Keyboard Shortcuts for MS Office 2003

A Fairly Comprehensive Reference Guide of Keyboard Shortcuts for Microsoft Office 2003

Word Excel Publisher PowerPoint Access Outlook

Adrian Martin www.1stcomputerliteracy.co.uk

CONTENTS Keyboard Shortcuts for Outlook

6

Basic Navigation

6

Search

7

Flags

7

Colour Categories

7

Create an Item or File

8

All Items

8

E- Mails

9

Calendar

10

Contacts

11

Electronic Business Cards Dialogue Box

12

Add Web Information to Items

12

Print Preview

12

Tasks

13

Format Text

14

Send & Receive

14

Table View – General Use

15

Table View – with a group selected

15

Table View – All Groups

15

Macros

16

Forms

16

Calendar Day/Week/Month View

16

Day View

17

Week View

17

Month View

18

Date Navigator

18

Keyboard Shortcuts for Excel

19

Shortcuts by Keys

19

Function Keys

19

Shift + Function Keys

20

Ctrl + Function Keys

20

Other + Function Keys

21

Ctrl + Numbers

22

Ctrl + Letters

23

Other + Letters

24

Entering Data

25

Editing Data

26

Selecting Data

27 1

Extending Data

28

Formatting Data

28

Manoeuvring

29

Manoeuvring within a selection

30

Redundant Shortcut Keys (2003)

30

Other

31

Shortcuts by Function

32

Display and Use Windows

32

Access and Use Smart Tags

33

Access and Use Task Panes

33

Access and Use Menus and Toolbars

34

Use the Open, Save as and Insert Picture Dialogue Boxes

35

Work with Worksheets

35

Move and Scroll within Worksheets

36

Move within a selected range

37

Move and scroll with SCROLL LOCK

37

Select cells, rows, columns and objects

37

Select cells with specific characteristics

38

Extend a selection

39

Enter Data

40

Enter and calculate formulas

41

Edit data

42

Insert, delete and copy cells

42

Format data

43

Use the Border tab in the Format Cells dialogue box

44

Use data forms (Data Menu, Form command)

44

Filter ranges (Data Menu, Auto Filter command)

45

Show, hide and outline data

45

Use the PivotTable and PivotChart Wizard - Layout dialog box

46

Create charts and select chart elements

46

Send e-mail messages

47

Work with macros

47

Keyboard Shortcuts for Word

48

Access and use menus and toolbars

48

Access and use task panes

49

Use the Open, Save As, and Insert Picture dialog boxes

50

Common tasks done in a Microsoft Word document

51

Speech and handwriting recognition

51

Sending e-mail messages

52

Create, view, and save documents

52

Find, replace, and browse through text

53 2

Undo and redo actions

53

Switch to another view

53

Outline view

54

Printing and previewing documents

54

Reviewing documents

55

Reading layout view

55

References, footnotes, and endnotes

55

Working with Web pages

56

Delete text and graphics

56

Copy and move text and graphics

57

Insert Paragraphs and tab characters in a table

57

Copy Formatting

57

Insert Special Characters

58

Extend a Selection

59

Select Text and Graphics in a Table

60

Moving Around in a Table

60

Move the Insertion Point

61

Change or resize the font

62

Apply Character formats

62

Set Line Spacing

63

Align Paragraphs

63

Apply Paragraph Style

63

Performing a Mail Merge

64

Working with Fields

65

Function keys

66

SHIFT + Function key

67

CTRL + ALT + Function key

67

CTRL + Function key

68

CTRL + SHIFT + Function key

68

ALT Function key

69

ALT + SHIFT + Function key

69

Keyboard Shortcuts for Powerpoint

70

Move between Panes

70

Work in an Outline

70

Show or hide a grid or guides

70

Select text and objects

71

Delete and copy text and objects

71

Move around in text

72

Move around in and work on tables

73

Format and align characters and paragraphs

73

Copy text formats

73

Apply character formats

74 3

Align paragraphs

74

Apply superscript and subscript formatting

74

Run a slide show presentation

75

Browse hyperlinks in a slide show presentation

76

Browse Web presentations

76

Send a presentation in an e-mail

77

Display and use windows

77

Keyboard Shortcuts for Publisher

79

Edit or Format Text

79

Copy text formats

80

Copy, cut, paste or delete text or objects

80

Undo or redo an action

80

Nudge an object

81

Zoom

81

Layer objects

81

Snap objects

81

Select or group objects

81

Make an object transparent

81

Show or hide boundaries or guides

82

Insert an object

82

Select or insert pages

82

Move between pages

82

Use the master page

82

Creating, opening, closing, or saving a publication

83

Use Print Preview

83

Working with Web pages and hyperlinks

83

Sending e-mail

84

Display and use windows

85

Keyboard Shortcuts for Access

86

Opening Databases

86

Printing and Saving

86

Finding and Replacing Text or Data

86

Using a Combo Box or List Box

87

Working in Design View

87

Editing controls in form and report Design view

88

Window Operations

88

Working with Wizards

89

Miscellaneous

89

Database window - editing and navigating the Object list

90

Database window - Navigating and opening objects

90

Work with menus

91 4

Work with toolbars

91

Using a program window

92

Send e-mail messages

92

Selecting a field or record

92

Extending a selection

93

Selecting and moving a column in Datasheet view

93

Moving the insertion point in a field

94

Copying, moving, or deleting text

94

Undoing Changes

94

Entering data in Datasheet or Form view

95

Keys for carrying out commands

103

Keys for working with the field list

105

5

Keyboard Shortcuts for Outlook Basic Navigation CTRL+1

Switch to Mail.

CTRL+2

Switch to Calendar.

CTRL+3

Switch to Contacts.

CTRL+4

Switch to Tasks.

CTRL+5

Switch to Notes.

CTRL+6

Switch to Folder List in Navigation Pane.

CTRL+7

Switch to Shortcuts.

CTRL+PERIOD

Switch to next message (with message open).

CTRL+COMMA

Switch to previous message (with message open).

F6 or CTRL+SHFT+TAB

Move between the Navigation Pane, the main Outlook window, the Reading Pane, and the To-Do Bar.

TAB

Move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, and the sections in the To-Do Bar.

Arrow keys

Move around within the Navigation Pane.

CTRL+Y

Go to a different folder.

F3 or CTRL+E

Go to the Search box.

ALT+UP ARROW or CTRL+COMMA or ALT+PAGE

In the Reading Pane, go to the previous message.

UP SPACEBAR

In the Reading Pane, page down through text.

SHFT+SPACEBAR

In the Reading Pane, page up through text.

SHFT+PLUS SIGN or MINUS SIGN, respectively

Expand or collapse a group (with a group selected) in the Navigation Pane.

LEFT ARROW or RIGHT ARROW, respectively

Collapse or expand a group in the e-mail message list.

SHFT+TAB

Move to next field in Reading Pane. 6

CTRL+TAB

Move to previous field in Reading Pane.

ALT+B, ALT+LEFT ARROW, or ALT+BACKSPACE

Go back to previous view in main Outlook window.

ALT+RIGHT ARROW

Go forward to next view in main Outlook window.

CTRL+SHFT+W

Select the InfoBar and, if available, show the menu of commands.

Search CTRL+E

Find a message or other item.

ESC

Clear the search results.

CTRL+ALT+A

Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in.

CTRL+ALT+W

Expand the Search Query Builder.

CTRL+SHFT+F

Use Advanced Find.

CTRL+SHFT+P

Create a new Search Folder.

F4

Search for text within a message or other item.

SHFT+F4

Find next during text search within a message or other item.

CTRL+H

Find and replace text, symbols, or some formatting commands within open items. Works in the Reading Pane on an open item.

CTRL+ALT+K

Expand search to include the desktop.

Flags CTRL+SHFT+G

Open the Flag for Follow Up dialog box to assign a flag.

Colour Categories ALT+D

Delete the selected category from the list in the Colour Categories dialog box.

7

Create an Item or File

All Items

CTRL+SHFT+A

Create an appointment.

CTRL+S or SHFT+F12

Save.

CTRL+SHFT+C

Create a contact.

ALT+S

Save and close.

CTRL+SHFT+L

Create a distribution list.

F12

Save as.

CTRL+SHFT+X

Create a fax.

CTRL+Z or

Undo.

CTRL+SHFT+E

Create a folder.

ALT+BACKSPACE

CTRL+SHFT+J

Create a Journal entry.

CTRL+D

Delete an item.

CTRL+SHFT+Q

Create a meeting request.

CTRL+P

Print.

CTRL+SHFT+M

Create a message.

CTRL+SHFT+Y

Copy an item.

CTRL+SHFT+N

Create a note.

CTRL+SHFT+V

Move an item.

CTRL+SHFT+H

Create a new Microsoft Office document.

CTRL+K

Check names.

CTRL+SHFT+S

Post to this folder.

F7

Check spelling.

CTRL+T

Post a reply in this folder.

CTRL+SHFT+G

Flag for follow-up.

CTRL+SHFT+P

Create a Search Folder.

CTRL+F

Forward.

CTRL+SHFT+K

Create a task.

ALT+S

Send or post or invite all.

CTRL+SHFT+U

Create a task request.

F2

Turn on editing in a field (except in Icon view).

CTRL+L

Left align text.

CTRL+E

Centre text.

CTRL+R

Right align text.

8

E- Mails CTRL+SHFT+I

Switch to Inbox.

CTRL+SHFT+O

Switch to Outbox.

CTRL+TAB

Choose the account from which to send a message. (with focus on the To box) and then TAB to the Accounts button

CTRL+K

Check names.

ALT+S

Send.

CTRL+R

Reply to a message.

CTRL+SHFT+R

Reply all to a message.

CTRL+F

Forward a message.

CTRL+ ALT+J

Mark a message as not junk.

CTRL+SHFT+I

Display blocked external content (in a message).

CTRL+ SHFT+S

Post to a folder.

CTRL+SHFT+N

Apply Normal style.

CTRL+M or F9

Check for new messages.

UP ARROW

Go to the previous message.

DOWN ARROW

Go to the next message.

CTRL+N

Create a new message (when in Mail).

CTRL+SHFT+M

Create a new message (from any Outlook view).

CTRL+O

Open a received message.

CTRL+SHFT+B

Open the Address Book.

CTRL+SHFT+O

Convert an HTML or RTF message to plain text.

INSERT

Add a Quick Flag to an unopened message.

CTRL+SHFT+G

Display the Flag for Follow Up dialog box.

CTRL+Q

Mark as read.

CTRL+U

Mark as unread.

CTRL+SHFT+W

Show the menu to download pictures, change automatic download settings, or add a sender to the Safe Senders List.

F4

Find or replace.

SHFT+F4

Find next.

CTRL+ENTER

Send.

CTRL+P

Print.

CTRL+F

Forward.

CTRL+ALT+F

Forward as attachment.

ALT+ENTER

Show the properties for the selected item.

CTRL+ALT+M

Mark for Download.

CTRL+ALT+U

Clear Mark for Download.

CTRL+B

Display Send/Receive progress.(when a Send/Receive is in progress)

9

Calendar CTRL+N

Create a new appointment (when in Calendar).

CTRL+SHFT+A

Create a new appointment (in any Outlook view).

CTRL+SHFT+Q

Create a new meeting request.

CTRL+F

Forward an appointment or meeting.

CTRL+R

Reply to a meeting request with a message.

CTRL+SHFT+R

Reply All to a meeting request with a message.

ALT+0

Show 10 days in the calendar.

ALT+1

Show 1 day in the calendar.

ALT+2

Show 2 days in the calendar.

ALT+3

Show 3 days in the calendar.

ALT+4

Show 4 days in the calendar.

ALT+5

Show 5 days in the calendar.

ALT+6

Show 6 days in the calendar.

ALT+7

Show 7 days in the calendar.

ALT+8

Show 8 days in the calendar.

ALT+9

Show 9 days in the calendar.

CTRL+G

Go to a date.

ALT+= or CTRL+ALT+4

Switch to Month view.

CTRL+RIGHT ARROW

Go to the next day.

ALT+DOWN ARROW

Go to the next week.

ALT+PAGE DOWN

Go to the next month.

CTRL+LEFT ARROW

Go to the previous day.

ALT+UP ARROW

Go to the previous week.

ALT+PAGE UP

Go to the previous month.

ALT+HOME

Go to the start of the week.

ALT+END

Go to the end of the week.

ALT+MINUS SIGN or CTRL+ALT+3

Switch to Full Week view.

CTRL+ALT+2

Switch to Work Week view.

CTRL+COMMA or CTRL+SHFT+COMMA

Go to previous appointment.

CTRL+PERIOD or CTRL+SHFT+PERIOD

Go to next appointment.

CTRL+G

Set up recurrence for an appointment or task.

10

Contacts CTRL+SHFT+D

Dial a new call.

F3 or CTRL+E

Find a contact or other item.

F11

Enter a name in the Search Address Books box.

SHFT+letter

In Table or List view of contacts, go to first contact that starts with a specific letter.

CTRL+A

Select all contacts.

CTRL+F

Create a new message addressed to selected contact.

CTRL+J

Create a Journal entry for the selected contact.

CTRL+N

Create a new contact (when in Contacts).

CTRL+SHFT+C

Create a new contact (from any Outlook view).

CTRL+O or CTRL+SHFT+ENTER

Open a contact form for the selected contact.

CTRL+SHFT+L

Create a new distribution list.

CTRL+P

Print.

F5

Update a list of distribution list members.

CTRL+Y

Go to a different folder.

CTRL+SHFT+B

Open the Address Book.

CTRL+SHFT+F

Use Advanced Find.

CTRL+SHFT+PERIOD

In an open contact, open the next contact listed.

ESC

Close a contact.

CTRL+SHFT+X

Open a Web page for the selected contact (if one is included).

ALT+D

Open the Check Address dialog box.

ALT+SHFT+1

In a contact form, under Internet, display the E-mail 1 information.

