Microsoft Office for PC has been the leading office suite for PC users since its introduction back in 1990. Before that, there was Microsoft Word, which was released in 1983, Excel, released in 1985, and PowerPoint, released in 1987. Microsoft Office for PC brought together those core programs and very quickly developed a loyal following in the office suite category. With over a billion users worldwide, Microsoft Office for PC remains the leading office suite.
With the release of Office for PC 2019, Microsoft’s office suite continues to gain popularity and stands above the rest in productivity and performance.
Why is Microsoft so popular? It’s all about productivity. There simply isn’t a better, easier to use office suite on the market. Yes, you can find free or even low-cost office suites, but in a head to head comparison, none of them measure up to Microsoft Office, especially since the release of Office 2019, which introduces a large number of great new features and tools to improve productivity even more than before.
One of the great things about Microsoft Office is that there are hundreds of tips, tricks, and shortcuts for Microsoft Office that keep the work rolling and help you be more productive no matter what kind of work you do.
Are you a writer, a teacher, a student, or a high-powered business executive? There are editions of Microsoft Office that are designed to fit your needs specifically. Each of them is loaded with little tricks you can do to increase productivity. There are also tons of tips and tricks in this guide to help you get the most out of each of the applications in Microsoft Office. Before we jump into all those goodies, though, let’s take a deeper look at what you get with Microsoft Office.
Microsoft Office Overview
There are different editions of Microsoft Office. What you get in Office depends on which edition of Office you purchase. You can get Microsoft Office in the following versions; Home and Student, Home and Business, Professional, and Professional Plus. The edition suitable for most consumers, students, teachers, and creatives is the Home and Student edition. Home and Business is ideal for small business owners.
The Professional and Professional Plus editions are aimed at the big business/corporation market. All of these editions include the core programs, Word, Excel, and PowerPoint. OneNote is included in later editions. Business versions include Outlook, Access, Publisher, and Skype for Business. Again, the edition of Microsoft Office you choose depends largely on the jobs you want the product to perform. There is an elevated cost in the more powerful editions of Microsoft office that the casual user can’t justify, but big business and corporations can certainly afford it.
You can still get older versions of Microsoft Office as well. The editions older versions come in are comparable to the new version of Microsoft Office. You should always check to make sure the older version you want to buy is still getting mainstream support from Microsoft because they have officially stopped issuing updates for many of them.
Currently, mainstream support for Office 2016 ends in 2025. If you want a standalone local version of Office for PC, Office 2019 is the latest version and your best bet. Office 2019 comes in the same editions as above and incorporates many of the features that Office 365 Pro users have been using over the previous three years.
Overview of Microsoft Office Apps
With Microsoft Word, you can take your writing projects from concept to completion with new tools in Word 2019. Use natural formatting tools to create impressive documents. Open and edit PDF files. Keep your writing productive and stress-free with Word.
The newest version of Word includes new inking features (tilt, roaming pencil case, and sensitivity), focus mode to let you accomplish more without distraction, and advanced research and co-authoring features, including real-time commenting while multiple users edit the same document. While Word is called a word processor, it is so much more than what word processors were in the past. In fact, Word is more closely related to a desktop layout program than a word processor.
You can use it to create documents of all kinds, including fully designed and print-ready flyers, newsletters, and other documents you might normally use a desktop publishing product for.
With Excel, you can see your data in context, which allows you to make better decisions. Excel learns your patterns while you work, auto-completes new data, and does the complex analyses for you. New charts and graphics let you view and present data in more appealing ways. You can apply formatting, sparklines, charts, and tables with a simple click of the mouse, making this one of the easiest, most intuitive versions of Excel yet.
There’s no better way to manage data than with Excel. As you can see, these great features can save you time and make your entire project more streamlined and more accurate. Excel, previously the most popular spreadsheet in the world, is now even better than it’s ever been and more useful for a wider audience.
Give your presentations the polish they deserve. With PowerPoint, you can create, collaborate, and present ideas with new slide transitions and an improved Animations task pane. Maximize the visual impact of your presentations with PowerPoint’s design options, including Morph, which creates fluid, cinematic motion in two easy steps, professional transitions, and real-time co-authoring.
Tons of new graphics options, a Presenter mode for managing your presentations better (view upcoming slides and notes while your audience sees the presentation), and features for creating super detailed and appealing presentations. The great thing about PowerPoint is that it really combines and balances professional features with ease of use. The average student, hobbyist, or teacher can use PowerPoint effectively and with no difficulty while business executives can use it to create powerful business presentations.
This is a great little app that really shouldn’t be overlooked. It’s only found in the home editions of Office, but it is a powerful tool for students, teachers, writers, or anyone else who does a lot of research. With OneNote, you can organize notes with notebooks, sections, and pages.
Search your handwritten (or typed) notes and images to find what you need. Type, write, draw, and save all your references in one convenient place, then share your notebook with classmates or co-workers. There’s no better way to take notes than with OneNote. You can save web links, written notes, audio, and graphic files, organize them, and reference them easily. That means you can build and maintain the most complete research and reference guide ever.
Access and Publisher are included in the Professional business editions of Microsoft Office. Access is a database meant for big business information management. The publisher is a desktop publishing software that allows for professional creation of in-house newsletters, flyers, advertisements, training materials, etc.
As we mentioned earlier, Word is capable of handling a lot of the same tasks you can perform with Publisher, but it does lack the precision layout tools, so Publisher is available for corporations that frequently create a lot of business and advertising materials.
There’s also Skype for Business, which is designed for business communications. Microsoft Outlook is included in business editions too, bringing advanced email communications and contact management to the table.
As you can see, there is an edition of Microsoft for you. The range of powerful apps and tools make it possible to do everything you need to do with one office suite. There’s an edition of Microsoft Office to fit every budget too, so you can have the most powerful office suite on the planet regardless of who you are and what you do.
Popular Microsoft Office Shortcut
Shortcuts are a great way to save time and get things done easier. Everybody has those tasks they do frequently in Office that they need a shortcut for. Here is a list of popular Microsoft Office shortcuts you might find useful. Browse them and commit your favorites to memory for future use.
- Ctrl+0 - Toggles 6pts of spacing before a paragraph.
- Ctrl+A - Select all contents of the page.
- Ctrl+B - Bold highlighted selection.
- Ctrl+C - Copy selected text.
- Ctrl+D - Open the font preferences window.
- Ctrl+E - Aligns the line or selected text to the center of the screen.
- Ctrl+F - Open “find” box.
- Ctrl+I - Italic highlighted selection.
- Ctrl+J - Aligns the selected text or line to justify the screen.
- Ctrl+K - Insert a hyperlink.
- Ctrl+L - Aligns the line or selected text to the left of the screen.
