Learning how to use Microsoft Office is fun, especially if you become familiar with the shortcuts of its programs. Here is a comprehensive list of Microsoft Office shortcuts that you may use as a cheat sheet for your projects. Enjoy learning!
Microsoft Excel
The following functions apply to version 97/98/2000 of Excel:
- Save As allows you to save files into older versions
- Format Cell provides you the option to format your text, including Text Wrapping under the Alignment Tab
- Paste Special lets you paste the formatting of the cell you copied but not the data
- Double-clicking the edge of any row or column allows you resize it so your data will fit
- Double-clicking a cell gets you in cell edit mode so you can make changes in your data
- Insert Row/Column provides you the option to insert a new row/column above or to the left of an existing row/column
- Freeze Panes lets you freeze everything above and to the left of the cell you selected which is very useful when you’re working on a large spreadsheet
Now here are some shortcuts for Microsoft Excel that can be beneficial to you; some of which also work in Microsoft Word:
Documents
- F1 (Help)
- Ctrl+O (Open)
- Ctrl+N (New)
- Ctrl+S (Save)
- Ctrl+P (Print)
- Ctrl+F (Search)
- Ctrl+H (Replace)
- Ctrl+Home (First Word or Cell)
- Ctrl+End (Last Word or Cell)
- F7 (Spellcheck)
Selection
- Ctrl+X (Cut)
- Ctrl+C (Copy )
- Ctrl+V (Paste)
- Ctrl+A (All)
- Ctrl+Space (Select Column)
- Alt+= (Sum)
Editing and Formatting
- F2 (Edit Cell)
- Ctrl+B (Bold)
- Ctrl+I (Italic)
- Ctrl+U (Underline)
- F4 (Repeat Action)
- Ctrl+1 (Format Cell)
- Ctrl+Shift+F (Font)
Useful Functions
- today() (Today’s date)
- now() (Date and time)
- sum() (Total of values)
- average() (Average of values)
- max() (Highest value)
- min() (Lowest value)
- sqrt() (Square root)
Microsoft Word
Documents
- F12 (Save As)
- Ctrl+F2 (Print Preview)
- Ctrl+P (Print)
- F7 (Spelling and grammar)
- Ctrl+H (Replace)
- Ctrl+G (Go to)
Text Style
- Ctrl+Shift+P (Font size)
- Ctrl+Shift+D (Double underline)
- Ctrl+Shift+W (Word underline)
- Shift+F3 (Change case)
- Ctrl+K (Make web hyperlink)
Formatting
- Ctrl+L (Left alignment)
- Ctrl+E (Center alignment)
- Ctrl+R (Right alignment)
- Ctrl+J (Justified)
- Ctrl+M (Indent)
Tables
- Tab (Go to next cell)
- Shift+Tab (Go to previous cell)
- ALT+PageUp (Go to beginning of column
- ALT+PageDown (Go to end of column
- ALT+End (Go to end of row)
Miscellaneous
- ALT+Ctrl+C (Copyright symbol)
- ALT+Shift+D (Date field)
- Shift+7 (Thesaurus)
- ALT+Ctrl+F (Go to footnotes)
To print a list of all Microsoft Word commands and functions, perform the following steps.
- Select Tools|Macro|Macros from the menu bar.
- From the Macros In drop-down menu, select Word Commands.
- Select Listcommands from the macro listing.
- Click the Run button.
- Choose Current Menu & Keyboard Settings from the popup window, and click OK.
- Microsoft Word will provide you a new document that lists all the keystrokes for the program. Print it and start experiencing the power of Word.
Microsoft Outlook
- F9 (Check for mail)
- Alt+S (Save, Close, and Send)
- Ctrl+R (Reply)
- ALT+L (Reply All)
- Ctrl+Shift+B (Address book)
- ALT+Tab (Switch Between Applications)
These are just a few of the shortcuts and commands available for Microsoft Office. This is definitely not the complete list, but it should suffice for your regular projects. Spending a little time to learn these tricks will help you become a more proficient Microsoft Office user – the Office expert in your company!
James is a full time in-house writer who works for a leading specialist supplier of ink cartridges based in the UK. If you want to read more of his articles, visit their blog.
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