ALT+SHFT+2

In a contact form, under Internet, display the E-mail 2 information.

ALT+SHFT+3

In a contact form, under Internet, display the E-mail 3 information.

11

Electronic Business Cards Dialogue Box ALT+A

Open the Add list.

ALT+B

Select text in Label box when the field with a label assigned is selected.

ALT+C

Open the Add Card Picture dialog box.

ALT+E

Place cursor at beginning of Edit box.

ALT+F

Select the Fields box.

ALT+G

Select the Image Align drop-down list.

ALT+K, then ENTER

Select colour palette for background.

ALT+L

Select Layout drop-down list.

ALT+R

Remove a selected field from the Fields box.

Add Web Information to Items Hold down CTRL and click the mouse button.

Edit a URL in the body of an item.

Hold down SHFT and click the mouse button.

Specify a Web browser.

CTRL+K

Insert a hyperlink.

Print Preview Press ALT+F and then press V To print an item in an open window, press ALT+F,

Open Print Preview.

press W, and then press V ALT+P

Print a print preview.

ALT+S or ALT+U

Open Page Setup from Print Preview.

ALT+Z

Zoom.

ALT+C

Close Print Preview.

12

Tasks ALT+F2

Show or hide the To-Do Bar.

ALT+C

Accept a task request.

ALT+D

Decline a task request.

CTRL+E

Find a task or other item.

CTRL+Y

Open the Go to Folder dialog box.

CTRL+N

Create a new task (when in Tasks).

CTRL+SHFT+K

Create a new task (from any Outlook view).

CTRL+SHFT+U

Create a new task request.

CTRL+O

Open selected item.

CTRL+P

Print selected item.

CTRL+A

Select all items.

CTRL+D

Delete selected item.

CTRL+F

Forward a task as an attachment.

SHFT+TAB

Switch between the Navigation Pane, Tasks list, and To-Do Bar.

CTRL+J

Open selected item as a Journal item.

CTRL+Z

Undo last action.

INSERT

Flag an item or mark complete.

13

Format Text ALT+O

Display the Format menu.

CTRL+SHFT+P

Display the Font dialog box.

SHFT+F3

Switch case (with text selected).

CTRL+SHFT+K

Format letters as small capitals.

CTRL+B

Make letters bold.

CTRL+SHFT+L

Add bullets.

CTRL+I

Make letters italic.

CTRL+T

Increase indent.

CTRL+SHFT+T

Decrease indent.

CTRL+L

Left align.

CTRL+E

Centre.

CTRL+U

Underline.

CTRL+] or CTRL+SHFT+>

Increase font size.

CTRL+[ or CTRL+SHFT+<

Decrease font size.

CTRL+X or SHFT+DELETE

Cut.

CTRL+C or CTRL+INSERT

Copy. Note CTRL+INSERT is not available in the Reading Pane.

CTRL+V or SHFT+INSERT

Paste.

CTRL+SHFT+Z or

Clear formatting.

CTRL+SPACEBAR CTRL+SHFT+H

Delete the next word.

CTRL+SHFT+J

Stretch a paragraph to fit between the margins.

CTRL+SHFT+S

Apply styles.

CTRL+T

Create a hanging indent.

CTRL+K

Insert a hyperlink.

CTRL+L

Left align a paragraph.

CTRL+R

Right align a paragraph.

CTRL+SHFT+T

Reduce a hanging indent.

CTRL+Q

Remove paragraph formatting.

Send & Receive F9

Start a send/receive for all defined Send/Receive groups with Include this group in Send/Receive (F9) selected. This can include headers, full items, specified folders, items less than a specific size, or any combination that you define.

SHFT+F9

Start a send/receive for the current folder, retrieving full items (header, item, and any attachments).

CTRL+M

Start a send/receive.

CTRL+ALT+S

Define Send/Receive groups. 14

Table View – General Use ENTER

Open an item.

CTRL+A

Select all items.

PAGE DOWN

Go to the item at the bottom of the screen.

PAGE UP

Go to the item at the top of the screen.

SHFT+UP ARROW or SHFT+DOWN ARROW, respectively

Extend or reduce the selected items by one item.

CTRL+UP ARROW or CTRL+DOWN ARROW, respectively

Go to the next or previous item without extending the selection.

CTRL+SPACEBAR

Select or cancel selection of the active item.

F5

Refresh view.

Table View – with a group selected CTRL+SHFT+PLUS SIGN

Expand all groups.

CTRL+MINUS SIGN

Collapse the group.

SHFT+PLUS SIGN

Expand a single selected group.

MINUS SIGN

Collapse a single selected group.

UP ARROW

Select the previous group.

DOWN ARROW

Select the next group.

HOME

Select the first group.

END

Select the last group.

RIGHT ARROW

Select the first item on screen in an expanded group or the first item off screen to the right.

Table View – All Groups CTRL+MINUS SIGN

Collapse all groups.

CTRL+SHFT+PLUS SIGN

Expand all groups.

15

Macros ALT+F8

Play macro.

Forms CTRL+ALT+SHFT+F12

Save Form Design.

CTRL+SHFT+F11

Save Form Data.

Click in an InfoPath folder, and then CTRL+N.

Create a new Microsoft Office InfoPath form.

Calendar Day/Week/Month View ALT+key for number of days

View from 1 through 9 days.

ALT+0 (ZERO)

View 10 days.

ALT+MINUS SIGN

Switch to weeks.

ALT+=

Switch to months.

CTRL+TAB or F6

Move between Calendar, TaskPad, and the Folder List.

SHFT+TAB

Select the previous appointment.

LEFT ARROW

Go to the previous day.

RIGHT ARROW

Go to the next day.

ALT+DOWN ARROW

Go to the same day in the next week.

ALT+UP ARROW

Go to the same day in the previous week.

16

Day View HOME

Select the time that begins your work day.

END

Select the time that ends your work day.

UP ARROW

Select the previous block of time.

DOWN ARROW

Select the next block of time.

PAGE UP

Select the block of time at the top of the screen.

PAGE DOWN

Select the block of time at the bottom of the screen.

SHFT+UP ARROW or SHFT+DOWN ARROW, respectively

Extend or reduce the selected time.

With the cursor in the appointment, ALT+UP ARROW or

Move an appointment up or down.

ALT+DOWN ARROW, respectively With the cursor in the appointment, ALT+SHFT+UP ARROW or

Change an appointment's start or end time.

ALT+SHFT+DOWN ARROW, respectively ALT+DOWN ARROW

Move selected item to the same day in the next week.

ALT+UP ARROW

Move selected item to the same day in the previous week.

Week View HOME

Go to the start of work hours for the selected day.

END

Go to the end of work hours for the selected day.

PAGE UP

Go up one page view in the selected day.

PAGE DOWN

Go down one page view in the selected day.

ALT+UP ARROW, ALT+DOWN ARROW, ALT+LEFT ARROW, or

Move the appointment up, down, left, or right.

ALT+RIGHT ARROW, respectively SHFT+LEFT ARROW, SHFT+RIGHT ARROW, SHFT+UP ARROW, or

Change the duration of the selected block of time.

SHFT+DOWN ARROW; or SHFT+HOME or SHFT+END

17

Month View HOME

Go to the first day of the week.

PAGE UP

Go to the same day of the week in the previous page.

PAGE DOWN

Go to the same day of the week in the next page.

Date Navigator ALT+HOME

Go to the first day of the current week.

ALT+END

Go to the last day of the current week.

ALT+UP ARROW

Go to the same day in the previous week.

ALT+DOWN

Go to the same day in the next week.

ARROW

18

Keyboard Shortcuts for Excel Shortcuts by Keys Function Keys F1

Displays the Office Assistant or (Help > Microsoft Excel Help)

F2

Edits the active cell, putting the cursor at the end (only available with Tools > Options, Edit Tab, Edit directly in cell)

F3

Displays the (Insert > Name > Paste) dialog box

F4

Repeats the last worksheet action (Edit > Repeat)

F5

Displays the (Edit > GoTo) dialog box

F6

Moves to the next pane in a workbook (if the window is split)

F7

Displays the (Tools > Spelling) dialog box

F8

Toggles whether to extend a selection with the arrow keys

F9

Calculates All the worksheets in All the open workbooks

F10

Toggles the activation of the Menu Bar

F11

Displays the (Insert > Chart) dialog box that creates a chart (on a chart sheet) using the highlighted range

F12

Displays the (File > Save As) dialog box

19

Shift + Function Keys Shift + F1

Activates the context sensitive Whats this ? prompt (Help > Whats This)

Shift + F2

Inserts or edits a cell comment (Insert > Comment)

Shift + F3

Displays the (Insert > Function) dialog box

Shift + F4

Repeats the last Find, the same as (Edit > Find Next)

Shift + F5

Displays the (Edit > Find) dialog box

Shift + F6

Moves to the previous pane in a workbook (if the window is split)

Shift + F8

Toggles between switching Add Mode on or off (allows you to select non contiguous blocks of cells using the keyboard)

Shift + F9

Calculates just the active worksheet

Shift + F10

Displays the (Shortcut) menu for the selected item

Shift + F11

Inserts a new worksheet (before the active sheet) into the active workbook (Insert > Worksheet)

Shift + F12

Saves, Displays the (File > Save As) dialog box if a new workbook

Ctrl + Function Keys Ctrl + F1

Closes and reopens the current task pane

Ctrl + F3

Displays the (Insert > Name > Define) dialog box

Ctrl + F4

Closes the selected workbook window

Ctrl + F5

Restores the size of the active workbook or window

Ctrl + F6

Moves to the next open workbook or window

Ctrl + F7

Activates the Move window command

Ctrl + F8

Activates the Resize window command

Ctrl + F9

Minimises the size of the active workbook or window

Ctrl + F10

Maximises the size of the active workbook or window

Ctrl + F12

Displays the (File > Open) dialog box

20

Other + Function Keys Alt + F1

Creates a chart (on a chart sheet) using the highlighted range

Alt + F2

Displays the (File > Save As) dialog box

Alt + F4

Closes all the workbooks (saving first) and exits Excel (File > Exit)

Alt + F8

Displays the (Tools > Macro > Macros) dialog box

Alt + F11

Toggles between the Visual Basic Editor window and the Excel window

Alt + Ctrl + F9

Calculates All cells on All worksheets in All workbooks

Alt + Shift + F1

Inserts a new worksheet (before the active sheet) into the active workbook (Insert > Worksheet)

Alt + Shift + F2

Displays the (File > Save As) dialog box

Alt + Shift + F4

Closes all the workbooks (saving first) and exits Excel (File > Exit)

Alt + Shift + F10

Displays the drop + down menu for the corresponding smart tag

Alt + Shift + F11

Activates the Microsoft Script Editor window

Ctrl + Shift + F3

Displays the (Insert > Name > Create) dialog box

Ctrl + Shift + F6

Moves to the previous open workbook or window

Ctrl + Shift + F10

Activates the Menu Bar or Displays the (View > Toolbars) dialog box

Ctrl + Shift + F12

Displays the (File > Print) dialog box

Insert + F4

Read spelling errors and suggestions ??

21

Ctrl + Numbers Ctrl + 0

Hides the columns in the current selection (Format > Column > Hide)

Ctrl + 1

Displays the (Format > Cells) dialog box

Ctrl + 2

Toggles bold on the current selection

Ctrl + 3

Toggles italics on the current selection

Ctrl + 4

Toggles underlying on the current selection

Ctrl + 5

Toggles the strikethrough of text on the current selection

Ctrl + 6

Toggles between hiding, displaying or displaying just placeholders (objects)

Ctrl + 7

Toggles the display of the Standard toolbar

Ctrl + 8

Toggles the display of Outline symbols on the active worksheet

Ctrl + 9

Hides the rows in the current selection (Format > Row > Hide)

Ctrl + Shift + 0

Unhides the columns in the current selection

Ctrl + Shift + 2

Enters the value from the cell directly above into the active cell

Ctrl + Shift + 8

Selects the current region (surrounded by blank rows and columns)

Ctrl + Shift + 9

Unhides the rows in the current selection

22

Ctrl + Letters Ctrl + A

Displays the formula palette given a function name or selects the whole worksheet

Ctrl + B

Toggles bold on the current selection

Ctrl + C

Copies the current selection to the clipboard (Edit > Copy)

Ctrl + D

Copies the first cell in the selection downwards (Edit > Fill > Down)

Ctrl + E

Goto current Error ??

Ctrl + F

Displays the (Edit > Find) dialog box

Ctrl + G

Displays the (Edit > GoTo) dialog box

Ctrl + H

Displays the (Edit > Replace) dialog box

Ctrl + I

Toggles italics on the current selection

Ctrl + J

Toggles calculation between Manual and Automatic ??

Ctrl + K

Displays the (Insert > Hyperlink) dialog box

Ctrl + L

(Added in 2003) Displays the Create List dialog box

Ctrl + N

Creates a new workbook (File > New)

Ctrl + O

Displays the (File > Open) dialog box

Ctrl + P

Displays the (File > Print) dialog box

Ctrl + R

Copies the leftmost cell in the selection to the right (Edit > Fill > Right)

Ctrl + S

Saves, Displays the (File > Save As) dialog box if a new workbook

Ctrl + U

Toggles underlining on the current selection

Ctrl + V

Pastes the entry from the clipboard (Edit > Paste)

Ctrl + W

Closes the active workbook or window (File > Close)

Ctrl + X

Cuts the current selection to the clipboard (Edit > Cut)

Ctrl + Y

Repeats the last workbook action (Edit > Repeat)

Ctrl + Z

Undo the last workbook action (Edit > Undo)

23

Other + Letters Alt + C

Move the selected field into the Column area (Pivot Table)

Alt + D

Displays the (Data) menu

Alt + E

Displays the (Edit) menu

Alt + F

Displays the (File) menu

Alt + H

Displays the (Help) menu

Alt + I

Displays the (Insert) menu

Alt + L

Displays the Pivot Table Field dialog box ??