- Ctrl+M - Indent the paragraph.
- Ctrl+N - Opens a new, blank document window.
- Ctrl+O - Opens the dialog box or page for selecting a file to open.
- Ctrl+P - Open the print window.
- Ctrl+R - Aligns the line or selected text to the right of the screen.
- Ctrl+S - Save the open document. Like Shift+F12.
- Alt, F, A - Save the document under a different file name.
- Ctrl+T - Create a hanging indent.
- Ctrl+U - Underline the selected text.
- Ctrl+V - Paste.
- Ctrl+W - Close the currently open document.
- Ctrl+X - Cut selected text.
- Ctrl+Y - Redo the last action performed.
- Ctrl+Z - Undoes last action.
- Ctrl+Shift+L - Quickly create a bullet point.
- Ctrl+Shift+F - Change the font.
- Ctrl+Shift+> - Increase selected font +1pts up to 12pt and then increase font +2pts.
- Ctrl+] - Increase selected font +1pts.
- Ctrl+Shift+< - Decrease selected font -1pts if 12pt or lower; above 12 decreases font by +2pt.
- Ctrl+[ - Decrease selected font -1pts.
- Ctrl+/+C - Insert a cent sign (¢).
- Ctrl+'+<char> - Insert a character with an accent (acute) mark, where <char> is the character you want. For example, if you wanted an accented é you would use Ctrl+'+e as your shortcut key.
- Ctrl+Shift+* - View or hide non printing characters.
- Ctrl+<left arrow> - Moves one word to the left.
- Ctrl+<right arrow> - Moves one word to the right.
- Ctrl+<up arrow> - Moves to the beginning of the line or paragraph.
- Ctrl+<down arrow> - Moves to the end of the paragraph.
- Ctrl+Del - Deletes word to the right of the cursor.
- Ctrl+Backspace - Deletes the word to the left of the cursor.
- Ctrl+End - Moves the cursor to the end of the document.
- Ctrl+Home - Moves the cursor to the beginning of the document.
- Ctrl+Spacebar - Reset highlighted text to the default font.
- Ctrl+1 - Single-space lines.
- Ctrl+2 - Double-space lines.
- Ctrl+5 - 1.5-line spacing.
- Ctrl+Alt+1 - Changes text to heading 1.
- Ctrl+Alt+2 - Changes text to heading 2.
- Ctrl+Alt+3 - Changes text to heading 3.
- Alt+Ctrl+F2 - Open new document.
- Ctrl+F1 - Open the Task Pane.
- Ctrl+F2 - Display the print preview.
- Ctrl+Shift+> - Increases the selected text size by one font size.
- Ctrl+Shift+< - Decreases the selected text size by one font size.
- Ctrl+Shift+F6 - Switches to another open Microsoft Word document.
- Ctrl+Shift+F12 - Prints the document.
- F1 - Open help.
- F4 - Repeat the last action performed (Word 2000+).
- F5 - Open the Find, Replace, and Go To window in Microsoft Word.
- F7 - Spell check and grammar check selected text or document.
- F12 - Save As.
- Shift+F3 - Change the text in Word from uppercase to lowercase or a capital letter at the beginning of every word.
- Shift+F7 - Runs a Thesaurus check on the selected word.
- Shift+F12 - Save the open document. Like Ctrl+S.
- Shift+Enter - Create a soft break instead of a new paragraph.
- Shift+Insert - Paste.
- Shift+Alt+D - Insert the current date.
- Shift+Alt+T - Insert the current time
Handy Microsoft Word Feature
There are tons of handy features and functions in Microsoft Word that are overlooked by many users. These features and functions can save you time and a lot of headaches. Many users tend to take a long way around, but these features, like shortcuts, make your life a whole lot simpler. Here are a few features in Word that can make almost anyone’s life easier. A lot of users overlook these features or simply don’t know they exist. Some of these features are great for students, some are great for casual users, but no matter how you use them, you can save time and get more productive.
Styles are important and very useful. It’s crazy how many people use Word and don’t pay attention to styles. Styles in Word can make your documents so much better. Styles are your friend. You can use styles to ensure consistent formatting throughout your document. A big advantage here is you can modify a style and all of the text using that style will update automatically. You can apply a heading style to one specific text and then use only headings to create a table of content by linking to those headings. Styles can be different fonts, etc, so all text attached to a specific style will have a consistent look. This is especially useful if you are writing a book or creating a document for publication because styles will give your document a very professional appearance. You can create as many styles as you need to match all of the document types you do and even save templates with the styles. We’ll talk more about templates later. Like styles, templates are also your friends.
The Embed Objects option is a great feature to make sure something stays with your Word document. You can embed fonts so that whoever reads your document will see the desired font whether they have it or not. You can embed PDFs, PowerPoint Presentations, graphics of all kinds, and even other types of text documents, including another Word document. Embedding increases the size of your file, but this is a great way to bring your Word documents to life and to make sure they appear to others the way you want them to appear.
What are captions? They help describe an image. By inserting a caption into Word document with an image, you create a more powerful document that can really draw your readers in. You could type something under each image, but it would be a pain to have to format it every time. Using the caption feature is the best way to save time and to ensure your captions are consistent across the entire document.
Cross-referencing allows you to link elements in a Word document. It allows readers to move between elements easily and helps them to associate specific information necessary to understand what they are reading. It is also a great way to reference sources in a document too.
The Format Painter allows you to quickly and easily select one style from a section of your Word document and transfer it to any selected text. This allows you to recreate all of the specifics of a style to any part of your document fast. It gives you more control and consistency over the course of your document.
Sometimes you might need to take a portion of a document and turn it into a table or an index. This is no problem with the Auto-Generate feature. This is a huge timesaver and a way to make your documents look more professional.
Keep with Next
This is an often-overlooked feature that helps you create more consistent looking documents. This feature makes sure that text belonging to one sentence doesn’t spill over to the next page. Professional documents need to look professional. This is one of those features that can give your document a facelift and make it look appealing.
Comments and Track Changes
If you work with others or if you are an editor for a living, this is a feature you need. It’s a little more well known among writers and business people. With the Comments and Track Changes feature enabled, you can add comments to a document and keep track of all the changes you make. These comments and changes can be seen by someone else and they can respond to the comments and changes by deleting, accepting, or rejecting. They can also add comments and additional changes of their own. You can customize the color of your changes and you decide to have the changes appear in the margins or inline (in the document). This helps distinguish one editor from another. Once you begin using Comments and Track Changes, you will see how easy it is to collaborate with another person and to always be in the loop about what’s going on.
Microsoft Word Terminology
- Attribute: A characteristic of a text or graphic object that can be altered, such as bold, italic, shadow, color, etc.
