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
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Below are various practical for using keyboard shortcuts in
Word. Correct typos
Correct typos and spelling errors immediately and
prevent them from ending up in your final documents.
- Place the cursor in the
press the context menu key.
- Select a suggested correction with and press ENTER.
If a suggested error is actually spelled correctly (as with names), choose
|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
menu bar with [ Alt ] and open the File list with the
||A list of recently opened files is at
the bottom of the menu. Press the underlined number in
front of a file to open.
ribbon with [ Alt ] and select the Office button or File tab with the corresponding
||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.
Excel. Combine cell data
In the image below, cell A2 contains "Mrs." and cell B2
To combine the data from both cells in C2, insert the formula:
(&) tells Excel to combine data. The formula A2&B2
resulted in "Mrs.Jones", but we need a space between both data...
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. |
- To insert two rows above A2,
first select cells A2:A3 (it is not required to select entire rows or
CTRL + SHIFT + + (plus) to open the Insert dialog.
- Select the option Entire row (underlined
letter) and confirm with ENTER.
Immediately after inserting cells, you can repeat the same function in any other position. The following steps continue from the example above:
- Select cell A5 and press CTRL + Y. One row is inserted above A5.
- Next, select cell A7 and repeat CTRL + Y.
Another row is inserted above A7.
|Paste special offers various
ways to paste data. Below are two popular examples.|
Example 1: paste format
- Copy the formatted cell with CTRL
- 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).
- Select the option Formats (ALT
+ letter) and confirm with ENTER. You have pasted the format only, not the cell
Example 2: paste formulas
- In cell C2, profit is calculated by subtracting costs from sales (C2=A2-B2). You now want to copy this formula to C3.
The normal paste function (CTRL + V) would also change the format of C3, as shown below.
- To prevent from changing the format of C3, execute
Paste special and select Formulas.
Outlook. Search items
CTRL + E (Explore) to activate the search field
in the top right corner.
- 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.
- Select a time () or time block (Shift +
), or select an appointment with TAB.
- Press the Context-menu key
- Select a function, e.g. Categorize with the underlined letters.
Outlook. Move item to folder
- Select one or more emails that you
want to move to another folder.
CTRL + SHIFT + V to open the Move item dialog.
- Type the first letter of the
target folder or select with the arrow keys. Confirm with ENTER.
- 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:
- Right click the folder that you want on top of the list and select Rename.
- 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.
Renaming folders creates overview
in an extensive folder list and allows for more efficient folder navigation, as demonstrated in the following example.
- Press CTRL + Y to open the Go to folder dialog.
- Type the digit(s) to select the corresponding folder and confirm with ENTER.
In the image below, typing "21" selects the folder 21. Home
How to quickly open your favorites (bookmarks) in Internet Explorer and Firefox.
Activate the menu bar with [ Alt ] and
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.
Internet. Search in search engine
|Press ALT +
D to activate the address bar or CTRL + E
or to activate the search field. |
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.
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
Google is often used for learning the meaning of
words. The define operator ensures specific
Inches to centimeters, kilograms to stones,
Australian dollars to British pounds. The convert operator directly
converts just about anything to anything else.