Alt + O

Displays the (Format) menu

Alt + P

Move the selected field into the Page area (Pivot Table)

Alt + R

Move the selected field into the Row area (Pivot Table)

Alt + T

Displays the (Tools) menu

Alt + U

Activates the AutoShapes submenu on the Drawing toolbar (assumes the drawing toolbar is visible)

Alt + V

Displays the (View) menu

Alt + W

Displays the (Window) menu

Alt + Shift + B

Report on the cell borders ??

Alt + Shift + G

Report the gridline status ??

Ctrl + Shift + A

Inserts argument names given a function in the formula bar.

Ctrl + Shift + C

List cells in current column ???

Ctrl + Shift + F

Activates the Font Name drop + down list on the Formatting toolbar

Ctrl + Shift + H

Selects all the hyperlinks ?? where

Ctrl + Shift + O

Selects all the cells with comments

Ctrl + Shift + P

Activates the Font Size drop + down list on the Formatting toolbar

Ctrl + Shift + R

List cells in the current row ???

Ctrl + Shift + S

List all the worksheets ??

24

Entering Data Enter

Enters the contents of the active cell and moves to the cell below (by default)

Shift + Enter

Enters the contents of the active cell and moves to the cell above (by default)

Tab

Enters the contents of the active cell and moves one cell to the right

Shift + Tab

Enters the contents of the active cell and moves one cell to the left

Alt + =

Enters the SUM() function (AutoSum) to sum the adjacent block of cells

Alt + 0128

Enters the euro symbol (€) (using Number keypad)

Alt + 0162

Enters the cent symbol (¢) (using Number keypad)

Alt + 0163

Enters the pound sign symbol (£) (using Number keypad)

Alt + 0165

Enters the yen symbol (¥) (using Number keypad)

Alt + Enter

Enters a new line (or carriage return) into a cell

Ctrl + '

Enters the formula from the cell directly above into the active cell

Ctrl + Shift + 2

Enters the value from the cell directly above into the active cell

Ctrl + ;

Enters the current date into the active cell

Ctrl + Enter

Enters the contents of the active cell to the selected region

Ctrl + Shift + ;

Enters the current time into the active cell

Ctrl + Shift + Enter

Enters the formula as an Array Formula

Shift + Insert

Enters the data from the clipboard

Alt + Down Arrow

Displays the Pick From List drop + down list

Esc

Cancels the cell entry and restores the original contents

25

Editing Data Delete

Deletes the selection or one character to the right

Backspace

Deletes the selection or one character to the left

Shift + Delete

Cuts the selection to the clipboard

Ctrl + Delete

Deletes text to the end of the line

Ctrl + +

Displays the (Edit > Delete) dialog box

Ctrl + Shift + =

Displays the (Insert > Cells) dialog box

26

Selecting Data Ctrl + \

Selects the cells in a selected row that do not match the value in the active cell

Ctrl + Shift + \

Selects the cells in a selected column that do not match the value in the active cell

Ctrl + /

Selects the array containing the active cell ??

Alt + ;

Selects the visible cells in the current selection

Ctrl + Enter

Selects the first object / chart ??

Ctrl + Shift + (8 or *)

Selects the current region (surrounded by blank rows and columns)

Ctrl + *

Selects the current region (using the * on the number keyboard)

Ctrl + [

Selects all the cells that are directly referred to by the formula in the active cell (precedents)

Ctrl + Shift + [

Selects all the cells that are directly (or indirectly) referred to by the formula in the active cell

Ctrl + ]

Selects all the cells that directly refer to the active cell (dependents)

Ctrl + Shift + ]

Selects all the cells that directly (or indirectly) refer to the active cell

Ctrl + Shift + Page Down

Selects the active worksheet and the one after it

Ctrl + Shift + Page Up

Selects the active worksheet and the one before it

Ctrl + Shift + Spacebar

Selects all the objects on the worksheet when an object is selected or selects the whole worksheet

Ctrl + Backspace

Selects the current active cell (scrolling if necessary)

Ctrl + Spacebar

Selects the current column

Shift + Arrow keys

Selects the active cell and the cell in the given direction

Shift + Backspace

Selects the active cell when multiple cells are selected

Shift + Spacebar

Selects the current row

27

Extending Data Ctrl + Shift + Arrow Key

Extends the selection to the next cell adjacent to a blank cell in that direction

Ctrl + Shift + End

Extends the selection to the last used cell on the worksheet

Ctrl + Shift + Home

Extends the selection to the beginning of the worksheet

Shift + Arrow Keys

Extends the selection by one cell in that direction

Shift + Home

Extends the selection to the first column

Shift + Page Down

Extends the selection down one screen

Shift + Page Up

Extends the selection up one screen

End, Shift + Arrow Keys

Extends the selection to the next non + blank cell in that direction

End, Shift + End

Extends the selection to the last cell in the current row (only available with Tools > Options, Transition tab, Transition Navigation Keys)

End, Shift + Home

Extends the selection to last used cell on the worksheet

Formatting Data Alt + '

Displays the (Format > Style) dialog box

Ctrl + Shift + ( ' or ¬)

Applies the Time format "hh:mm" to the selection

Ctrl + Shift + (1 or !)

Applies the Comma separated format "#,##0.00" to the selection

Ctrl + Shift + (4 or $)

Applies the Currency format "£#,##0.00" to the selection

Ctrl + Shift + (5 or %)

Applies the Percentage format "0%" to the selection

Ctrl + Shift + (6 or ^)

Applies the Exponential format "#,##E+02" to the selection

Ctrl + Shift + (# or ~)

Applies the General format to the selection

Ctrl + (# or ~)

Applies the Custom Date format "dd + mmm + yy" to the selection

Ctrl + Shift + (7 or &)

Applies the outline border to the selection

Ctrl + Shift + ( + or _ )

Removes all the borders from the selection

28

Manoeuvring Arrow Keys

Moves to the next cell in that direction

Ctrl + Tab

Moves to the next open workbook or window

Alt + Tab

Moves to the next application open on your computer

Alt + Shift + Tab

Moves to the previous application open on your computer

Enter

Moves to the cell directly below

Tab

Moves to the next cell on the right (or unprotected cell)

Home

Moves to the first column in the current row

End, Arrow Keys

Moves to the next non empty cell in that direction

End, Enter

Moves to the last cell in the current row that is not blank

End + Home

Moves to the last used cell on the active worksheet*

End, Home

Moves to the last used cell on the active worksheet*

Page Down

Moves to the next screen of rows down

Page Up

Moves to the previous screen of rows up

Shift + Enter

Moves to the cell directly above (opposite direction to Enter)

Shift + Tab

Moves to the cell directly to the left (opposite direction to Tab)

Alt + Page Down

Moves you one screen of columns to the right

Alt + Page Up

Moves you one screen of columns to the left

Ctrl + Home

Moves to cell "A1" on the active sheet

Ctrl + End

Moves to the last used cell on the active worksheet (only updated when the workbook is closed)

Ctrl + Up Arrow

Moves to the first row in the current region

Ctrl + Down Arrow

Moves to the last row in the current region

Ctrl + Left Arrow

Moves to the first column in the current region

Ctrl + Right Arrow

Moves to the last column in the current region

Ctrl + Page Up

Moves to the previous worksheet in the workbook

Ctrl + Page Down

Moves to the next worksheet in the workbook 29

Ctrl + Shift + Tab

Moves to the previous open workbook or window

Ctrl + Backspace

Moves to the display the active cell

Scroll Lock + Arrow Keys

Moves the workbook or window one cell the corresponding direction

Scroll Lock + End

Moves to the last cell in the current window

Scroll Lock + Home

Moves to the first cell in the current window

Scroll Lock + Page Down

Moves you down one screen (current selection unchanged)

Scroll Lock + Page Up

Moves you up one screen (current selection unchanged)

Manoeuvring within a selection Enter

Moves from top to bottom within a selection

Tab

Moves from left to right within a selection

Ctrl + .

Moves clockwise to the next corner within a selection

Shift + Tab

Moves from right to left within a selection (opposite direction to Tab)

Alt + Ctrl + Left Arrow

Moves to the left between non adjacent cells in a selection

Alt + Ctrl + Right Arrow

Moves to the right between non adjacent cells in a selection

Redundant Shortcut Keys (2003) Ctrl + F2

Displays the Info Window (redundant)

Ctrl + F11

Inserts an Excel 4.0 macro sheet (redundant)

30

Other =

Starts a Formula

Ctrl + `

Toggles between the value layer and the formula layer

Ctrl + Delete

Deletes to the end of the line

Ctrl + Insert

Copies the current selection to the clipboard

Ctrl + Shift + (

Unhides any hidden rows within the selection

Ctrl + Shift + )

Unhides any hidden columns within the selection

Ctrl + Shift + /

Copy value from cell above / select the array ??

Ctrl + Shift + \

Select unequal cells

Alt

Toggles the activation of the Menu Bar

Alt + Shift + Left Arrow

Displays the (Data > Group and Outline > UnGroup) dialog box

Alt + Shift + Right Arrow

Displays the (Data > Group and Outline > Group) dialog box

Alt + Backspace

Undo the last action (Edit > Undo) ??

Alt + Spacebar

Activates the Control Box in the top left hand corner

Alt + +

Displays the Excel application control menu

End

Toggles between switching End Mode on or off

Scroll Lock

Toggles between switching Scroll Lock on or off

Shift + Insert

Pastes the entry from the clipboard

31

Shortcuts by Function Display and Use Windows ALT+TAB

Switch to the next program.

ALT+SHFT+TAB

Switch to the previous program.

CTRL+ESC

Display the Windows Start menu.

CTRL+W or

Close the selected workbook window.

CTRL+F4 CTRL+F5

Restore the window size of the selected workbook window.

F6

Switch to the next pane in a worksheet that has been split (Window menu, Split command). Note When the task pane (task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) is visible, F6 includes that pane when switching between panes.

SHFT+F6

Switch to the previous pane in a worksheet that has been split. Note When the task pane is visible, SHIFT+F6 includes that pane when switching between panes.

CTRL+F6

When more than one workbook window is open, switch to the next workbook window.

CTRL+SHFT+F6

Switch to the previous workbook window.

CTRL+F7

When a workbook window is not maximized, perform the Move command (on the Control menu for the workbook window). Use the arrow keys to move the window, and when finished press ESC.

CTRL+F8

When a workbook window is not maximized, perform the Size command (on the Control menu for the workbook window). Use the arrow keys to resize the window, and when finished press ENTER.

CTRL+F9

Minimize a workbook window to an icon.

CTRL+F10

Maximize or restore the selected workbook window.

PRTSCR

Copy a picture of the screen to the Clipboard.

ALT+PRINT

Copy a picture of the selected window to the Clipboard.

SCREEN

32

Access and Use Smart Tags ALT+SHFT+F10

Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and display its menu or message.

DOWN ARROW

Select the next item in a smart tag menu.

UP ARROW

Select the previous item in a smart tag menu.

ENTER

Perform the action for the selected item in a smart tag menu.

ESC

Close the smart tag menu or message.

Access and Use Task Panes F6

Move to a task pane (task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) from another pane in the program window. (You may need to press F6 more than once.) Notes If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar, and then pressing CTRL+TAB to move to the task pane. In a worksheet that has been split (Window menu, Split command), F6 includes the split panes when switching between panes.

CTRL+TAB

When a menu or toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) is active, move to a task pane. (You may need to press CTRL+TAB more than once.)

TAB or SHFT+TAB

When a task pane is active, select the next or previous option in the task pane

CTRL+SPACEBAR

Display the full set of commands on the task pane menu

DOWN ARROW or

Move among choices in a selected submenu; move among certain options in a group of options

UP ARROW SPACEBAR or

Open the selected menu, or perform the action assigned to the selected button

ENTER SHFT+F10

Open a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.); open a drop-down menu for the selected gallery item

HOME or END

When a menu or submenu is visible, select the first or last command on the menu or submenu 33

PAGE UP or PAGE

Scroll up or down in the selected gallery list

DOWN CTRL+HOME or

Move to the top or bottom of the selected gallery list

CTRL+END

Access and Use Menus and Toolbars F10 or ALT

Select the menu bar (menu bar: The horizontal bar below the title bar that contains the names of menus. A menu bar can be the built-in menu bar or a custom menu bar.), or close an open menu and submenu at the same time.

TAB or SHFT+TAB

When a toolbar is selected, select the next or previous button or menu on the toolbar.

CTRL+TAB or

When a toolbar is selected, select the next or previous toolbar.

CTRL+SHFT+TAB ENTER

Open the selected menu, or perform the action for the selected button or command.

SHFT+F10

Display the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.) for the selected item.

ALT+SPACEBAR

Display the Control menu for the Excel window.

DOWN ARROW or UP

When a menu or submenu is open, select the next or previous command.

ARROW LEFT ARROW or RIGHT

Select the menu to the left or right. When a submenu is open, switch between the main menu and the submenu.

ARROW HOME or END

Select the first or last command on the menu or submenu.

ESC

Close an open menu. When a submenu is open, close only the submenu.

CTRL+DOWN ARROW

Display the full set of commands on a menu.

CTRL+7

Show or hide the Standard toolbar.

34

Use the Open, Save as and Insert Picture Dialogue Boxes ALT+1

Go to the previous folder

ALT+2

Up One Level button: open the folder up one level above the open folder

ALT+3

Search the Web button: close the dialog box and open your Web search page (search page: A page from which you can find and go to other Internet sites or to documents on an intranet. Many search pages provide various ways to search, such as by topic, by keyword, or by matches to user queries.)

ALT+4

Delete button: delete the selected folder or file

ALT+5

Create New Folder button: create a new folder

ALT+6

Views button: switch among available folder views

ALT+7 or ALT+L

Tools button: show the Tools menu

SHFT+F10

Display a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.) for a selected item such as a folder or file

TAB

Move between options or areas in the dialog box

F4 or ALT+I

Open the Look in list

F5

Refresh the file list

Work with Worksheets SHFT+F11 or ALT+SHFT+F1

Insert a new worksheet.