- AutoCorrect: A feature that corrects commonly misspelled words automatically as they are typed.
- Bookmark: A method to mark locations within a document so that they can be easily returned to later.
- Bullet: Graphic, commonly a large dot or number, that starts each item in a list.
- Character Style: A style for selected words and lines of text within a paragraph.
- Charts: Graphs that use lines, columns, and pie shapes to represent numbers and data.
- Data Source: Document that is combined with the main document in a mail merge operation
- Desktop Publishing: The process of using a word processor type package to create things such as newsletters, flyers, brochures etc. combining both text and graphics.
- Digital Signature: A secure electronic stamp of authentication on a document.
- Drawing Canvas: An area that contains drawing shapes and pictures.
- Embedded Object: An object that becomes part of the destination file and is no longer a part of the source file.
- Endnotes: Notes or references that appear at the end of the document.
- Entry: an index listing.
- Fill Effect: The pattern, color, or texture in a graphic object or chart.
- Font: a set of characters that all use the same basic design.
- Font Effects: A way to change the appearance of text to bold, italic, underline, etc.
- Font Size: How big or little font is, typically indicated by point size.
- Footer: Text or graphics that are printed on every page or section, typically at the bottom but can be anywhere on a page.
- Footnotes: Comments or references that appear at the end of each page.
- Forms: Printed or online documents to be filled out with set information.
- Graphic: A picture or drawing object.
- Header: Text or graphics that are printed on every page or section, usually at the top but can be anywhere on a page.
- Indent Markers: Markers along the ruler that control how text wraps on the left or right side of a document.
- Index: A list of the topics found in a document along with the corresponding page numbers. An index is usually found at or near the end of a document (also see Table of Contents)
- Landscape: A term used to describe page orientation, where the page is wider than it is tall.
- Linked Object: An object such as a graphic etc, which is included within a document in such a way that it is linked to the source file, so that whenever the source changes, the object automatically updates.
- Macro: A recorded series of commands, menu selections and key presses that automate repetitive tasks.
- Mail Merge: The process of combining a standard ‘form’ letter with a set of names and addresses to create many letters that appear to be individually written.
- Main Document: The standard ‘form’ letter used in a mail merge process.
- Manual Page Break: A page break inserted into a document by the author at a specific position rather than one created automatically when a page has no more room for text.
- Merge Field: A placeholder that indicates where Word inserts information from a data source during a mail merge
- Module: The location within a VBA project where a macro is stored.
- Normal View: The default editing view which is usually used to write and edit documents.
- Note Separator: The line that divides the notes from the body of the document.
- Note Text: The content of a footnote or endnote.
- Office Assistant: Help regarding Microsoft Office suite of programs.
- Office Clipboard: A storage area that allows the user to temporarily store snippets of information, and retrieve them later.
- Orphan: First line of a paragraph printed by itself at the bottom of a page.
- Outline View: A view that shows the structure of a document which consists of headings and body text.
- Page Orientation: The way in which pages are laid out in a printed document.
- Paragraph: A piece of text that has had the enter key pressed before its first line, and after its last.
- Paragraph Styles: Styles for entire paragraphs, including their fonts, tabs, alignments, etc.
- Point: A measure of the size of the text for a font. One point is approximately 1/72 of an inch.
- Portrait: A page orientation where the page is taller than it is wide.
- Print Layout View: A view that shows how a document will appear when it is printed.
- Reference Mark: A number or character in the main text of a document that indicates additional information is included in a footnote or endnote.
- Reviewing Pane: A pane that shows information regarding the changes made to a document.
- Section Break: A section of the document that can be formatted differently to other parts of the document.
- Selection Area: A blank area to the left of documents left margin that you can click to select parts of the document.
- Soft Page Break: A page break that is automatically inserted into a document by Word when there is too much text to fit on the current page.
- Spelling and grammar checker: Checks and correct errors in spelling and grammar that the user may have missed.
- Style: A collection of formatting choices that can be applied throughout a document.
- Tab Leader: An index format that separates the entry from the page number associated with it.
- Tab Stop: A location along the ruler that you use to align text.
- Table AutoFormat: a set of predefined styles that are intended to make table formatting easier.
- Table of Contents: A list of the main headings and subheadings that indicate to the reader the contents of a document.
- Template: A document that stores formatting, text styles and document information that is then used as the basis for another document.
- Theme: A unified look in a document that incorporates heading and text styles.
- Thesaurus: Feature that looks up alternative words with similar meanings.
- URL: Abbreviation of Uniform Resource Locator, a unique address for finding documents on a computer or the Internet.
- Watermark: Semi-transparent text or picture over or under the main text of the document.
- Web Layout View: A view showing how a document will appear when viewed as a web page.
- Web Page: A special page written using the HTML language that is intended for viewing in a web browser.
- Web Site: A collection of web pages with a system to navigate between them.
- Widow Line: the last line of a paragraph that appears at the start of a page on its own.
- WordArt: a tool within Microsoft Office that allows you to manipulate text in a variety of different, graphical ways.
- Word Processing: The process of creating, editing and printing a computer written text document.
- Word Wrap: The movement of text to the next line when typing goes beyond the right margin.
- Workgroup Template: A template available to other users over a network.
Handy Excel Tips
One thing all Excel users share is that we don’t know everything about the program no matter how hard we try. There are numerous ways to juggle numbers, view data, and analyze results. There are books (and guides like this one) written just about Excel alone, much less all of the other MS apps. One thing is certain. We can learn some basic tips and tricks that will help us get more proficient with Excel. Here are some things you can do with Excel to make your life easier:
The above image shows you the “Wrap Text” feature. Use this to make things a bit neater in your spreadsheet. We all know how painful it can be typed into spreadsheet cells. The text continues on forever by default. You can fix that annoying situation. Simply start a new line by typing Alt+Enter (hitting Enter alone takes you out of the cell) or by clicking on the “Wrap Text” button, which is even easier. It can be found under the Home tab at the top of the screen. This will cause the text to wrap at the border of the cell. If you resize the cell, the text will automatically adjust to fit. Keep it looking good.
Here’s an easy one. Use Ctrl+Shift to Select. This is a much faster way to select a dataset than by dragging the mouse over the information you want to select. Simply click inside the first cell you want to select and hold down Ctrl+Shift, then hit the down arrow to get all the data in the column below or the up arrow to get all the data above. The left or right arrows will select rows in the direction of the arrow you use. You can even combine directions to get entire columns and rows. Don’t worry, you can only select cells that have data in them, so you won’t get a bunch of empty cells. If you use Ctrl+Shift+End, the cursor will jump to the lowest right-hand cell with data, selecting everything in between. Even faster: Ctrl+Shift+* (the asterisk) will select the whole data set no matter what cell is selected. Now you can grab information for copying and pasting faster than ever. Forget doing it the hard way.
