Microsoft Office Shortcut Keys

Introduction

Microsoft Office is a suite of applications that includes word processing, spreadsheet, presentation, and email programs. It is used by millions of people around the world, whether in the workplace or at home. While many people are familiar with the basic functions of Microsoft Office, there are many keyboard shortcuts that can make using the software even easier and more efficient. In this article, we will explore some of the most useful Microsoft Office shortcut keys that can help you save time and be more productive.

Basic Keyboard Shortcuts

Copy, Cut, and Paste:

Copying, cutting, and pasting are three functions that we use frequently in Microsoft Office. Copying allows us to duplicate a selected text or object and place it elsewhere. Cutting removes the selected text or object from its original location and puts it on the clipboard for pasting elsewhere. To copy, use the shortcut key Ctrl + C; to cut, use Ctrl + X; to paste, use Ctrl + V.

Undo and Redo:

The Undo function allows us to reverse the previous action, while Redo allows us to redo the action we just undid. To undo an action, use the shortcut key Ctrl + Z; to redo an action, use Ctrl + Y.

Save and Save As:

Saving our work regularly is important in case of unexpected power outages or system crashes. To save a document, use the shortcut key Ctrl + S; to save a document with a new name, use Ctrl + Shift + S.

Select all:

The Select All function selects all the text or objects in a document or window. To select all, use the shortcut key Ctrl + A.

Bold, Italic, and Underline:

To add emphasis to text, we can use bold, italic, and underline formatting. To make text bold, use the shortcut key Ctrl + B; to make the text italic, use Ctrl + I; to underline text, use Ctrl + U.

Zoom in and out:

To get a better view of a document or spreadsheet, we can zoom in or out. To zoom in, use the shortcut key Ctrl + +; to zoom out, use Ctrl + -.

Navigation Shortcuts

Move to the beginning or end of a document:

To quickly move to the beginning or end of a document, use the shortcut keys Ctrl + Home and Ctrl + End, respectively.

Go to a specific page or line:

If we need to jump to a specific page or line in a document, we can use the shortcut key Ctrl + G to bring up the Go To dialog box.

Find and replace:

To quickly find a specific word or phrase in a document and replace it with another word or phrase, use the shortcut key Ctrl + H.

Insert hyperlink:

To insert a hyperlink into a document, use the shortcut key Ctrl + K.

Formatting Shortcuts

Change font size and style:

To change the font size and style, select the text and use the shortcut key Ctrl + Shift + P to open the Font dialog box.

Align text left, right, centre, or justify:

To align text to the left, use the shortcut key Ctrl + L; to align text to the right, use Ctrl + R; to centre text, use Ctrl + E; to justify text, use Ctrl + J.

Add bullets or numbering:

To add bullets to a list, use the shortcut key Ctrl + Shift + L; to add numbering to a list, use Ctrl + Shift + N.

Increase or decrease indentation:

To increase indentation, use the shortcut key Ctrl + Tab; to decrease indentation, use Ctrl + Shift + Tab.

Apply and remove borders:

To apply borders to text or objects, use the shortcut key Ctrl + Shift + B; to remove borders, use the same shortcut key again.

Advanced Shortcuts

Insert table or chart:

To quickly insert a table or chart into a document, use the shortcut key Ctrl + T for a table and Ctrl + F1 for a chart.

Create or edit header and footer:

To create or edit a header or footer in a document, use the shortcut key Alt + N followed by H for a header and Alt + N followed by F for a footer.

Apply and remove styles:

Styles can be used to quickly format text consistently. To apply a style to text, use the shortcut key Ctrl + Shift + S; to remove a style from text, use Ctrl + Shift + N.

Track changes:

When collaborating on a document, it can be useful to track changes made by different users. To turn on track changes, use the shortcut key Ctrl + Shift + E.

Insert special characters:

To insert special characters such as copyright symbols or accent marks, use the shortcut key Alt + X followed by the Unicode value of the character.

Customizing Shortcuts

In addition to the default shortcut keys, Microsoft Office allows users to customize their shortcut keys. This can be done by going to the Customize Keyboard dialog box, which can be accessed by clicking File > Options > Customize Ribbon > Customize Keyboard. From here, users can assign their shortcut keys to specific functions, making it easier to use the software in a way that is tailored to their preferences.

Conclusion

Keyboard shortcuts can save time and increase productivity when using Microsoft Office applications. By mastering these shortcut keys, users can perform common tasks quickly and efficiently. In addition, users can customize their shortcut keys to create a more personalized experience. By practicing and utilizing these shortcuts, users can streamline their work and become more efficient in their use of Microsoft Office.

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