CTRL+PAGE DOWN

Move to the next sheet in the workbook.

CTRL+PAGE UP

Move to the previous sheet in the workbook.

SHFT+CTRL+PAGE DOWN

Select the current and next sheet. To cancel selection of multiple sheets, press CTRL+PAGE DOWN or, to select a different sheet, press CTRL+PAGE UP.

SHFT+CTRL+PAGE UP

Select the current and previous sheet.

ALT+O, H, R

Rename the current sheet (Format menu, Sheet submenu, Rename command).

ALT+E, M

Move or copy the current sheet (Edit menu, Move or Copy Sheet command).

ALT+E, L

Delete the current sheet (Edit menu, Delete Sheet command). 35

Move and Scroll within Worksheets Arrow keys

Move one cell up, down, left, or right.

TAB

Move one cell to the right.

SHFT+TAB

Move one cell to the left.

CTRL+arrow key

Move to the edge of the current data region (data region: A range of cells that contains data and that is bounded by empty cells or worksheet borders.).

HOME

Move to the beginning of the row.

CTRL+HOME

Move to the beginning of the worksheet.

CTRL+END

Move to the last cell on the worksheet, in the bottom-most used row of the rightmost used column.

PAGE DOWN

Move down one screen.

PAGE UP

Move up one screen.

ALT+PAGE DOWN

Move one screen to the right.

ALT+PAGE UP

Move one screen to the left.

F6

Switch to the next pane in a worksheet that has been split (Window menu, Split command). Note When the task pane (task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) is visible, F6 includes that pane when switching between panes.

SHFT+F6

Switch to the previous pane in a worksheet that has been split. Note When the task pane is visible, SHIFT+F6 includes that pane when switching between panes.

CTRL+BACKSPACE

Scroll to display the active cell.

F5

Display the Go To dialog box.

SHFT+F5

Display the Find dialog box.

SHFT+F4

Repeat the last Find action (same as Find Next).

TAB

Move between unlocked cells on a protected worksheet.

36

Move within a selected range ENTER

Move from top to bottom within the selected range.

SHFT+ENTER

Move from bottom to top within the selected range.

TAB

Move from left to right within the selected range. If cells in a single column are selected, move down.

SHFT+TAB

Move from right to left within the selected range. If cells in a single column are selected, move up.

CTRL+PERIOD

Move clockwise to the next corner of the selected range.

CTRL+ALT+RIGHT ARROW

In nonadjacent selections, switch to the next selection to the right.

CTRL+ALT+LEFT ARROW

Switch to the next nonadjacent selection to the left.

Move and scroll with SCROLL LOCK SCROLL LOCK

Turn SCROLL LOCK on or off.

HOME

Move to the cell in the upper-left corner of the window.

END

Move to the cell in the lower-right corner of the window.

UP ARROW or DOWN ARROW

Scroll one row up or down.

LEFT ARROW or RIGHT ARROW

Scroll one column left or right.

Select cells, rows, columns and objects CTRL+SPACEBAR

Select the entire column.

SHFT+SPACEBAR

Select the entire row.

CTRL+A

Select the entire worksheet. If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

SHFT+BACKSPACE

With multiple cells selected, select only the active cell.

CTRL+SHFT+SPACEBAR

Selects the entire worksheet. If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region. Pressing CTRL+SHIFT+SPACEBAR a second time selects the entire worksheet. When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet

CTRL+6

Alternate between hiding objects, displaying objects, and displaying placeholders for objects. 37

Select cells with specific characteristics CTRL+SHFT+* (asterisk)

Select the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable report, select the entire PivotTable report.

CTRL+/

Select the array (array: Used to build single formulas that produce multiple results or that operate on a group of arguments that are arranged in rows and columns. An array range shares a common formula; an array constant is a group of constants used as an argument.) containing the active cell.

CTRL+SHFT+O (the letter O)

Select all cells that contain comments.

CTRL+\

In a selected row, select the cells that don't match the formula or static value in the active cell.

CTRL+SHFT+|

In a selected column, select the cells that don't match the formula or static value in the active cell.

CTRL+[ (opening bracket)

Select all cells directly referenced by formulas in the selection.

CTRL+SHFT+{ (opening brace)

Select all cells directly or indirectly referenced by formulas in the selection.

CTRL+] (closing bracket)

Select cells that contain formulas that directly reference the active cell.

CTRL+SHFT+} (closing brace)

Select cells that contain formulas that directly or indirectly reference the active cell.

ALT+; (semicolon)

Select the visible cells in the current selection.

38

Extend a selection F8

Turn extend mode on or off. In extend mode, EXT appears in the status line, and the arrow keys extend the selection.

SHFT+F8

Add another range of cells to the selection; or use the arrow keys to move to the start of the range you want to add, and then press F8 and the arrow keys to select the next range.

SHFT+arrow key

Extend the selection by one cell.

CTRL+SHFT+arrow key

Extend the selection to the last nonblank cell in the same column or row as the active cell.

SHFT+HOME

Extend the selection to the beginning of the row.

CTRL+SHFT+HOME

Extend the selection to the beginning of the worksheet.

CTRL+SHFT+END

Extend the selection to the last used cell on the worksheet (lower-right corner).

SHFT+PAGE DOWN

Extend the selection down one screen.

SHFT+PAGE UP

Extend the selection up one screen.

END+SHFT+arrow key

Extend the selection to the last nonblank cell in the same column or row as the active cell.

END+SHFT+HOME

Extend the selection to the last used cell on the worksheet (lower-right corner).

END+SHFT+ENTER

Extend the selection to the last cell in the current row. This key sequence does not work if you have turned on transition navigation keys (Tools menu, Options command, Transition tab).

SCROLL LOCK+SHFT+HOME

Extend the selection to the cell in the upper-left corner of the window.

SCROLL LOCK+SHFT+END

Extend the selection to the cell in the lower-right corner of the window.

39

Enter Data ENTER

Complete a cell entry and select the cell below.

ALT+ENTER

Start a new line in the same cell.

CTRL+ENTER

Fill the selected cell range with the current entry.

SHFT+ENTER

Complete a cell entry and select the previous cell above.

TAB

Complete a cell entry and select the next cell to the right.

SHFT+TAB

Complete a cell entry and select the previous cell to the left.

ESC

Cancel a cell entry.

Arrow keys

Move one character up, down, left, or right.

HOME

Move to the beginning of the line.

F4 or CTRL+Y

Repeat the last action.

CTRL+SHFT+F3

Create names (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) from row and column labels.

CTRL+D

Fill down.

CTRL+R

Fill to the right.

CTRL+F3

Define a name.

CTRL+K

Insert a hyperlink (hyperlink: Coloured and underlined text or a graphic that you click to go to a file, a location in a file, a Web page on the World Wide Web, or a Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher, Telnet, and FTP sites.).

CTRL+; (semicolon)

Enter the date.

CTRL+SHFT+: (colon)

Enter the time.

ALT+DOWN ARROW

Display a drop-down list of the values in the current column of a range.

CTRL+Z

Undo the last action.

40

Enter and calculate formulas = (equal sign)

Start a formula.

F2

Move the insertion point into the Formula Bar when editing in a cell is turned off.

BACKSPACE

In the Formula Bar, delete one character to the left.

ENTER

Complete a cell entry from the cell or Formula Bar.

CTRL+SHFT+ENTER

Enter a formula as an array formula (array formula: A formula that performs multiple calculations on one or more sets of values, and then returns either a single result or multiple results. Array formulas are enclosed between braces { } and are entered by pressing CTRL+SHIFT+ENTER.).

ESC

Cancel an entry in the cell or Formula Bar.

SHFT+F3

In a formula, display the Insert Function dialog box.

CTRL+A

When the insertion point is to the right of a function name in a formula, display the Function Arguments dialog box.

CTRL+SHFT+A

When the insertion point is to the right of a function name in a formula, insert the argument names and parentheses.

F3

Paste a defined name (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) into a formula.

ALT+= (equal sign)

Insert an AutoSum formula with the SUM function.

CTRL+SHFT+ (quotation mark)

Copy the value from the cell above the active cell into the cell or the Formula Bar.

CTRL+' (apostrophe)

Copies a formula from the cell above the active cell into the cell or the Formula Bar.

CTRL+` (single left quotation mark)

Alternate between displaying cell values and displaying formulas.

F9

Calculate all worksheets in all open workbooks.

SHFT+F9

Calculate the active worksheet. Note When a portion of a formula is selected, calculate the selected portion. You can then press ENTER or CTRL+SHIFT+ENTER (for array formulas) to replace the selected portion with the calculated value.

41

CTRL+ALT+F9

Calculate all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.

CTRL+ALT+SHFT+F9

Rechecks dependent formulas and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated.

Edit data F2

Edit the active cell and position the insertion point at the end of the cell contents.

ALT+ENTER

Start a new line in the same cell.

BACKSPACE

Edit the active cell and then clear it, or delete the preceding character in the active cell as you edit cell contents.

DELETE

Delete the character to the right of the insertion point, or delete the selection.

CTRL+DELETE

Delete text to the end of the line.

F7

Display the Spelling dialog box.

SHFT+F2

Edit a cell comment.

ENTER

Complete a cell entry and select the next cell below.

CTRL+Z

Undo the last action.

ESC

Cancel a cell entry.

CTRL+SHFT+Z

When the AutoCorrect Smart Tags is displayed, undo or redo the last automatic correction.

Insert, delete and copy cells CTRL+C

Copy the selected cells.

CTRL+C, immediately followed by another CTRL+C

Display the Microsoft Office Clipboard (multiple copy and paste).

CTRL+X

Cut the selected cells.

CTRL+V

Paste copied cells.

DELETE

Clear the contents of the selected cells.

CTRL+HYPHEN

Delete the selected cells.

CTRL+SHFT+PLUS SIGN

Insert blank cells.

42

Format data ALT+' (apostrophe)

Display the Style dialog box.

CTRL+1

Display the Format Cells dialog box.

CTRL+SHFT+~

Apply the General number format.

CTRL+SHFT+$

Apply the Currency format with two decimal places (negative numbers in parentheses).

CTRL+SHFT+%

Apply the Percentage format with no decimal places.

CTRL+SHFT+^

Apply the Exponential number format with two decimal places.

CTRL+SHFT+#

Apply the Date format with the day, month, and year.

CTRL+SHFT+@

Apply the Time format with the hour and minute, and AM or PM.

CTRL+SHFT+!

Apply the Number format with two decimal places, thousands separator, and minus sign (-) for negative values.

CTRL+B

Apply or remove bold formatting.

CTRL+I

Apply or remove italic formatting.

CTRL+U

Apply or remove underlining.

CTRL+5

Apply or remove strikethrough.

CTRL+9

Hide the selected rows.

CTRL+SHFT+( (opening parenthesis)

Unhide any hidden rows within the selection.

CTRL+0 (zero)

Hide the selected columns.

CTRL+SHFT+) (closing parenthesis)

Unhide any hidden columns within the selection.

CTRL+SHFT+&

Apply the outline border to the selected cells.

CTRL+SHFT+_

Remove the outline border from the selected cells.

43

Use the Border tab in the Format Cells dialogue box ALT+T

Apply or remove the top border.

ALT+B

Apply or remove the bottom border.

ALT+L

Apply or remove the left border.

ALT+R

Apply or remove the right border.

ALT+H

If cells in multiple rows are selected, apply or remove the horizontal divider.

ALT+V

If cells in multiple columns are selected, apply or remove the vertical divider.

ALT+D

Apply or remove the downward diagonal border.

ALT+U

Apply or remove the upward diagonal border.

Use data forms (Data Menu, Form command) DOWN ARROW

Move to the same field in the next record.

UP ARROW

Move to the same field in the previous record.

TAB and SHFT+TAB

Move to each field in the record, then to each command button.

ENTER

Move to the first field in the next record.

SHFT+ENTER

Move to the first field in the previous record.

PAGE DOWN

Move to the same field 10 records forward.

CTRL+PAGE DOWN

Start a new, blank record.

PAGE UP

Move to the same field 10 records back.

CTRL+PAGE UP

Move to the first record.

HOME or END

Move to the beginning or end of a field.

SHFT+END

Extend selection to the end of a field.

SHFT+HOME

Extend selection to the beginning of a field.

LEFT ARROW or RIGHT ARROW

Move one character left or right within a field.

SHFT+LEFT ARROW

Select the character to the left within a field.

SHFT+RIGHT ARROW

Select the character to the right within a field. 44

Filter ranges (Data Menu, Auto Filter command) ALT+DOWN ARROW

In the cell that contains the drop-down arrow, displays the AutoFilter list for the current column.

DOWN ARROW

Selects the next item in the AutoFilter list.

UP ARROW

Selects the previous item in the AutoFilter list.

ALT+UP ARROW

Closes the AutoFilter list for the current column.

HOME

Selects the first item (All) in the AutoFilter list.

END

Selects the last item in the AutoFilter list.

ENTER

Filters the range based on the item selected from the AutoFilter list.

Show, hide and outline data ALT+SHFT+RIGHT ARROW

Groups rows or columns.

ALT+SHFT+LEFT ARROW

Ungroups rows or columns.

CTRL+8

Displays or hides the outline symbols.

CTRL+9

Hides the selected rows.

CTRL+SHFT+( (opening parenthesis)

Unhides any hidden rows within the selection.

CTRL+0 (zero)

Hides the selected columns.

CTRL+SHFT+) (closing parenthesis)

Unhides any hidden columns within the selection.

45

Use the PivotTable and PivotChart Wizard - Layout dialog box UP ARROW or DOWN ARROW

Selects the previous or next field button in the list on the right.

LEFT ARROW or RIGHT ARROW

With two or more columns of field buttons, selects the button to the left or right.

ALT+R

Moves the selected field into the Row area.

ALT+C

Moves the selected field into the Column area.