AutoFill is something that seems like it would be an obvious choice for someone to use, and it really is a timesaver. Many people overlook this ability, though. Start typing a series of repetitive things like dates or figures and you can quickly get a headache. Do this instead: begin the series and move the cursor on the screen to the lower-right part of the last cell. This is the fill handle. When it turns into a plus sign (+), click and drag down to select all the cells you want to fill. They will fill using the pattern you began. You can also go up a column or left or right on a row. You can also use the AutoFill without a pattern. Choose one or more cells, move to the fill handle, click and drag. You will be presented with options menus.
In a similar fashion, maybe you may have to write the same thing over and over again in cells in a worksheet. That's can be a real nightmare. Click the entire set of cells by dragging your cursor or by holding the Ctrl key as you click each one. Type your data on the last cell, then hit Ctrl+Enter. What you typed fills each cell selected. It doesn’t get easier than that. As you can imagine, huge amounts of time are saved and productivity is increased dramatically.
Paste Special with Formulas
What if you have a large number of numbers in a decimal format that you need to show as percentages. In Excel the number 1 shouldn't be 100%, but that's what Excel gives you when you click the Percent Style button (or hit Ctrl-Shift-%). You want that 1 to be 1%, so now you have to divide it by 100. That's where Paste Special is so handy. Here’s what you do. Type 100 in a cell and copy it, then select all the numbers you want to be reformatted and choose “Paste Special.” Click the "Divide" radio button. Now you have numbers converted to percentages. This works to add, subtract, or multiply numbers as well. Again, another time-saving feature.
Tip: How to Save Charts as a Template
Excel has tons of charts as templates, but it can be difficult to a default chart perfect for your presentation. Don’t worry. Excel lets you customize all those graphs beautifully. What happens when you need to create one from scratch? Simply save your original chart as a template. Once your chart is perfect, right-click on it. Select Save as Template. Save a file with a CRTX extension in your default Microsoft Excel Templates folder. Applying the template is easy. Select the data you want to chart, go to the Insert tab, click Recommended Charts, and then the All Charts tab and Templates folder. In the My Templates box, pick the template you want to apply and click OK.
Some elements won't translate unless they're part of the data selected. You do, however, get all the font and color selections, embedded graphics, even the series options (like a drop shadow or glow around a chart element).
Popular Microsoft Excel Shortcuts
General Excel Shortcuts
- Ctrl+N: Create a new workbook
- Ctrl+O: Open an existing workbook
- Ctrl+S: Save a workbook
- F12: Open the Save As dialog box
- Ctrl+W: Close a workbook
- Ctrl+F4: Close Excel
- F4: Repeat the last command or action. For example, if the last thing you typed in a cell is “hello,” or if you change the font color, clicking another cell and pressing F4 repeats that action in the new cell.
- Shift+F11: Insert a new worksheet
- Ctrl+Z: Undo an action
- Ctrl+Y: Redo an action
- Ctrl+F2: Switch to Print Preview
- F1: Open the Help pane
- Alt+Q: Go to the “Tell me what you want to do” box
- F7: Check spelling
- F9: Calculate all worksheets in all open workbooks
- Shift+F9: Calculate active worksheets
- Alt or F10: Turn key tips on or off
- Ctrl+F1: Show or hide the ribbon
- Ctrl+Shift+U: Expand or collapse the formula bar
- Ctrl+F9: Minimize the workbook window
- F11: Create a bar chart based on selected data (on a separate sheet)
- Alt+F1: Create an embedded bar chart based on select data (same sheet)
- Ctrl+F: Search in a spreadsheet, or use Find and Replace
- Alt+F: Open the File tab menu
- Alt+H: Go to the Home tab
- Alt+N: Open the Insert tab
- Alt+P: Go to the Page Layout tab
- Alt+M: Go to the Formulas tab
- Alt+A: Go to the Data tab
- Alt+R: Go to the Review tab
- Alt+W: Go to the View tab
- Alt+X: Go to the Add-ins tab
- Alt+Y: Go to the Help tab
- Ctrl+Tab: Switch between open workbooks
- Shift+F3: Insert a function
- Alt+F8: Create, run, edit, or delete a macro
- Alt+F11: Open the Microsoft Visual Basic For Applications Editor
Master your way around excel using the following shortcuts
- Up/Down Arrow: Move one cell up or down
- Ctrl+Up/Down Arrow: Move to the top or bottom cell in the column
- Tab: Go to the next cell
- Shift+Tab: Go to the previous cell
- Ctrl+End: Go to the most bottom right used cell
- F5: Go to any cell by pressing F5 and typing the cell coordinate or cell name.
- Home: Go to the leftmost cell in the current row (or go to the beginning of the cell if editing a cell)
- Ctrl+Home: Move to the beginning of a worksheet
- Page Up/Down: Move one screen up or down in a worksheet
- Alt+Page Up/Down: Move one screen to the right or left in a worksheet
- Ctrl+Page Up/Down: Move to the previous or next worksheet
- Left/Right Arrow: Move one cell to the left or right
- Ctrl+Left/Right Arrow: Move to the farthest cell left or right in the row
How to Edit Cells in Excel using shortcuts
- F2: Edit a cell
- Shift+F2: Add or edit a cell comment
- Ctrl+X: Cut contents of a cell, selected data, or selected cell range
- Ctrl+C or Ctrl+Insert: Copy the contents of a cell, selected data, or selected cell range
- Ctrl+V or Shift+Insert: Paste contents of a cell, selected data, or selected cell range
- Ctrl+Alt+V: Open the Paste Special dialog box
- Delete: Remove the contents of a cell, selected data, or selected cell range
- Alt+Enter: Insert a hard return within a cell (while editing a cell)
- F3: Paste a cell name (if cells are named in the worksheet)
- Alt+H+D+C: Delete column
- Esc: Cancel an entry in a cell or the formula bar
- Enter: Complete an entry in a cell or the formula bar
Excel Cell Formatting
- Ctrl+B: Add or remove bold to the contents of a cell, selected data, or selected cell range
- Ctrl+I: Add or remove italics to the contents of a cell, selected data, or selected cell range
- Ctrl+U: Add or remove underline to the contents of a cell, selected data, or selected cell range
- Alt+H: Select a fill color
- Alt+H+B: Add a border
- Ctrl+Shift+&: Apply outline border
- Ctrl+Shift+_ (Underline): Remove outline border
- Ctrl+9: Hide the selected rows
- Ctrl+0: Hide the selected columns
- Ctrl+1: Open the Format Cells dialog box
- Ctrl+5: Apply or remove strikethrough
- Ctrl+Shift+$: Apply currency format
- Ctrl+Shift+%: Apply percent format
Microsoft Excel Terminology
There is a lot of terminologies associated with Microsoft Excel. Learn how to speak the language with this basic Excel terminology. These are words you will hear frequently and knowing what they mean will make it easier for you to know what you’re doing.
