move content to a new location within the same document it is possible to select the desired content and click and drag it to its desired location.)
Notes on Cut, Copy & Paste: Cut and Paste characters may not be obvious at first but here’s how to remember them. They’re all in order on the keyboard (X,C,V), Copy them so they’re easy to remember and Paste them right next to them (remember they’re always used together). The cutter is next to Copy in the function and location and the ‘X’ is similar to the shape of a pair of scissors.
6. Underline [Ctrl+U] – Underline the selected text.
7. Italicized by us [Ctrl+I] – Italics the selected text.
8. Doctor [Ctrl+B] – Validates the selected text.
9. Undo [Ctrl+Z] – Cancels the most recent action. In some programs, including Microsoft Word, this can be done several times in a row. Sort last, second to last, third to last and so on.
10. Open [Ctrl+O] – Opens the ‘Open’ dialog so you can open a new file.
11. New [Ctrl+N] – Opens a new document within the program you are currently using.
12. New slide[Ctrl+M] – This PowerPoint only shortcut will insert a new blank slide into your presentation where you have your cursor.
The keyboard shortcuts listed here are some of the most commonly used. As you may have noticed in the short list above, we used every letter on the bottom row of the keyboard and more. There may be individual letters on the keyboard. You can open the ‘Help’ section of any program to search for program shortcuts.
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