ALT+D

Moves the selected field into the Data area.

ALT+P

Moves the selected field into the Page area.

ALT+L

Displays the PivotTable Field dialog box for the selected field.

CTRL+SHFT+* (asterisk)

Selects an entire PivotTable report.

ALT+SHFT+RIGHT ARROW

Groups the selected items in a PivotTable field.

ALT+SHFT+LEFT ARROW

Ungroups grouped items in a PivotTable field.

Create charts and select chart elements F11 or ALT+F1

Creates a chart of the data in the current range.

CTRL+PAGE DOWN

Selects a chart sheet: selects the next sheet in the workbook, until the chart sheet you want is selected.

CTRL+PAGE UP

Selects a chart sheet: selects the previous sheet in the workbook, until the chart sheet you want is selected.

DOWN ARROW

Select the previous group of elements in a chart.

UP ARROW

Selects the next group of elements in a chart.

RIGHT ARROW

Selects the next element within a group.

LEFT ARROW

Selects the previous element within a group.

46

Send e-mail messages SHFT+TAB

When cell A1 is selected, moves to the Introduction box in the e-mail message header. In the message header, moves to the Subject, Bcc (if displayed), Cc, To, and From (if displayed) boxes, then to the address book for the Bcc, Cc, To, and From boxes, and then to cell A1.

ALT+S

Sends the e-mail message.

CTRL+SHFT+B

Opens the Address Book.

ALT+O

Opens the Options menu for access to the Options, Bcc Field, and From Field commands.

ALT+P

Opens the Outlook Message Options dialog box (Options menu, Options command).

ALT+K

Checks the names in the To, Cc, and Bcc boxes against the Address Book.

ALT+PERIOD

Opens the Address Book for the To box.

ALT+C

Opens the Address Book for the Cc box.

ALT+B

If the Bcc box is displayed, opens the Address Book for the Bcc box.

ALT+J

Goes to the Subject box.

CTRL+SHFT+G

Creates a message flag.

ALT+A

Adds interactivity to the range or sheet being sent.

Work with macros ALT+F8

Displays the Macro dialog box.

ALT+F11

Displays the Visual Basic Editor.

CTRL+F11

Inserts a Microsoft Excel 4.0 macro sheet.

47

Keyboard Shortcuts for Word Access and use menus and toolbars F10 or ALT

Select the menu bar (menu bar: The horizontal bar below the title bar that contains the names of menus. A menu bar can be the built-in menu bar or a custom menu bar.), or close an open menu and submenu at the same time.

CTRL+TAB or CTRL+SHFT+TAB

Select a task pane or toolbar after pressing F10 or ALT to select the menu bar. Pressing the keys repeatedly moves the focus among the open toolbars, menu bars, and task pane.

TAB or SHFT+TAB

When a toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) or menu bar is selected, select the next or previous button or menu.

ENTER

Open the selected menu, or perform the action for the selected button or command.

SHFT+F10

Display the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.) for the selected item.

ALT+SPACEBAR

Display the title bar shortcut menu.

DOWN ARROW or UP ARROW

When a menu or submenu (submenu: A menu that appears when a user points to a command on a higherlevel menu.) is open, select the next or previous command.

LEFT ARROW or RIGHT ARROW

Select the menu to the left or right. When a submenu is open, switch between the main menu and the submenu.

HOME or END

Select the first or last command on the menu or submenu.

ESC

Close an open menu. When a submenu is open, close only the submenu.

SHFT+DOWN ARROW

Open the selected menu.

CTRL+DOWN ARROW

When a shortened menu is open, display the full set of commands.

ALT+CTRL+= (equal sign)

Add a toolbar button to a menu. When you type this shortcut key and then click a toolbar button, Microsoft Word adds the button to the appropriate menu. For example, click Bullets on the Formatting toolbar to add the Bullets command to the Format menu.

48

ALT+CTRL+- (dash key)

Remove a command from a menu. When you type this shortcut key and then select a menu command, the command is removed. You can add the menu command back to the menu if you change your mind.

ALT+CTRL++ (plus key on

Customize the shortcut key for a menu command. When you type this shortcut key and then select a menu

numeric keypad)

command, the Customize Keyboard dialog box opens so you can add, change, or remove the shortcut key.

Access and use task panes CTRL+F1

Open the task pane or hide the current task pane.

F6

Move to a task pane (task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) from another pane in the program window. (You may need to press F6 more than once.) Note If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar, and then pressing CTRL+TAB to move to the task pane. In addition, if you open a dialog box from the Reveal Formatting task pane, the focus may be in your document after you close the dialog box, rather than in the task pane. You can use F6 or CTRL+TAB to return to the task pane.

CTRL+TAB

When a menu or toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) is active, move to a task pane. (You may need to press CTRL+TAB more than once.)

CTRL+SPACEBAR

Open the menu of task panes.

ALT+HOME

Go to the Getting Started task pane.

ALT+LEFT ARROW

Reverse the sequence of task panes you opened.

ALT+RIGHT ARROW

Repeat the sequence of task panes you opened.

ESC

Close a menu if one is currently open, or go back to the document.

TAB or SHFT+TAB

When a task pane is active, select the next or previous option in the task pane.

DOWN ARROW or UP ARROW

Move among choices in a selected submenu; move among certain options in a group of options.

SPACEBAR or ENTER

Open the selected menu, or perform the action assigned to the selected button.

49

SHFT+F10

Open a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.) in a document; open a drop-down menu for the selected gallery item.

HOME or END

When a menu or submenu is visible, select the first or last command on the menu or submenu.

PAGE UP or PAGE DOWN

Scroll up or down in the selected gallery list.

CTRL+RIGHT ARROW or

Expand or collapse a collapsible item in the gallery list.

CTRL+LEFT ARROW CTRL+HOME or CTRL+END

Move to the top or bottom of the selected gallery list.

Use the Open, Save As, and Insert Picture dialog boxes CTRL+F12

Display the Open dialog box.

F12

Display the Save As dialog box.

ALT+1

Go to the previous folder ().

ALT+2

Open the folder up one level from the open folder (Up One Level button ).

ALT+3

Close the dialog box and open your World Wide Web (World Wide Web (WWW): The multimedia branch of the Internet that presents not only text, but also graphics, sound, and video. On the Web, users can easily jump from item to item, page to page, or site to site by using hyperlinks.) search page (Search the Web button ).

ALT+4

Delete the selected folder or file (Delete button ).

ALT+5

Create a new subfolder in the open folder (Create New Folder button ).

ALT+6

Switch between List, Details, Properties, Preview Thumbnails, Tiles, and Icons views (click the arrow next to Views ).

ALT+7 or ALT+L

Show the Tools menu (Tools button).

SHFT+F10

Display a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.) for a selected item such as a folder or file.

TAB

Move between options or areas in the dialog box.

F4 or ALT+I

Open the Look in or Save in list.

F5

Update the files visible in the Open or Save As dialog box (File menu). 50

Common tasks done in a Microsoft Word document CTRL+SHFT+SPACEBAR

Create a nonbreaking space.

CTRL+HYPHEN

Create a nonbreaking hyphen.

CTRL+B

Make letters bold.

CTRL+I

Make letters italic.

CTRL+U

Make letters underline.

CTRL+SHFT+<

Decrease font size.

CTRL+SHFT+>

Increase font size.

CTRL+SPACEBAR

Remove paragraph or character formatting.

CTRL+C

Copy the selected text or object.

CTRL+X

Cut the selected text or object.

CTRL+V

Paste text or an object.

CTRL+Z

Undo the last action.

CTRL+Y

Redo the last action.

Speech and handwriting recognition Left ALT+SHFT

Switch between languages or keyboard layouts.

+V

Switch microphone on or off.

+T

Switch between Voice Command mode and Dictation mode.

+C

Display a list of correction alternatives.

51

Sending e-mail messages ALT+S

Send the active document (active document: The document in which you're working. Text you type or graphics you insert in Microsoft Word appear in the active document. The title bar of the active document is highlighted.) or message.

CTRL+SHFT+B

Open the Address Book.

ALT+K, CTRL+K

When the insertion point is in the message header, check the names on the To, Cc, and Bcc lines against the Address Book.

ALT+. (period)

Open the Address Book in the To field.

ALT+C

When the insertion point is in the message header, open the Address Book in the Cc field.

ALT+B

If the Bcc field is visible, open the Address Book in the Bcc field. To display the Bcc field, open the Address Book for any field, and insert or type a name in the Bcc box.

ALT+J

Go to the Subject field.

ALT+P

Open the Microsoft Outlook Message Options dialog box.

CTRL+SHFT+G

Create a message flag.

TAB

When the insertion point is in the message header, move to the next box in the e-mail header. When the last box in the e-mail header is active, TAB moves the insertion point to the body of the document or message.

SHFT+TAB

Select the previous field or button in the e-mail header.

CTRL+TAB

When the insertion point is in the message header, select the Send button. You can then use the arrow keys to move to the other buttons. To perform the action for the selected button or command, press ENTER.

Create, view, and save documents CTRL+N

Create a new document of the same type as the current or most recent document.

CTRL+O

Open a document.

CTRL+W

Close a document.

ALT+CTRL+S

Split the document window.

ALT+SHFT+C

Remove the document window split.

CTRL+S

Save a document.

52

Find, replace, and browse through text CTRL+F

Find text, formatting, and special items.

ALT+CTRL+Y

Repeat find (after closing Find and Replace window).

CTRL+H

Replace text, specific formatting, and special items.

CTRL+G

Go to a page, bookmark, footnote, table, comment, graphic, or other location.

ALT+CTRL+Z

Switch between documents or sections of a document, and between a document and an open e-mail message if you use Word as your e-mail editor.

ALT+CTRL+HOME

Open a list of browse options; use the arrow keys to select an option, and then press ENTER to browse through a document by using the selected option.

Undo and redo actions ESC

Cancel an action.

CTRL+Z

Undo an action.

CTRL+Y

Redo or repeat an action.

Switch to another view ALT+CTRL+P

Switch to print layout view (Print Layout view: A view of a document or other object as it will appear when you print it. For example, items such as headers, footnotes, columns, and text boxes appear in their actual positions.).

ALT+CTRL+O

Switch to outline view (outline view: A view that shows the headings of a document indented to represent their level in the document's structure. You can also use outline view to work with master documents.).

ALT+CTRL+N

Switch to normal view (normal view: A view that shows text formatting and a simplified page layout. Normal view is convenient for most editing and formatting tasks.).

ALT+R

Switch to Reading View.

CTRL+\

Expand or collapse subdocuments in a master document.

53

Outline view ALT+SHFT+LEFT ARROW

Promote a paragraph.

ALT+SHFT+RIGHT ARROW

Demote a paragraph.

CTRL+SHFT+N

Demote to body text.

ALT+SHFT+UP ARROW

Move selected paragraphs up.

ALT+SHFT+DOWN ARROW

Move selected paragraphs down.

ALT+SHFT+PLUS SIGN

Expand text under a heading.

ALT+SHFT+MINUS SIGN

Collapse text under a heading.

ALT+SHFT+A

Expand or collapse all text or headings.

The slash (/) key on the numeric keypad

Hide or display character formatting.

ALT+SHFT+L

Show the first line of body text or all body text.

ALT+SHFT+1

Show all headings with the Heading 1 style.

ALT+SHFT+n

Show all headings up to Heading n.

CTRL+TAB

Insert a tab character.

Printing and previewing documents CTRL+P

Print a document.

ALT+CTRL+I

Switch in or out of print preview (print preview: A view of a document as it will appear when you print it.).

Arrow keys

Move around the preview page when zoomed in.

PAGE UP or PAGE DOWN

Move by one preview page when zoomed out.

CTRL+HOME

Move to the first preview page when zoomed out.

CTRL+END

Move to the last preview page when zoomed out.

54

Reviewing documents ALT+CTRL+M

Insert a comment (comment: A note or annotation that an author or reviewer adds to a document. Microsoft Word displays the comment in a balloon in the margin of the document or in the Reviewing Pane.).

CTRL+SHFT+E

Turn track changes (tracked change: A mark that shows where a deletion, insertion, or other editing change has been made in a document.) on or off.

ALT+SHFT+C

Close the Reviewing Pane if it is open.

Reading layout view HOME

Go to beginning of document.

END

Go to end of document.

Number, then ENTER

Go to page number.

CTRL+]

Increase the size of selected text by one point.

CTRL+[

Decrease the size of selected text by one point.

ESC

Exit reading layout view.

References, footnotes, and endnotes ALT+SHFT+O

Mark a table of contents entry.

ALT+SHFT+I

Mark a table of authorities entry (citation).

ALT+SHFT+X

Mark an index entry.

ALT+CTRL+F

Insert a footnote.

ALT+CTRL+D

Insert an endnote.

55

Working with Web pages CTRL+K

Insert a hyperlink (hyperlink: Coloured and underlined text or a graphic that you click to go to a file, a location in a file, a Web page on the World Wide Web, or a Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher, Telnet, and FTP sites.).

ALT+LEFT ARROW

Go back one page.

ALT+RIGHT ARROW

Go forward one page.

F9

Refresh.

Delete text and graphics BACKSPACE

Delete one character to the left.

CTRL+BACKSPACE

Delete one word to the left.

DELETE

Delete one character to the right.

CTRL+DELETE

Delete one word to the right.

CTRL+X

Cut selected text to the Office Clipboard.

CTRL+Z

Undo the last action.

CTRL+F3

Cut to the Spike (Spike: A special AutoText entry that stores multiple deletions. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document. You can also use the Microsoft Office Clipboard to get the same result.).

56

Copy and move text and graphics CTRL+C

Copy text or graphics.

CTRL+C, CTRL+C

Display the Office Clipboard.

F2 (then move

Move text or graphics.

the insertion point and press ENTER) ALT+F3

Create AutoText (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.).

CTRL+V

Paste the Office Clipboard contents.