- AutoFill — This enables you to effortless copy data to more than one cell.
- AutoSum — This feature will add the numbers you have entered into your sheet and displays the total in a cell of your choosing.
- AutoFormat — This is an automated format application to cells that match predetermined criteria. This could be as simple as font alignment and size.
- Cell — A cell is a rectangle or block housed in a worksheet. Any data that you want to enter into your worksheet must be placed in a cell. Cells can be color-coded, display text, numbers and the results of calculations, based on what you want to accomplish. An Active Cell is one that is currently opened for editing.
- Cell Formatting — Changing the style in which cell data is displayed in the spreadsheet. When you format cells, only the visual appearance of the cells is changed; the value within the cells remains constant.
- Conditional Formatting — Formatting is applied only when the cell meets determined criteria such as duplicate values or values above or below a threshold.
- Columns and Rows — Columns and Rows refer to how your cells are aligned. Columns are aligned vertically while rows are aligned horizontally.
- Column and Row Headings — These headings are the lettered and numbered gray areas found just outside of columns and rows. Clicking on a heading will select the entire row or column. You can alter the row height or column width using the headings.
- Cell Reference — A cell reference is a set of coordinates that identifies a specific cell. It's a combination of letters and numbers. A5, for example, would point to the cell located where column A and row 5 intersect.
- Cell Range — A Cell range is a collection of cells that have been identified as a group based on a variety of criteria. By using a colon (:) between cell references, Excel can determine the range, also known as an array. A range in a row, for example, could look like A1:C1, telling the formula to look at the cells in a row between A1 and C1, while B4:D9 would tell the formula to look at cells in a box bound by columns B and D and rows 4 and 9. A 3-D reference refers to a range that encompasses more than one worksheet in the same workbook.
- Comparison Operator — A sign that is used in comparison criteria to compare two values. The six standards are = Equal to, > Greater than, < Less than, >= Greater than or equal to, <= Less than or equal to, and <> Not equal to.
- Conditional Format — A format, such as a cell shading or font color, that Excel automatically applies to cells if a specified condition is true.
- Consolidation Table — The table of combined results that appears in the destination area. Excel creates the consolidation table by applying the summary function that you select to the source area values that you specify.
- Custom Calculation — A method of summarizing values in the data area of a PivotTable by using the values in other cells in the data area. Use the Show data as a list on the PivotTable Field dialog for a data field to create custom calculations.
- Data Validation — This feature helps to prevent incorrect data from being entered into your worksheet. This most commonly used to create drop-down lists for common terms. Data validation promotes consistency and accuracy in the data to be entered.
- Default Worksheet Template — The Sheet.xlt template that you create to change the default format of new worksheets. Excel uses the template to create a blank worksheet when you add a new worksheet to a workbook.
- Dependents — Cells that contain formulas that refer to other cells. For example, if cell D10 contains the formula =B5, cell D10 is dependent on cell B5.
- Destination Area — The range of cells that you select to hold the summarized data in a consolidation. The destination area can be on the same worksheet as the source data or on a different worksheet. A worksheet can contain only one consolidation.
- Detail Data — For automatic subtotals and worksheet outlines, the subtotal rows or columns that are totaled by summary data. Detail data is typically adjacent to and either above or to the left of the summary data.
- Embedded Chart — A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart with its source data or other information in a worksheet.
- Error Code — Error Codes appear if Excel finds a problem with a formula.
- External Data — Data that is stored outside of Excel. Examples include databases created in Access, dBASE, SQL Server, or on a Web server.
- External Data Range — A range of data that is brought into a worksheet but that originates outside of Excel, such as in a database or text file. In Excel, you can format the data or use it in calculations as you would any other data.
- External Reference — A reference to a cell or range on a sheet in another Excel workbook, or a reference to a defined name in another workbook.
- Field (PivotTable) — In a PivotTable or PivotChart, a category of data that are derived from a field in the source data. PivotTables have a row, column, page, and data fields. PivotCharts have series, category, page, and data fields.
- Fill Handle — The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.
- Filter — To display only the rows in a list that satisfy the conditions you specify. You use the AutoFilter command to display rows that match one or more specific values, calculated values, or conditions.
Filter — Filters are rules that you employ to decide which rows in a worksheet to display. These filters can use data such as conditions or values.
Formula — A sequence inside a cell that is used to produce a value. It must begin with an equal (=) sign. This could be a mathematical equation, cell references, functions or operator. A formula is also known as an expression.
- Formula Bar — A formula bar between the ribbon and workbook, the Formula Bar will display the contents of an active cell. In the case of formulas, the formula bar will display all components of the formula.
- Freeze Panes — Freezing Panes lets you select specific columns and/or rows to remain visible on the worksheet, even if you are scrolling, such as header cells that label a column.
- Function — Functions are formulas that are pre-built into Excel. They are designed to help simplify potentially complex formulas in a worksheet.
- Goal Seek — A method to find a specific value for a cell by adjusting the value of one other cell. When goal-seeking, Excel varies the value in a cell that you specify until a formula that's dependent on that cell returns the result you want.
- Grid — A set of intersecting lines used to align objects.
- Gridlines in Charts — Lines you can add to a chart that makes it easier to view and evaluate data. Gridlines extend from the tick marks on an axis across the plot area.
- Group — In an outline or PivotTable, one or more detail rows or columns that are adjacent and subordinate to a summary row or column.
- High-Low Lines — In 2-D line charts, lines that extend from the highest to the lowest value in each category. High-low lines are often used in stock charts.
- History Worksheet — A separate worksheet that lists changes being tracked in a shared workbook, including the name of the person who made the change, when and where it was made, what data was deleted or replaced, and how conflicts were resolved.
- Identifier — A field name used in an expression. For example, Order Amount is the identifier (field name) for a field that contains order amounts. You can use an expression (such as Price*Quantity) in place of an identifier.
- Insert Row — In an Excel table, a special row that facilitates data entry. The Insert row is indicated by an asterisk.
- Implicit Intersection — A reference to a range of cells, instead of a single cell, that is calculated like a single cell. If cell C10 contains the formula =B5:B15*5, Excel multiplies the value in cell B10 by 5 because cells B10 and C10 are in the same row.
- Index — A database component that speeds up searching for data. When a table has an index, data in the table can be found by looking it up in the index.
