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Boost your productivity with keyboard shortcuts!

Keyboard shortcuts are indispensable for anyone who uses the computer every day: they help prevent RSI and make you up to 40 percent more efficient! More and more people are discovering these advantages, and I’m proud that we at Keyboard-shortcuts.org are contributing to that trend. Our trainings, websites and books have introduced tens of thousands of people to keyboard shortcuts. 
 

Practical tips

Below are various practical for using keyboard shortcuts in everyday situations.

 Word   Excel  Outlook  Internet    

Word. Correct typos

Correct typos and spelling errors immediately and prevent them from ending up in your final documents.
  1. Place the cursor in the typo and press the context menu key. 

  1. Select a suggested correction with and press ENTER.

If a suggested error is actually spelled correctly (as with names), choose Ignore or Add to Dictionary.

This method only applies if Word actively checks the spelling and a red line appears under the typo.

Word. Open recent files

Word knows which files you last used, so you can open them immediately:
 

Office 2003

1. Activate the menu bar with [ Alt ] and open the File list with the underlined letter.
2. A list of recently opened files is at the bottom of the menu. Press the underlined number in front of a file to open. 

 

Office 2007/2010

1. Activate the ribbon with [ Alt ] and select the Office button or File tab with the corresponding letter.
2. A list of recently opened files is in the right pane of the menu. Press the corresponding number in front of the file to open. 

  

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Excel. Combine cell data

In the image below, cell A2 contains "Mrs." and cell B2 contains "Jones". To combine the data from both cells in C2, insert the formula:
 
=A2&" "&B2 

The ampersand (&) tells Excel to combine data. The formula A2&B2 would have resulted in "Mrs.Jones", but we need a space between both data...

Quotation marks
allow you to insert characters. In this case, " " inserts a space. To link the space with B2 requires another ampersand.

Excel. Insert rows

Inserting cells, rows and columns are common functions in Excel. Using shortcuts will prove to be a great time saver.
  1. To insert two rows above A2, first select cells A2:A3 (it is not required to select entire rows or columns).


  1. Press CTRL + SHIFT + + (plus) to open the Insert dialog.


  1. Select the option Entire row (underlined letter) and confirm with ENTER.

Repeat insert

Immediately after inserting cells, you can repeat the same function in any other position. The following steps continue from the example above:
  1. Select cell A5 and press CTRL + Y. One row is inserted above A5.
  2. Next, select cell A7 and repeat CTRL + Y. Another row is inserted above A7.

Excel. Paste special

Paste special offers various ways to paste data. Below are two popular examples.

Example 1: paste format

  1. Copy the formatted cell with CTRL + C.

  2. In the target cell press CTRL + ALT + V. This displays the Paste special dialog box (note: in Excel 2003, select paste special from the context menu).

  3. Select the option Formats (ALT + letter) and confirm with ENTER. You have pasted the format only, not the cell data.

Example 2: paste formulas

  1. In cell C2, profit is calculated by subtracting costs from sales (C2=A2-B2). You now want to copy this formula to C3.
  2.       The normal paste function (CTRL + V) would also change the format of C3, as shown below.


  3. To prevent from changing the format of C3, execute Paste special and select Formulas.
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Outlook. Search items

  1. Press CTRL + E (Explore) to activate the search field in the top right corner.   
  2. Type the text that you are searching. Outlook automatically performs a search in the selected folder. Typing more text will refine the search results. 


 

Outlook. Calendar functions

The most common functions in Calendar can be executed from the shortcut menu.
  1. Select a time () or time block (Shift + ), or select an appointment with TAB.
  2. Press the Context-menu key
  3. Select a function, e.g. Categorize with the underlined letters.



Outlook. Move item to folder

  1. Select one or more emails that you want to move to another folder.  
  2. Press CTRL + SHIFT + V to open the Move item dialog.
  3. Type the first letter of the target folder or select with the arrow keys. Confirm with ENTER.

Tips

  • Type the first 2 or 3 letters, is several folders begin with the same letter.
  • If required, unfold subfolders with .


 

Outlook. Rename folders

Outlook sorts folders alphabetically. These steps explain how to define your own order:
  1. Right click the folder that you want on top of the list and select Rename.
  2. In front of the original name, type "1." and confirm with ENTER.
The folder is now on top of your list. Repeat these steps for other folders, adding the numbers 2, 3, etc. Add a second digit to subfolders (e.g. 11, 12, 21,22 etc.), as shown in the image below.

Benefits

Renaming folders creates overview in an extensive folder list and allows for more efficient folder navigation, as demonstrated in the following example. 

  1. Press CTRL + Y to open the Go to folder dialog.
  2. Type the digit(s) to select the corresponding folder and confirm with ENTER.
In the image below, typing "21" selects the folder 21. Home.

    

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Internet. Favorites

How to quickly open your favorites (bookmarks) in Internet Explorer and Firefox. 

1. Activate the menu bar with [ Alt ] and select Favorites or Bookmarks  (underlined letter).

2. Select a bookmark or folder with the arrow keys and press [ Enter ].
Faster: type the first letter of the bookmark. It will open automatically if the bookmark begins with a unique letter. 

Tip: name your most frequented bookmarks with unique first letters. In extensive lists, you can opt for adding numbers in front.


 


Internet. Search in search engine

Press  ALT + D to activate the address bar or CTRL + E or  to activate the search field.
Now consider the following tips to quickly find what you're looking for.
  • Exact order of words
    Put multiple words between quotation marks to search for words in that exact order.
  • Exclude words
    Need some info on Obama (the Japanese city, not Barack)? Increase your chances and exclude the words Barack and President by typing a dash in front of them.
  • In specified website
    Use Google to search in a specified site, for instance to find information about Excel in the Microsoft website. 
  • Define
    Google is often used for learning the meaning of words. The define operator ensures specific results.
  • Convert
    Inches to centimeters, kilograms to stones, Australian dollars to British pounds. The convert operator directly converts just about anything to anything else. 

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Keyboard shortcuts
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Google Chrome keyboard shortcuts
 
Keyboard-shortcuts.org
This websites provides you with complete lists of keyboard shortcuts in Microsoft Windows, Office (Word, Excel, Outlook, PowerPoint and major web browsers (Internet Explorer, Mozila Firefox and Google Chrome).