CTRL+SHFT+F3

Paste the Spike (Spike: A special AutoText entry that stores multiple deletions. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document. You can also use the Microsoft Office Clipboard to get the same result.) contents.

ALT+SHFT+R

Copy the header or footer used in the previous section of the document.

Insert Paragraphs and tab characters in a table ENTER

New paragraphs in a cell

CTRL+TAB

Tab characters in a cell

Copy Formatting CTRL+SHFT+C

Copy formatting from text.

CTRL+SHFT+V

Apply copied formatting to text.

57

Insert Special Characters CTRL+F9

A field

ENTER (after typing the first few

An AutoText (AutoText: A storage location for text or graphics you want to use again, such as a

characters of the AutoText entry name

standard contract clause or a long distribution list. Each selection of text or graphics is recorded as

and when the ScreenTip appears)

an AutoText entry and is assigned a unique name.) entry

SHFT+ENTER

A line break

CTRL+ENTER

A page break

CTRL+SHFT+ENTER

A section break

ALT+CTRL+MINUS SIGN

An em dash

CTRL+MINUS SIGN

An en dash

CTRL+HYPHEN

An optional hyphen

CTRL+SHFT+HYPHEN

A nonbreaking hyphen

CTRL+SHFT+SPACEBAR

A nonbreaking space

ALT+CTRL+C

The copyright symbol

ALT+CTRL+R

The registered trademark symbol

ALT+CTRL+T

The trademark symbol

ALT+CTRL+PERIOD

An ellipsis

CTRL+`, `

A single opening quotation mark

CTRL+', '

A single closing quotation mark

CTRL+`, SHFT+'

Double opening quotation marks

CTRL+', SHFT+'

Double closing quotation marks

58

Extend a Selection F8

Turn extend mode on.

F8, and then press LEFT ARROW or RIGHT ARROW

Select the nearest character.

F8 (press once to select a word, twice to select a

Increase the size of a selection.

sentence, and so on) SHFT+F8

Reduce the size of a selection.

ESC

Turn extend mode off.

SHFT+RIGHT ARROW

One character to the right

SHFT+LEFT ARROW

One character to the left

CTRL+SHFT+RIGHT ARROW

To the end of a word

CTRL+SHFT+LEFT ARROW

To the beginning of a word

SHFT+END

To the end of a line

SHFT+HOME

To the beginning of a line

SHFT+DOWN ARROW

One line down

SHFT+UP ARROW

One line up

CTRL+SHFT+DOWN ARROW

To the end of a paragraph

CTRL+SHFT+UP ARROW

To the beginning of a paragraph

SHFT+PAGE DOWN

One screen down

SHFT+PAGE UP

One screen up

CTRL+SHFT+HOME

To the beginning of a document

CTRL+SHFT+END

To the end of a document

ALT+CTRL+SHFT+PAGE DOWN

To the end of a window

CTRL+A

To include the entire document

CTRL+SHFT+F8, and then use the arrow keys;

A vertical block of text

press ESC to cancel selection mode F8+arrow keys; press ESC to cancel selection mode

To a specific location in a document 59

Select Text and Graphics in a Table TAB

Select the next cell's contents.

SHFT+TAB

Select the preceding cell's contents.

Hold down SHFT and press an arrow key repeatedly

Extend a selection to adjacent cells.

Click in the column's top or bottom cell. Hold down SHFT and

Select a column.

press the UP ARROW or DOWN ARROW key repeatedly CTRL+SHFT+F8, and then use the arrow keys; press ESC to

Extend a selection (or block).

cancel selection mode SHFT+F8

Remove the selection.

ALT+5 on the numeric keypad (with NUM LOCK off)

Select an entire table.

Moving Around in a Table TAB

Next cell in a row

SHFT+TAB

Previous cell in a row

ALT+HOME

First cell in a row

ALT+END

Last cell in a row

ALT+PAGE UP

First cell in a column

ALT+PAGE DOWN

Last cell in a column

UP ARROW

Previous row

DOWN ARROW

Next row

60

Move the Insertion Point LEFT ARROW

One character to the left

RIGHT ARROW

One character to the right

CTRL+LEFT ARROW

One word to the left

CTRL+RIGHT ARROW

One word to the right

CTRL+UP ARROW

One paragraph up

CTRL+DOWN ARROW

One paragraph down

SHFT+TAB

One cell to the left (in a table)

TAB

One cell to the right (in a table)

UP ARROW

Up one line

DOWN ARROW

Down one line

END

To the end of a line

HOME

To the beginning of a line

ALT+CTRL+PAGE UP

To the top of the window

ALT+CTRL+PAGE DOWN

To the end of the window

PAGE UP

Up one screen (scrolling)

PAGE DOWN

Down one screen (scrolling)

CTRL+PAGE DOWN

To the top of the next page

CTRL+PAGE UP

To the top of the previous page

CTRL+END

To the end of a document

CTRL+HOME

To the beginning of a document

SHFT+F5

To a previous revision

SHFT+F5

After opening a document, to the location it was in when the document was last closed

61

Change or resize the font CTRL+SHFT+F

Change the font.

CTRL+SHFT+P

Change the font size.

CTRL+SHFT+>

Increase the font size.

CTRL+SHFT+<

Decrease the font size.

CTRL+]

Increase the font size by 1 point.

CTRL+[

Decrease the font size by 1 point.

Apply Character formats CTRL+D

Change the formatting of characters (Font command, Format menu).

SHFT+F3

Change the case of letters.

CTRL+SHFT+A

Format letters as all capitals.

CTRL+B

Apply bold formatting.

CTRL+U

Apply an underline.

CTRL+SHFT+W

Underline words but not spaces.

CTRL+SHFT+D

Double-underline text.

CTRL+SHFT+H

Apply hidden text formatting.

CTRL+I

Apply italic formatting.

CTRL+SHFT+K

Format letters as small capitals.

CTRL+EQUAL SIGN

Apply subscript formatting (automatic spacing).

CTRL+SHFT+PLUS

Apply superscript formatting (automatic spacing).

SIGN CTRL+SPACEBAR

Remove manual character formatting.

CTRL+SHFT+Q

Change the selection to the Symbol font.

62

Set Line Spacing CTRL+1

Single-space lines

CTRL+2

Double-space lines

CTRL+5

Set 1.5-line spacing

CTRL+0 (zero)

Add or remove one line space preceding a paragraph

Align Paragraphs CTRL+E

Centre a paragraph.

CTRL+J

Justify a paragraph.

CTRL+L

Left align a paragraph.

CTRL+R

Right align a paragraph.

CTRL+M

Indent a paragraph from the left.

CTRL+SHFT+M

Remove a paragraph indent from the left.

CTRL+T

Create a hanging indent.

CTRL+SHFT+T

Reduce a hanging indent.

CTRL+Q

Remove paragraph formatting.

Apply Paragraph Style CTRL+SHFT+S

Apply a style.

ALT+CTRL+K

Start AutoFormat.

CTRL+SHFT+N

Apply the Normal style.

63

Performing a Mail Merge ALT+SHFT+K

Preview a mail merge.

ALT+SHFT+N

Merge a document.

ALT+SHFT+M

Print the merged document.

ALT+SHFT+E

Edit a mail-merge data document.

ALT+SHFT+F

Insert a merge field.

64

Working with Fields ALT+SHFT+D

Insert a DATE field (field: A set of codes that instructs Microsoft Word to insert text, graphics, page numbers, and other material into a document automatically. For example, the DATE field inserts the current date.).

ALT+CTRL+L

Insert a LISTNUM field.

ALT+SHFT+P

Insert a PAGE field.

ALT+SHFT+T

Insert a TIME field.

CTRL+F9

Insert an empty field.

CTRL+SHFT+F7

Update linked information in a Microsoft Word source document.

F9

Update selected fields.

CTRL+SHFT+F9

Unlink a field.

SHFT+F9

Switch between a selected field code (field code: Placeholder text that shows where specified information from your data source will appear; the elements in a field that generate a field's result. The field code includes the field characters, field type, and instructions.) and its result (field results: Text or graphics inserted in a document when Microsoft Word carries out a field's instructions. When you print the document or hide field codes, the field results replace the field codes.).

ALT+F9

Switch between all field codes and their results.

ALT+SHFT+F9

Run GOTOBUTTON or MACROBUTTON from the field that displays the field results.

F11

Go to the next field.

SHFT+F11

Go to the previous field.

CTRL+F11

Lock a field.

CTRL+SHFT+F11

Unlock a field.

65

Function keys F1

Get Help or visit Microsoft Office Online.

F2

Move text or graphics.

F3

Insert an AutoText (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.) entry (after Microsoft Word displays the entry).

F4

Repeat the last action.

F5

Choose the Go To command (Edit menu).

F6

Go to the next pane or frame.

F7

Choose the Spelling command (Tools menu).

F8

Extend a selection.

F9

Update selected fields.

F10

Activate the menu bar.

F11

Go to the next field.

F12

Choose the Save As command (File menu).

66

SHIFT + Function key SHFT+F1

Start context-sensitive Help or reveal formatting.

SHFT+F2

Copy text.

SHFT+F3

Change the case of letters.

SHFT+F4

Repeat a Find or Go To action.

SHFT+F5

Move to the last change.

SHFT+F6

Go to the previous pane or frame.

SHFT+F7

Choose the Thesaurus command (Tools menu, Language submenu).

SHFT+F8

Shrink a selection.

SHFT+F9

Switch between a field code and its result.

SHFT+F10

Display a shortcut menu.

SHFT+F11

Go to the previous field.

SHFT+F12

Choose the Save command (File menu).

CTRL + ALT + Function key CTRL+ALT+F1

Display Microsoft System Information.

CTRL+ALT+F2

Open command (File menu).

67

CTRL + Function key CTRL+F2

Choose the Print Preview command (File menu).

CTRL+F3

Cut to the Spike (Spike: A special AutoText entry that stores multiple deletions. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document. You can also use the Microsoft Office Clipboard to get the same result.).

CTRL+F4

Close the window.

CTRL+F5

Restore the document window size (for example, after maximizing it).

CTRL+F6

Go to the next window.

CTRL+F7

Choose the Move command (title bar shortcut menu).

CTRL+F8

Choose the Size command (title bar shortcut menu).

CTRL+F9

Insert an empty field.

CTRL+F10

Maximize the document window.

CTRL+F11

Lock a field.

CTRL+F12

Choose the Open command (File menu).

CTRL + SHIFT + Function key CTRL+SHFT+F3

Insert the contents of the Spike.

CTRL+SHFT+F5

Edit a bookmark.

CTRL+SHFT+F6

Go to the previous window.

CTRL+SHFT+F7

Update linked information in a Microsoft Word source document.

CTRL+SHFT+F8

Extend a selection or block (then press an arrow key).

CTRL+SHFT+F9

Unlink a field.

CTRL+SHFT+F11

Unlock a field.

CTRL+SHFT+F12

Choose the Print command (File menu).

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ALT Function key ALT+F1

Go to the next field.

ALT+F3

Create an AutoText (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.) entry.

ALT+F4

Quit Microsoft Word.

ALT+F5

Restore the program window size.

ALT+F6

Move from an open dialog box back to the document for dialog boxes such as Find and Replace that support this behaviour.

ALT+F7

Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Tools menu, Options dialog box, Spelling & Grammar tab).

ALT+F8

Run a macro.

ALT+F9

Switch between all field codes and their results.

ALT+F10

Maximize the program window.

ALT+F11

Display Microsoft Visual Basic code.

ALT + SHIFT + Function key ALT+SHFT+F1

Go to the previous field.

ALT+SHFT+F2

Choose the Save command (File menu).

ALT+SHFT+F9

Run GOTOBUTTON or MACROBUTTON from the field that displays the field results.

ALT+SHFT+F10

Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and display its menu or message.

ALT+SHFT+F11

Start the Microsoft Script Editor.

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Keyboard Shortcuts for Powerpoint Move between Panes F6

Move clockwise among panes of normal view in Microsoft Powerpoint

SHFT+F6

Move counter clockwise among panes of normal view

CTRL+SHFT+TAB

Switch between Slides and Outline tabs of the Outline and Slides pane in normal view

Work in an Outline ALT+SHFT+LEFT ARROW

Promote a paragraph (paragraph: Text that has a carriage return (hard return) at the end of it, such as when you press ENTER. Each item in a bulleted or numbered list is a paragraph; a title or subtitle is also a paragraph.)

ALT SHFT RIGHT ARROW

Demote a paragraph in Microsoft Powerpoint

ALT+SHFT+UP ARROW

Move selected paragraphs up

ALT+SHFT+DOWN ARROW

Move selected paragraphs down

ALT+SHFT+1

Show heading level 1

ALT+SHFT+PLUS SIGN

Expand text below a heading

ALT SHFT MINUS SIGN

Collapse text below a heading in Microsoft Powerpoint

ALT+SHFT+A

Show all or collapse all text or headings

Show or hide a grid or guides SHFT+F9

Show or hide the grid (grid: A set of intersecting lines used to align objects.)

ALT+F9

Show or hide guides (guides: Nonprinting straight lines, both horizontal and vertical, used to visually align objects.)