- Item — These are sub-categories of fields in your pivot table. If you have a field marked Cars, the items could be Ford, Chevrolet, etc.
- Inner Join — In Query, default type of join between two tables where only the records that have the same values in the joined fields are selected. The two matching records from each table are combined and displayed as one record in the result set.
- Insert Row — In an Excel table, a special row that facilitates data entry. The Insert row is indicated by an asterisk.
- Input Cell — The cell in which each input value from a data table is substituted. Any cell on a worksheet can be the input cell. Although the input cell does not need to be part of the data table, the formulas in data tables must refer to the input cell.
- Iteration — Repeated calculation of a worksheet until a specific numeric condition is met.
- Join — A connection between multiple tables where records from related fields that match are combined and shown as one record. Records that don't match may be included or excluded, depending on the type of join.
- Join Line — In Query, a line that connects fields between two tables and shows Query how the data is related. The type of join indicates which records are selected for the query's result set.
- Justify — To adjust the horizontal spacing so that text is aligned evenly along both the left and right margins. Justifying text creates a smooth edge on both sides.
- Merged Cell — When two or more cells are combined, it becomes a merged cell.
- Operator — Operators are symbols or signs that indicate which calculation must be made in an expression. Operators do not necessarily refer to simple mathematical types; comparison, text concatenation or reference operators also exist.
- Parameter — In Excel, you can add, change, or remove parameters to specify cells that are editable in the viewable worksheet data of Excel Services. When you save the workbook, the changes are automatically reflected on the server.
- Parameter Query — A type of query that, when you run it, prompts for values (criteria) to use to select the records for the result set so that the same query can be used to retrieve different result sets.
- Pivot Table — This is a data summarization tool most commonly used to sort, average to sum up data automatically. The information is pulled from one table while the results are displayed in another. Pivot Tables makes it easy to retrieve specific information from a large source of data.
- Pivot Chart — This type of chart provides a visual aid for pivot tables. By providing graphical representations of the pivot table data, the user can provide a level of interactivity with the data.
- Pivot Area — The pivot area is a point on the worksheet where you would drag a Pivot Table field in order to reorganize how a report is displayed.
- Plot Area — In a 2-D chart, the area bounded by the axes, including all data series. In a 3-D chart, the area bounded by the axes, including the data series, category names, tick-mark labels, and axis titles.
- Ribbon — Above the workbook is a section of command tabs called the Ribbon. There are a lot of options behind each tab of the ribbon.
- Series Field — A field that's displayed in the series area of a PivotChart. Items in a series field are listed in the legend and provide the names of the individual data series.
Series Lines — In 2-D stacked bar and column charts, lines that connect the data markers in each data series that are used to emphasize the difference in measurement between each series.
- Shared Workbook — A workbook set up to allow multiple users on a network to view and make changes at the same time. Each user who saves the workbook sees the changes made by other users.
- Source Data — This is the information used to create your pivot table. It can either exist within the worksheet or from and an external database.
- Summary Function — A type of calculation that combines source data in a PivotTable or a consolidation table, or when you are inserting automatic subtotals in a list or database. Examples of summary functions include Sum, Count, and Average.
Template — A template is a formatted workbook or worksheet that helps users fulfill a specific need in Excel. Examples of this include stock analysis, process map, and calendar.
- Values Area — In a pivot table, Value areas are identified as the cells that contain the summary information.
- Workbook — Workbook refers to an Excel spreadsheet file. The workbook houses all of the data that you have entered and allows you to sort or calculate the results. A workbook that is available to be viewed and edited by multiple users on a network is known as a Shared Workbook.
- Worksheet — Within the workbook is where you'll find documents called worksheets. A worksheet is a spreadsheet. You can have multiple worksheets in a workbook. Tabs at the bottom of the screen indicate which of your worksheets you’re working on. This is also known as an active worksheet or active sheet.
- Workspace — A workspace allows you to open numerous files simultaneously.
Learn how to get your way around PowerPoint using the following Shortcuts and Tricks
PowerPoint is a great app for so many different uses. The latest version of PowerPoint, 2019, brings even more spectacular stuff to the table than its predecessor.
Do You Know? There are more than 500 million PowerPoint users creating over 300 million presentations a day.
PowerPoint 2019 New Features
- Text Highlighter - Found under the Home tab ( under fonts), the text highlighter allows you to emphasize important texts by changing the color around the text. This has always been an important feature in Word and now you get it here as well.
- Funnel Charts - A powerful way to indicate trends. Funnel charts can help show how data has increased or decreased across various dependent stages. You can find this cool feature in the new version of Excel as well.
- Transition Morph - The morph effect is used to animate or make your slides or objects move (or animate). It can make your objects bigger from the background and you can even specify what you want to animate. To use the morph effect, you need to duplicate the slide you want to morph. Click on the Transitions tab and apply the morph to the duplicate slide or object.
- Zoom - This is not the Zoom feature you’re used to in PowerPoint. You can jump from a slide or section to another slide or section of your presentation. The zoom tab has three commands you can choose from to bring out various interesting effects: The summary zoom, the Section zoom, and the Slide zoom.
- Remove Background - You can easily remove the background of an image with this feature. The auto-detect feature eliminates the need to draw around the shape you want to keep in the foreground. You can draw with a pencil in free-form instead of using straight lines only, which was an annoying feature found in previous versions.
- Insert Icons and 3D Models - Insert 3D images of your own or search online for one to insert. Once inserted, you can do several things. You can tilt the image in any direction or position, make the image smaller or larger, rotate the image, align the model on the page or slide, pan and zoom the model to make it fit the frame, or use the morph transition to rotate or zoom the 3D model. These 3D images can really make a presentation look fantastic. PowerPoint also supports Scalable Vector Graphics or SVG images with options to edit the color and texture; add effects like shadows, glow or reflection; align, rotate, crop or zoom the image.
- Add Online Video/Video Conversion - Add videos from online sources or export your Powerpoint as an ultra high definition (HD) or 4K format that can be displayed on large screens.
- Digital Pen Control - Use a Surface Pen 4 or just about any digital pen that supports Bluetooth connectivity to control your PowerPoint slides.
PowerPoint has some specific terminology associated with it you want to get familiar with. Here are some of the more common terms you will hear:
Slide and Slideshow
Slideshows can include text and graphics or be completely covered by a single picture, as in a photo album. Each page of a PowerPoint presentation is called a slide. The default orientation of the slide is landscape. You can change the slide orientation and slide size. You can add text, graphics, and effects to the slide to enhance its appeal and illustrate your point. These are the foundation of a presentation.
