Keyboard Shortcuts

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Keyboard Shortcuts
for Word and Excel

by Lee Alexander

*The following are what I consider the more common and some undocumented shortcuts. You should look in Help Contents and Index* under keys> shortcut keys for more extensive tips.**
Suggestions for selecting item within applications (such as Word, Excel, etc.) Get into the neighborhood of desired item(s) with the mouse but then fine tune your selections via the keyboard. Holding down the «Shift» key and using the cursor (arrow) keys you can add or subtract the number of characters or items. Release the Shift only when you are satisfied with the selection.
Clippie and other Office Assistants - you could use the setup program to disable it completely, but then you would loose the plain language Help. Try F1 to bring it up, rt-clk, select Options, and clear all selected options. F1 will then bring up the Contents and Index dialog box of Help without a pesky cartoon. Clicking on the menu item Help button still brings up the Office Assistant. back to top

SHIFT + F7	brings up the Thesaurus instead of the Spell checker.
SHIFT + F1	turns mouse pointer into a question mark with an arrow. Clk on an entity and a pop-up menu gives format info. "Esc" returns normal cursor.
The F9 function key deals with fields. Try this as a mnemonic: 9 relates to baseball, baseball relates to a playing field.
SHIFT + F9	switches between the field code and the field result for a selected field
ALT + F9	switches between the field code and the field result for all fields.
ALT + SHIFT + D	inserts a date field.
ALT + SHIFT + T	inserts a date field.

Recall, in Word …	superscript ON	ctrl + shift +
	Subscript ON -	ctrl =
	OFF (for both)	ctrl + shift Z
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In Word: Combined with the CTRL key, the alpha keys can do the following:

Key	Performs on selected entities or entire document
A	Selects All
B	makes selection Bold
C	Copies selection and sends it to the Clipboard
D	brings up Font dialog box
E	center justifies a paragraph
F	brings up Find dialog box
G	brings up Go To tab of Find and Replace
H	brings up Replace tab of Find and Replace
I	make selection Italic
J	Justifies paragraph
K	brings up Insert Hyperlink dialog box
L	Left justifies a paragraph
M	Moves (indents) a paragraph
N	opens a New document
O	brings up Open dialog box
P	calls up Printer application
R	Right justifies a paragraph
S	Saves the present version of the document – beware default, on first save always use Save As
U	Underlines selection
V	pastes the contents of the Clipboard in the document
X	cuts (removes) the selection and puts it on the Clipboard
Y	repeats the last typing
Z	undoes last action – a personal favorite

You can quickly switch between single and double line spacing of selected text via ctrl 1 and ctrl 2.

In Print Preview there is a toolbar button, Shrink to Fit, which fractionally reduces the font size of a file that just overruns a single page.

Shift Delete bypasses the Recycle Bin

If your keyboard has a WIN (flag logo) key following are some shortcuts to its use:

WIN	Start Menu
WIN e	Windows Explorer
WIN f	Find: All Files
WIN m	Minimize all Windows
WIN Shift m	undo Minimize all Windows
WIN r	Run
WIN break	brings up System Properties
Additionally,	spacebar will toggle check boxes.
Alt F4	close current Window or quit program
Alt space	Display current Window's system menu
Shift F10	pop-up menu for selected item, equivalent to a right-click of the mouse
Ctrl esc	Start menu

Excel

Most of the shortcuts for Word are
also applicable for the other Office applications.
Some specifics for Excel include:

SHIFT + F2	Create or edit a comment in the current cell.
CTRL + Enter	Fill a selected range - just type the data before hitting the shortcut keys.
CTRL + SHIFT + " (quote, think of it as a ditto mark)	copies the value from the cell above the current one
CTRL + ' (apostrophe)	copies the formula from the cell above the current one
CTRL + ; (semicolon)	inserts a date field.
CTRL + : (colon)	inserts a time field. Mnemonic - a colon is used as the separator for time units.

Internet Explorer 4 - Keyboard Shortcuts:
Ctrl + O	new location
Ctrl + N	new browser window
Backspace	previous page
Tab	next link
F5	refresh page
F6	switch focus - Address \| Links Bar \| window
F11	Full \| Windowed screen
Quick search	in Address box type ?, (space), keywords, (Enter). Sends you to Yahoo's default search engine unwanted links - rt-clk - Delete
Change links	To add current page to Links bar - drag icon from Address. You can also add a folder to the Links bar URL address. Save keystrokes by typing only the domain name, e.g., hotsheet and then hit CTRL + ENTER to add http://www. before the domain name and .com after it.