CTRL G

Change grid or guide settings in Microsoft Powerpoint

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Select text and objects SHFT+RIGHT ARROW

One character to the right

SHFT+LEFT ARROW

One character to the left

CTRL SHFT RIGHT ARROW

To the end of a word in Microsoft Powerpoint

CTRL+SHFT+LEFT ARROW

To the beginning of a word

SHFT+UP ARROW

One line up

SHFT+DOWN ARROW

One line down

ESC

An object (with text selected inside the object)

TAB or SHFT+TAB until the object you want is selected

An object (with an object selected)

ENTER

Text within an object (with an object selected)

CTRL A (on the Slides tab)

All objects in Microsoft Powerpoint slides tab

CTRL A (in slide sorter view)

All slides in Microsoft Powerpoint

CTRL+A (on the Outline tab)

All text

Delete and copy text and objects BACKSPACE

Delete one character to the left

CTRL+BACKSPACE

Delete one word to the left

DELETE

Delete one character to the right in Microsoft Powerpoint

CTRL+DELETE

Delete one word to the right

CTRL+X

Cut selected object

CTRL+C

Copy selected object

CTRL V

Paste cut or copied object in Microsoft Powerpoint

CTRL+Z

Undo the last action

71

Move around in text LEFT ARROW

One character to the left

RIGHT ARROW

One character to the right in Microsoft Powerpoint

UP ARROW

One line up

DOWN ARROW

One line down

CTRL+LEFT ARROW

One word to the left

CTRL+RIGHT ARROW

One word to the right

END

To the end of a line

HOME

To the beginning of a line in Microsoft Powerpoint

CTRL+UP ARROW

Up one paragraph

CTRL+DOWN ARROW

Down one paragraph

CTRL+END

To the end of a text box (text box: A movable, resizable container for text or graphics. Use text boxes to position several blocks of text on a page or to give text a different orientation from other text in the document.)

CTRL+HOME

To the beginning of a text box

CTRL+ENTER

To the next title or body text placeholder (placeholders: Boxes with dotted or hatch-marked borders that are part of most slide layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.). If it is the last placeholder on a slide, this will insert a new slide with the same slide layout as the original slide.

SHFT F4

To repeat the last Find action in Microsoft Powerpoint

72

Move around in and work on tables TAB

Move to the next cell

SHFT+TAB

Move to the preceding cell

DOWN ARROW

Move to the next row

UP ARROW

Move to the preceding row

CTRL TAB

Insert a tab in a cell in Microsoft Powerpoint

ENTER

Start a new paragraph (paragraph: Text that has a carriage return (hard return) at the end of it, such as when you press ENTER. Each item in a bulleted or numbered list is a paragraph; a title or subtitle is also a paragraph.)

TAB at the end of the

Add a new row at the bottom of the table in Microsoft Powerpoint

last row

Format and align characters and paragraphs CTRL+SHFT+F

Change the font

CTRL SHFT P

Change the font size in Microsoft Powerpoint

CTRL+SHFT+>

Increase the font size

CTRL SHFT <

Decrease the font size in Microsoft Powerpoint

Copy text formats CTRL SHFT C

Copy formats in Microsoft Powerpoint

CTRL+SHFT+V

Paste formats

73

Apply character formats CTRL+T

Change the formatting of characters (Font command, Format menu) between sentence, lowercase, or uppercase

SHFT+F3

Change the case of letters

CTRL B

Apply bold formatting in Microsoft Powerpoint

CTRL+U

Apply an underline

CTRL I

Apply italic formatting in Microsoft Powerpoint

CTRL+EQUAL SIGN

Apply subscript formatting (automatic spacing)

CTRL+SHFT+PLUS SIGN

Apply superscript formatting (automatic spacing)

CTRL+SPACEBAR

Remove manual character formatting, such as subscript and superscript

Align paragraphs CTRL+E

Centre a paragraph (paragraph: Text that has a carriage return (hard return) at the end of it, such as when you press ENTER. Each item in a bulleted or numbered list is a paragraph; a title or subtitle is also a paragraph.)

CTRL+J

Justify a paragraph

CTRL L

Left align a paragraph in Microsoft Powerpoint

CTRL+R

Right align a paragraph

Apply superscript and subscript formatting CTRL EQUAL SIGN

Apply subscript formatting (automatic spacing) in Microsoft Powerpoint

CTRL+SHFT+PLUS SIGN

Apply superscript formatting (automatic spacing)

74

Run a slide show presentation N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or

Perform the next animation or advance to the next slide

the SPACEBAR (or click the mouse) P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE

Perform the previous animation or return to the previous slide in Microsoft Powerpoint

number+ENTER

Go to slide number

B or FULL STOP

Display a black screen, or return to the slide show from a black screen in Microsoft Powerpoint

W or COMMA

Display a white screen, or return to the slide show from a white screen

S or PLUS SIGN

Stop or restart a Microsoft Powerpoint automatic slide show

ESC, CTRL+BREAK, or HYPHEN

End a slide show

E

Erase on-screen annotations

H

Go to the next hidden slide

T

Set new timings while rehearsing

O

Use original timings while rehearsing

M

Use mouse-click to advance while rehearsing

1+ENTER (or press both mouse buttons for 2 seconds)

Return to the first slide in Microsoft Powerpoint

CTRL+P

Redisplay hidden pointer and/or change the pointer to a pen

CTRL+A

Redisplay hidden pointer and/or change the pointer to an arrow

CTRL+H

Hide the pointer and navigation button immediately

CTRL+U

Hide the pointer and navigation button in 15 seconds

SHFT+F10 (or right-click)

Display the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, rightclick an item or press SHFT+F10.)

75

TAB

Go to the first or next hyperlink (hyperlink: Coloured and underlined text or a graphic that you click to go to a file, a location in a file, a Web page on the World Wide Web, or a Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher, Telnet, and FTP sites.) on a slide

SHFT TAB

Go to the last or previous hyperlink on a slide in Microsoft Powerpoint

ENTER while a hyperlink is selected

Perform the mouse click behaviour of the selected hyperlink

SHFT+ENTER while a hyperlink is selected

Perform the mouse over behaviour of the selected hyperlink

Browse hyperlinks in a slide show presentation TAB

Go to the first or next hyperlink per slide

SHFT+TAB

Go to the last or previous hyperlink per slide

ENTER while a hyperlink is selected

Perform the mouse click behaviour of the selected hyperlink in Microsoft Powerpoint

SHFT+ENTER while a hyperlink is selected

Perform the mouse over behaviour of the selected hyperlink

Browse Web presentations TAB

Move forward through the hyperlinks in a Web presentation, the Address bar, and the Links bar

SHFT+TAB

Move back through the hyperlinks in a Web presentation, the Address bar, and the Links bar

ENTER

Perform the mouse click behaviour of the selected hyperlink

SPACEBAR

Go to the next slide in Microsoft Powerpoint

BACKSPACE

Go to the previous slide

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Send a presentation in an e-mail ALT+S

Send the current presentation as an e-mail message

CTRL SHFT B

Open the Address Book when in Microsoft Powerpoint

ALT+K

Check the names on the To, Cc, and Bcc lines against the Address Book

TAB

Select the next box in the e-mail header or the body of the message when the last box in the e-mail header is active

SHFT+TAB

Select the previous field or button in the e-mail header

Display and use windows ALT+TAB

Switch to the next window

ALT+SHFT+TAB

Switch to the previous window

CTRL+W or CTRL+F4

Close the active window

CTRL+F5

Restore the size of the active window after you've maximized it

F6

Move to a task pane (task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) from another pane in the program window (clockwise direction). You may need to press F6 more than once. Note If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar, and then pressing CTRL+TAB to move to the task pane.

SHFT+F6

Move to a pane from another pane in the program window (counterclockwise direction)

CTRL+F6

When more than one window is open, switch to the next window

CTRL+SHFT+F6

Switch to the previous window

CTRL+F7

When a document window is not maximized, performs the Move command (on the Control menu for the window). Use the arrow keys to move the window, and, when finished, press ESC.

CTRL+F8

When a document window is not maximized, performs the Size command (on the Control menu for the window). Use the arrow keys to resize the window, and, when finished, press ESC.

CTRL+F9

Minimize a window to an icon (works only for some Microsoft Office programs) 77

CTRL+F10

Maximize or restore a selected window

PRINT SCREEN

Copy a picture of the screen to the Clipboard

ALT+PRINT SCREEN

Copy a picture of the selected window to the Clipboard

78

Keyboard Shortcuts for Publisher Edit or Format Text F3 or CTRL+F or

Display the Find and Replace task pane, with the Find option selected under

SHFT+F4

Find or Replace. These keyboard shortcuts might not work if another task pane is already open.

CTRL+H

Display the Find and Replace task pane, with the Replace option selected under Find or Replace. These keyboard shortcuts might not work if another task pane is already open.

F7

Check spelling.

SHFT+F7

Display the Research task pane to find synonyms.

CTRL+A

If there is an insertion point in a text box, this keyboard shortcut selects all text in the current story (story: Text that's contained within a single text box or a chain of linked text boxes.). If there is no insertion point in any text box, it selects all the objects on a page.

CTRL+B

Make text bold.

CTRL+I

Italicize text.

CTRL+U

Underline text.

CTRL+SHFT+K

Make text small capital letters, or return small capital letters to upper and lower case. This keyboard shortcut is not available in Web view.

CTRL+SHFT+S

Select the Style box on the Formatting toolbar.

CTRL+SHFT+F

Select the Font box on the Formatting toolbar.

CTRL+SHFT+P

Select the Font Size box on the Formatting toolbar.

CTRL+SHFT+C

Copy formatting.

CTRL+SHFT+V

Paste formatting.

CTRL+SHFT+Y

Turn Special Characters on or off.

CTRL+SPACEBAR

Return character formatting to the current text style.

CTRL+=

Apply or remove subscript formatting.

CTRL+SHFT+=

Apply or remove superscript formatting.

CTRL+SHFT+]

Increase space between letters in a word (kerning).

CTRL+SHFT+[

Decrease space between letters in a word (kerning).

CTRL+]

Increase font size by 1.0 point.

CTRL+[

Decrease font size by 1.0 point.

CTRL+SHFT+>

Increase to the next size in the Font Size box.

CTRL+SHFT+<

Decrease to the next size in the Font Size box.

CTRL+E

Set center alignment for a paragraph.

CTRL+L

Set left-alignment for a paragraph.

CTRL+R

Set right-alignment for a paragraph.

CTRL+J

Set justified alignment for a paragraph. 79

CTRL+SHFT+D

Set distributed alignment for a paragraph. This keyboard shortcut is only available if support for Japanese, Simplified Chinese, Traditional Chinese, or Korean is enabled through Microsoft Office Language Settings.

CTRL+SHFT+J

Set newspaper alignment for a paragraph (East Asian languages only).

CTRL+SHFT+H

Display the Hyphenation dialog box. This keyboard shortcut is not available in Web view.

ALT+SHFT+T

Insert the current time.

ALT+SHFT+D

Insert the current date.

ALT+SHFT+P

Insert the current page number.

CTRL+SHFT+I

Display the Mail and Catalog Merge task pane open to step 3 of the mail merge procedure, if you have previously specified a data source.

CTRL+SHFT+0

Insert a zero-width non-breaking space.

(zero) CTRL+1

Set the current paragraph to single spacing.

CTRL+2

Set the current paragraph to double spacing.

CTRL+5

Set the current paragraph to 1.5 line spacing.

Copy text formats CTRL+SHFT+C

Copy formatting from text.

CTRL+SHFT+V

Apply copied formatting to text.

Copy, cut, paste or delete text or objects CTRL+C or CTRL+INSERT

Copy the selected text or object.

CTRL+X or SHFT+DELETE

Cut the selected text or object.

CTRL+V or SHFT+INSERT

Paste text or an object.

CTRL+SHFT+X

Delete selected object.

Undo or redo an action CTRL+Z or

Undo the last action.

ALT+BACKSPACE CTRL+Y or F4

Redo the last action.

ESC

If text is selected, deselects the text, but the object that contains the text remains selected. If an object is selected, deselects the object. If an object within a group is selected, deselects the object but the group remains selected. If text within a grouped object is selected, selects the object within the group. If the Preview Gallery is open, closes the Preview Gallery.

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Nudge an object Arrow keys

Nudge a selected object up, down, left, or right.

ALT+Arrow keys

If the selected object has an insertion point in its text, nudges the selected object up, down, left, or right.

Zoom F9

Switch between the current view and the actual size.

CTRL+SHFT+L

Zoom to full page view.

Layer objects ALT+F6

Bring object to front.

Snap objects CTRL+SHFT+W

Turn Snap to Guides on or off.

Select or group objects CTRL+A

Select all objects on the page.

CTRL+SHFT+G

Group selected objects, or ungroup grouped objects.

Make an object transparent CTRL+T

Switch between making an object transparent or opaque (with a white fill).

81

Show or hide boundaries or guides CTRL+SHFT+O

Turn Boundaries and Guides on or off.

CTRL+F7

Turn Horizontal Baseline Guides on or off. This keyboard shortcut is not available in Web view.

CTRL+SHFT+F7

Turn Vertical Baseline Guides on or off. This keyboard shortcut is not available in Web view.

Insert an object CTRL+ENTER

Insert an object of the type selected on the Objects Toolbar or Insert menu.

Select or insert pages F5 or CTRL+G

Display the Go To Page dialog box.

CTRL+SHFT+N

Insert a page after the selected page.

CTRL+SHFT+U

Insert duplicate page after the selected page.

Move between pages F5 or CTRL+G

Display the Go To Page dialog box.

CTRL+PAGE

Go to the next page.

DOWN CTRL+PAGE UP

Go to the previous page.

CTRL+M

Switch between the current page and the master page.

Use the master page CTRL+M

Switch between the current page and the master page 82

Creating, opening, closing, or saving a publication CTRL+N

Create a new blank publication.

CTRL+O

Open a publication.

CTRL+F4 or

Close the current publication.

CTRL+W CTRL+S

Save the current publication.

Use Print Preview F9

Switch between the current view and the actual size.

UP ARROW or DOWN ARROW

Scroll up or down.

LEFT ARROW or RIGHT ARROW

Scroll left or right .

PAGE UP or CTRL+UP ARROW

Scroll up in large increments.

PAGE DOWN or CTRL+DOWN ARROW

Scroll down in large increments.

CTRL+LEFT ARROW

Scroll left in large increments.

CTRL+RIGHT ARROW

Scroll right in large increments.

HOME

Scroll to the upper left corner of the page.

END

Scroll to the lower right corner of the page.

F5 or CTRL+G

Display the Go To Page dialog box.

CTRL+PAGE UP

Go to the previous page.

CTRL+PAGE DOWN

Go to the next page.

CTRL+F6

Go to the next window.