Bullets are small dots, squares, dashes, or graphic objects that begin a short descriptive phrase. Almost every slide type in PowerPoint contains a placeholder text box for a bulleted list. You'll use these bulleted list text boxes to enter key points or statements about your topic. When creating the list, press Enter to add a new bullet for the next point you want to add.
A design template has predetermined elements for a presentation in place so you don’t have to put it together from scratch. You can use a design template as is or make changes to a template to make it more specific to your needs. Design templates are a great way to get a good start.
The terms slide type and slide layout are used interchangeably. PowerPoint has a few types of slide layouts. Depending on the type of presentation you are creating, you may use several different slide layouts or keep using just a few. Slide layouts include these elements: title slides, Section heading slides, picture with caption slides, Content slides for adding charts, pictures, and tables, and blank slides.
You can view slideshows in many different ways, including Normal View, Outline View, and Slide Sorter View. Each of these views has a specific use. Outline View is great to look at the overall structure of a presentation while Slide Sorter View lets you rearrange what you’ve done. Normal View lets you look at the finished presentation.
Located on the right side of the screen, the task pane changes to show options that are available for the current task that you are working on. As an example, changing the background for a slide brings up the Format Background task pane appears; when adding animations, you'll see the Animation pane. This helps speed up the process of creating presentations and stops you from having to go search.
Slide transitions are the visual effects that appear as one slide changes to another. PowerPoint offers several different transitions like fade, dissolve, etc.
Animation and Animation Schemes
In Microsoft PowerPoint, animations are visual effects applied to individual items such as graphics, titles, or bullet points rather than to the slide itself. Apply preset visual effects to paragraphs, bulleted items, and titles from a variety of animation groupings.
PowerPoint Online is the web version of PowerPoint. It allows a PowerPoint presentation to be played on any computer, even if that computer doesn't have PowerPoint installed. To use PowerPoint Online, you'll need a Microsoft account or an Office 365 work or school account. To view a presentation in a web browser, save the presentation to OneDrive or Dropbox and open it in PowerPoint Online.
The default design template when starting a PowerPoint presentation is a plain white slide. When you want to design your own template, use the Slide Master. After you update the Slide Master with your design choices, all the slides in your presentation will use the fonts, colors, and graphics in the Slide Master. Each new slide you create takes on these design elements.
Here are common shortcuts for PowerPoint:
- Ctrl+N - Create new presentation.
- Ctrl+B - Make selected text bold.
- Alt+H, F, S - Change the font size for the selected text.
- Alt+W, Q - Open the Zoom dialog.
- Ctrl+X - Cut selected text, object, or slide.
- Ctrl+C - Copy selected text, object, or slide.
- Ctrl+V - Paste cut or copied text, object, or slide.
- Ctrl+Z- Undo the last action.
- Ctrl+S - Save the presentation.
- Alt+N, P - Insert a picture.
- Alt+H, S, H - Insert a shape.
- Alt+H, L - Select a slide layout.
- Alt+H - Go to the Home tab.
- Alt+N - Go to the Insert tab.
- F5- Start the slide show.
- Esc - End the slide show.
- Ctrl+Q - Close PowerPoint.
How to Navigate the ribbon with only the keyboard
The ribbon is the strip menus at the top of Office products. It organizes commands into tabs. Each tab displays a different ribbon, which is made up of groups, and each group includes one or more commands. You can easily navigate the ribbon with only the keyboard. Access keys are special shortcuts that let you quickly use a command on the ribbon by pressing a few keys, regardless of where you are in PowerPoint. Every command in PowerPoint can be accessed using access keys. There are two ways to navigate the tabs in the ribbon. To get to the ribbon, press Alt. To move between tabs, use the Right and Left arrow keys.
To go directly to a tab on the ribbon, use these access keys:
- Alt+F - Open the File page.
- Alt+H - Open the Home tab.
- Alt+N - Open the Insert tab.
- Alt+G - Open the Design tab.
- Alt+K - Open the Transitions tab.
- Alt+A - Open the Transitions tab.
- Alt+S - Open the Slide Show tab.
- Alt+R - Open the Review tab.
- Alt+W - Open the View tab.
- Alt+Q - Open the Search box and search for a command
Work in ribbon tabs with the keyboard
- Press Alt to move to the list of ribbon tabs. To go directly to a tab, press a keyboard shortcut.
- To move between commands, press the Tab key or Shift+Tab. You move forward or backward through the commands. You can also move using the arrow keys
Controls are activated in different ways:
- If the selected command is a button, press Spacebar or Enter to activate.
- If the selected command is a split button (a button that opens a menu of additional options), press the Alt+Down arrow key to activate. Press the Tab key to move through the options. To select the current option, press Spacebar or Enter.
- If the selected command is a list (such as the Font list), to open the list press the “Down” arrow key. Use Up and Down arrow keys to move. When the item you want is selected, press Enter.
- If the selected command is a gallery, to select the command, press the Spacebar or Enter. Press the Tab key to move through the items.
Working in Outline View:
As we mentioned, the outline view allows you to see the overall structure of your presentation. There are some specific shortcuts that can make your work easier.
- Alt+Shift+Left arrow key - Promote a paragraph
- Alt+Shift+Right arrow key - Demote a paragraph
- Alt+Shift+Up arrow key - Move selected paragraphs up
- Alt+Shift+Down arrow key - Move selected paragraphs down
- Alt+Shift+1 - Show level 1 heading.
- Alt+Shift+Plus Sign (+) - Expand text below a heading.
- Alt+Shift+Minus Sign (-) - Collapse text below a heading
These shortcuts can help you quickly restructure even the most complex presentation.
How to work with Shapes, Pictures, Boxes, Objects and WordArt
Shapes, pictures, and other art can be an important visual element for PowerPoint presentations. Here’s how you can easily work these elements into your presentation.
- Insert a shape - To insert a shape, press Alt+N, S, H. Use the arrow keys to browse the available shapes until you reach the one you want. Press Enter to insert the shape.
- Insert a text box - To insert a text box, press Alt+N, X. Type your text. When you're ready, press F6 to move focus away from the text box.
- Insert an object - To insert an embedded document or spreadsheet as an object, press Alt+N, J. In the Insert Object dialog, to move the focus to the Object type list, press the Tab key. Use the Up and Down arrow keys to select the type of object you want to insert, and then press Enter to insert it.
- Insert WordArt - To insert WordArt, press Alt+N, W. Use the arrow keys to select the WordArt style you want and press Enter. Type your text. When you're ready, press F6 to move focus away from the text box.
- Select a shape - To quickly move the focus to the first floating shape, such as an image or a text box, press Ctrl+Alt+5. Then, to cycle through the floating shapes, press the Tab key. To return to the normal navigation, press Esc. To select a single shape, press the Tab key to cycle forward (or Shift+Tab to cycle backward) through the objects until sizing handles appear on the object you want.
- Group or ungroup shapes, pictures, and WordArt objects - To group shapes, pictures, or WordArt objects, select the items that you want to group, and press Ctrl+G. To ungroup a group, select the group, and press Ctrl+Shift+G.
More Time-Saving Tricks for Microsoft Office
There are so many tips, tricks, and shortcuts for Microsoft Office that a comprehensive guide to all of them is nearly impossible. It’s a lot of fun trying, though. Some of the tips, tricks, and shortcuts in Microsoft Office apply to specific apps, some work the same way in all of the Office apps. Although we have tried to cover the most important and most useful Office tips, tricks, and shortcuts, we want to include this little bonus section of time-saving tricks and some sneaky little tips that can give your productivity a boost and kick your headaches right out the door.
Let’s take a look at the Format Painter first. This is a tool that has been around for a while in Microsoft Office, but so many users have overlooked it. Use the Format Painter on the Home tab to quickly apply the same formatting, such as color, font style and size, and border style, to multiple pieces of text or graphics. The format painter lets you copy all of the formattings from one object and apply it to another one. It saves so much time overdoing it individually on each element. This is a tool in all of the Microsoft apps and using it is easy. Don’t forget about it.
Use the brush to paint over a selection of text or graphics to apply the formatting. This only works once. To change the format of multiple selections in your document, you need to double-click “Format Painter.” Press Esc to stop formatting.
Smart Lookup in Word
If you highlight a word or phrase and right-click it, you’ll see “Smart Lookup.” This is a quick shortcut to browse the web without slowing down to open a separate browser window. From word definitions to news scans, this powerful tool can transform a simple question into a wealth of knowledge. Take your research to another level.
Remove Unwanted Formatting in Word
Don’t neglect this little gem. Unwanted or stray formatting can make your document a mess. Instead of trying to fix one thing at a time, press Ctrl + Space or click the Clear All Formatting button (in newer versions, an eraser on an A on the Home tab) to remove formatting from highlighted text and start fresh with your own style. This ensures a consistently formatted document that looks like you want it to look.
How to Set Your Own Default Font in Excel
Default fonts have changed frequently in Office, depending on the hot font at the time. If you don’t like Calibri or Cambria and prefer Arial or Times New Roman, you can choose the default font. Click Format > Font, select the attributes you want, and then click on “Default.” Now your font is the new default font for documents.
How to Combine Cells in Excel
Excel Tip: If you want to combine the contents of two cells into on, start a third cell and type =(. Click the cell that contains the first text you wish to combine and type &” “& (a space enclosed in quotation marks). Click the next cell with the text that you want to combine. Hit enter and the cells will be combined.
How to Add Data Faster in Excel
Add an entire column or row of data by clicking on the first empty adjacent cell and pressing ALT+=. Excel will automatically total the numbers in that row or column.
Embed fonts in your documents to ensure they look the way you want them to look regardless of who is viewing them. If you use a font that someone else doesn’t have on their system and they view the document, their system will replace it with another font. If you embed the font into your document, everybody who views the document will see your document with the font you used whether they have the font or not.
PowerPoint Animation for Flowcharts
Flowcharts are a great way to display complex information. There are times when you may not want to show an entire flowchart at once. You want each point to appear as you discuss it. This can really make a flowchart better “flow” better. On the Animation Pane/Animation Tab, do this to animate your chart:
- Click the first element, point, or process in your flowchart. Select an animation from the Animations tab.
- Define each element’s animation and timing settings.
- You can also open the Animations Pane to view and adjust your animation settings.
- Repeat steps 1 and 2 for all elements in your flowchart. Make sure you preview the whole flowchart animation and edit as necessary.
Microsoft Outlook Shortcuts
- F1 -Help
- F3 - Find a contact or other item
- F4 -Find or replace
- F7 -Spellcheck
- F9 -Check for new messages
- F11- Find a contact
- F12 -Save As (only in Mail view)
- Shift + Ctrl + A -Create a new Appointment
- Shift + Ctrl + B - Open the Address Book
- Shift + Ctrl + C -Create a new Contact
- Shift + Ctrl + E - Create a new folder
- Shift + Ctrl + F - Open the Advanced Find window
- Shift + Ctrl + H - Create a new Office document
- Shift + Ctrl + I -Switch to Inbox
- Shift + Ctrl + J -Create a new Journal Entry
- Shift + Ctrl + K- Create a new Task
- Shift + Ctrl + L- Create a new Contact Group
- Shift + Ctrl + M- Create a new Message
- Shift + Ctrl + N- Create a new Note
- Shift + Ctrl + O- Switch to the Outbox
- Shift + Ctrl + P- Open the New Search Folder window
- Shift + Ctrl + Q -Create a new Meeting Request
- Shift + Ctrl + U -Create a new Task Request
- Ctrl + Alt + 2 -Switch to Work Week calendar view
- Ctrl + Alt + 3- Switch to Full Week calendar view
- Ctrl + Alt + 4- Switch to Month calendar view
- Shift + Ctrl + R- Reply All
- Ctrl + A -Select All
- Ctrl + B- Bold
- Ctrl + C -Copy selected text
- Ctrl + F -Forward message
- Ctrl + H -Find and replace text
- Ctrl + K - Check names against Address Book
- Ctrl + O -Open
- Ctrl + P- Print
- Ctrl + Q- Mark selected message read
- Ctrl + R- Reply
- Ctrl + S- Save message as draft
- Ctrl + U- Mark selected message unread
- Ctrl + V -Paste copied text
- Ctrl + X- Cut selected text
- Ctrl + Y -Go to folder...
- Ctrl + Z- Undo
- Ctrl + Alt + J -Mark message as Not Junk
- Ctrl + Alt + M- Mark message for download
- Alt + S -Send message
- Ctrl + 1 -Switch to Mail view
- Ctrl + 2- Switch to Calendar view
- Ctrl + 3- Switch to Contacts view
- Ctrl + 4- Switch to Tasks view
- Ctrl + 5- Switch to Notes
- Ctrl + 6- Switch to Folder List
- Ctrl + 7- Switch to Shortcuts
- Ctrl +Period Switch- to next open message
- Ctrl + Comma Switch- to previous open message
- Alt + H- Go to Home tab
- Alt + Left- Go to the previous view in the main Outlook window
- Alt + Right- Go to next view in the main Outlook window
There’s a reason Microsoft Office is the leading office suite in the world, and these tips, tricks, and shortcuts make it even better. Whether you are creating simple text documents, complex charts, powerful presentations, or graphic-intense documents, there’s an app in Microsoft Office that will help you do it better. The tricks and tips in this guide are to help make it even easier.
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