ALT+F8

Display the Macros dialog box.

ALT+F11

Display the Visual Basic editor.

CTRL+P

Print the current publication.

ESC

Exit Print Preview.

CTRL+P

Print current publication.

Working with Web pages and hyperlinks CTRL+K

Insert a hyperlink (hyperlink: Colored and underlined text or a graphic that you click to go to a file, a location in a file, a Web page on the World Wide Web, or a Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher, Telnet, and FTP sites.) at the insertion point in a text box.

CTRL+SHFT+B

Preview Web page.

83

Sending e-mail ALT+S

Send the current page or publication.

CTRL+SHFT+B

When the insertion point is in the message header, open the Address Book.

ALT+K or CTRL+K

When the insertion point is anyplace in the message header, check the names on the To, Cc, and Bcc lines against the Address Book.

ALT+. (period)

When the insertion point is anyplace in the message header, open the Address Book in the To field.

ALT+C

When the insertion point is anyplace in the message header, open the Address Book in the Cc field.

ALT+B

If the Bcc field is visible, open the Address Book in the Bcc field. To display the Bcc field, open the Address Book for any field and insert or type a name in the Bcc box.

ALT+J

Go to the Subject field.

ALT+P

Open the Microsoft Outlook Message Options dialog box.

CTRL+SHFT+G

Create a message flag.

TAB

When the insertion point is in the message header, select the next box in the message header.

SHFT+TAB

Select the previous field or button in the message header.

CTRL+TAB

If the insertion point is in an object that contains text, and you then choose the Send This Page as Message or Send Publication as Attachment command (File menu, Send E-mail command), the insertion point moves to the To field in the message header. You can then press CTRL+TAB to select the Send button in the message header toolbar, and use the arrow keys to move to the other buttons. To perform the action for the selected button or command, press ENTER.

84

Display and use windows ALT+TAB

Switch to the next window.

ALT+SHFT+TAB

Switch to the previous window.

CTRL+F4 or

Close the active window.

CTRL+W CTRL+F5

Restore the size of the active window after you've maximized it.

F6

Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once.

SHFT+F6

Move to a pane from another pane in the program window (counterclockwise direction).

CTRL+F6

When more than one window is open, switch to the next window.

CTRL+SHFT+F6

Switch to the previous window.

ALT+SPACEBAR+S

When a document window is not maximized, perform the Size command (on the title bar shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHFT+F10.) for the window). Use the arrow keys to resize the window, and, when finished, press ESC.

ALT+SPACEBAR+N

Minimize the program window to an icon.

ALT+SPACEBAR+X

Maximize the program window.

PRINT SCREEN

Copy a picture of the screen to the Clipboard.

ALT+PRINT SCREEN

Copy a picture of the selected window to the Clipboard.

85

Keyboard Shortcuts for Access Opening Databases CTRL+N

To open a new database

CTRL O

To open an existing database in Microsoft Access

ALT+F4

To quit Microsoft Access

Printing and Saving CTRL+P

To print the current or selected object

P or CTRL+P

To open the Print dialog box

S

To open the Page Setup dialog box

C or ESC

To cancel Print Preview or Layout Preview in Microsoft Access

CTRL+S or SHFT+F12 or ALT+SHFT+F2

To save a database object

F12 or ALT+F2

To open the Save As dialog box

Finding and Replacing Text or Data CTRL F

To open the Find tab in the Find and Replace dialog box in Microsoft Access (Datasheet view and Form view only)

CTRL+H

To open the Replace tab in the Find and Replace dialog box (Datasheet view and Form view only)

SHFT+F4

To find the next occurrence of the text specified in the Find and Replace dialog box when the dialog box is closed (Datasheet view and Form view only)

86

Using a Combo Box or List Box F4 or ALT+DOWN

To open a combo box

ARROW F9

To refresh the contents of a Lookup field (Lookup field: A field, used on a form or report in an Access database, that either displays a list of values retrieved from a table or query, or stores a static set of values.) list box or combo box

DOWN ARROW

To move down one line

PAGE DOWN

To move down one page

UP ARROW

To move up one line

PAGE UP

To move up one page

TAB

To exit the combo box or list box

Working in Design View F2

To switch between Edit mode (with insertion point displayed) and Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between fields by using the arrow keys.)

F4

To switch to the property sheet (Design view in forms and reports in databases and Access projects)

F5

To switch to Form view from form Design view in Microsoft Access

F6

To switch between the upper and lower portions of a window (Design view of tables, macros, and queries and the Advanced Filter/Sort window only)

F7

To switch to the Code Builder from form or report Design view (Design view window or property sheet)

SHFT+F7

To switch from the Visual Basic Editor to form or report Design view

ALT V P

To open property sheet for a selected object in Microsoft Access

87

Editing controls in form and report Design view SHFT+ENTER

To add a control to a section

CTRL+C

To copy the selected control to the Clipboard

CTRL+X

To cut the selected control and copy it to the Clipboard

CTRL V

To paste the contents of the Clipboard in the upper-left corner of the selected section in Microsoft Access

CTRL+RIGHT ARROW

To move the selected control to the right

CTRL+LEFT ARROW

To move the selected control to the left

CTRL+UP ARROW

To move the selected control up

CTRL+DOWN ARROW

To move the selected control down

SHFT+DOWN ARROW

To increase the height of the selected control

SHFT+RIGHT ARROW

To increase the width of the selected control

SHFT UP ARROW

To reduce the height of the selected control in Microsoft Access

SHFT+LEFT ARROW

To reduce the width of the selected control

Window Operations F11

To bring the Database window to the front in Microsoft Access

CTRL+F6

To cycle between open windows

ENTER

To restore the selected minimized window when all windows are minimized

CTRL+F8

To turn on Resize mode for the active window when it's not maximized; press the arrow keys to resize the window

ALT SPACEBAR

To display the Control menu in Microsoft Access

SHFT+F10

To display the shortcut menu

CTRL+W or CTRL+F4

To close the active window

ALT+F11

To switch between the Visual Basic Editor and the previous active window

ALT SHFT F11

To switch to the Microsoft Script Editor from the previous active window in Microsoft Access

88

Working with Wizards TAB

Move to the Help button in the wizard

ALT N

To move to the next window in the wizard in Microsoft Access

ALT+B

To move to the previous window in the wizard

ALT+F

To close the wizard window

Miscellaneous F2 F7 SHFT+F2 ALT+ENTER ALT+F4 CTRL F2 CTRL+F11 CTRL RIGHT ARROW or CRTL COMMA (,) CTRL+LEFT ARROW or

To display the complete hyperlink address for a selected hyperlink To check spelling in Microsoft Access To open the Zoom box to conveniently enter expressions and other text in small input areas To display a property sheet in Design view To quit Microsoft Access, close a dialog box, or close a property sheet To invoke a Builder in Microsoft Access To toggle between a custom menu bar and a built-in menu bar To toggle forward between views when in a table, query, form, report, page, view , PivotTable list, PivotChart report, stored procedure, or Access project (.adp) function. If there are additional views available, successive keystrokes will move to the next available view in Microsoft Access. To toggle back between views when in a table, query, form, report, page, view, PivotTable list, PivotChart report, stored procedure, or .adp function. If there are additional views available, successive keystrokes will move to the previous view

CRTL+PERIOD (.)

89

Database window - editing and navigating the Object list F2

To rename a selected object in Microsoft Access

DOWN ARROW

To move down one line

PAGE DOWN

To move down one window

END

To move to the last object

UP ARROW

To move up one line

PAGE UP

To move up one window

HOME

To move to the first object

Database window - Navigating and opening objects CTRL+TAB

To cycle through the Objects bar top to bottom

SHFT+CTRL+TAB

To cycle through the Objects bar bottom to top

ENTER or ALT O

To open the selected table or query in Datasheet view, or form in Form view in Microsoft Access

ENTER

To open the selected report in Print Preview

ENTER

To open the selected data access page in Page view

ENTER

To run the selected macro in Microsoft Access

CTRL+ENTER or ALT+D

To open the selected table, query, form, report, data access page, macro, or module in Design view

ALT+N

To create a new table, query, form, report, data access page, macro, or module

F5

To refresh the Database window in Microsoft Access

CTRL+G

To display the Immediate window in the Visual Basic Editor

90

Work with menus SHFT+F10

To show the shortcut menu

F10

To make the menu bar active in Microsoft Access

ALT+SPACEBAR

To show the program icon menu (on the program title bar)

DOWN ARROW or UP ARROW

With the menu or submenu is visible, to select the next or previous command

LEFT ARROW or RIGHT ARROW

To select the menu to the left or right; or, when a submenu is visible, to switch between the main menu and the submenu

HOME or END

To select the first or last command on the menu or submenu

ALT

To close the visible menu and submenu at the same time

ESC

To close the visible menu; or, with a submenu visible, to close the submenu only

Work with toolbars CTRL TAB or CTRL SHFT TAB

To select the next or previous toolbar in Microsoft Access

TAB or SHFT+TAB

When a toolbar is active, to select the next or previous button or menu on the toolbar

ENTER

When a menu on a toolbar is selected, to open the menu

ENTER

When a button is selected, to perform the action assigned to a button

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Using a program window LT+TAB

To switch to the next program

ALT+SHFT+TAB

To switch to the previous program

CTRL+ESC

To show the Windows Start menu

CTRL W

To close the active database window in Microsoft Access

CTRL+F6

To switch to the next database window

CTRL SHFT F6

To switch to the previous database window in Microsoft Access

ENTER

To restore the selected minimized window when all windows are minimized

Send e-mail messages ALT F D A

Send the active Microsoft Access database object as an e-mail message

CTRL+SHFT+B

Open the Address Book

ALT+K

Check the names in the To, Cc, and Bcc boxes against the Address Book

TAB

Select the next box in the e-mail header or the body of the message when the last box in the e-mail header is active

SHFT+TAB

Select the previous field or button in the e-mail header

Selecting a field or record TAB

To select the next field

F2

To switch between Edit mode (with insertion point displayed) and Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between fields by using the arrow keys.)

SHFT SPACEBAR

To switch between selecting the current record and the first field of the current record, in Navigation mode in Microsoft Access

SHFT+UP ARROW

To extend selection to the previous record, if the current record is selected 92

SHFT+DOWN ARROW

To extend selection to the next record, if the current record is selected

CTRL A or CTRL SHFT SPACEBAR

To select all records in Microsoft Access

Extending a selection F8

To turn on Extend mode (EXT appears in the lower-right corner of the window); pressing F8 repeatedly extends the selection to the word, the field, the record (in Datasheet view only), and all records

LEFT ARROW or RIGHT ARROW

To extend a selection to adjacent fields in the same row in Datasheet view

UP ARROW or DOWN ARROW

To extend a selection to adjacent rows in Datasheet view in Microsoft Access

SHFT+F8

To undo the previous extension

ESC

To cancel Extend mode

Selecting and moving a column in Datasheet view CTRL+SPACEBAR

To select the current column or cancel the column selection, in Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between fields by using the arrow keys.) only

SHFT+RIGHT

To select the column to the right, if the current column is selected

ARROW SHFT LEFT

To select the column to the left, if the current column is selected in Microsoft Access

ARROW CTRL+SHFT+F8

To turn on Move mode (Move mode: The mode in which you can move column(s) in Datasheet view by using the left and right arrow keys.); then press the RIGHT ARROW or LEFT ARROW key to move selected column(s) to the right or left

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Moving the insertion point in a field RIGHT ARROW

To move it one character to the right

CTRL+RIGHT ARROW

To move it one word to the right

LEFT ARROW

To move it one character to the left

CTRL+LEFT ARROW

To move it one word to the left

END

To move it to the end of the field, in single-line fields

CTRL+END

To move it to the end of the field, in multiple-line fields

HOME

To move it to the beginning of the field, in single-line fields

CTRL HOME

To move it to the beginning of the field, in multiple-line fields in Microsoft Access

Copying, moving, or deleting text CTRL+C

To copy the selection to the Clipboard

CTRL+X

To cut the selection and copy it to the Clipboard

CTRL V

To paste the contents of the Clipboard at the insertion point in Microsoft Access

BACKSPACE

To delete the selection or the character to the left of the insertion point

DELETE

To delete the selection or the character to the right of the insertion point

CTRL+DELETE

To delete all characters to the right of the insertion point

Undoing Changes CTRL Z or ALT

To undo typing in Microsoft Access

BACKSPACE ESC

To undo changes in the current field or current record; if both have been changed, press ESC twice to undo changes, first in the current field and then in the current record

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Entering data in Datasheet or Form view CTRL+SEMICOLON (;)

To insert the current date

CTRL+SHFT+COLON (:)

To insert the current time

CTRL ALT SPACEBAR

To insert the default value for a field in Microsoft Access

CTRL+APOSTROPHE (')

To insert the value from the same field in the previous record

CTRL+PLUS SIGN (+)

To add a new record

CTRL MINUS SIGN (-)

To delete the current record in Microsoft Access

SHFT+ENTER

To save changes to the current record

SPACEBAR

To switch between the values in a check box or option button

CTRL+ENTER

To insert a new line

Refreshing fields with current data F9

To recalculate the fields in the window in Microsoft Access

SHFT+F9

To requery (requery: To rerun a query underlying the active form or datasheet in order to reflect changes to the records, display newly added records, and eliminate deleted records.) the underlying tables; in a subform, this requeries the underlying table for the subform only

F9

Refresh the contents of a Lookup field (Lookup field: A field, used on a form or report in an Access database, that either displays a list of values retrieved from a table or query, or stores a static set of values.) list box or combo box

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Navigate in Design view F5

To move to the record number box; then type the record number and press ENTER

F2

To switch between Edit mode (with insertion point displayed) and Navigation mode

F5

To switch to Form view from form Design view in Microsoft Access

F6

To switch between the upper and lower portions of a window (Design view of the Advanced Filter/Sort window only)

F7

To switch to the Code Builder from form or report Design view (Design view window or property sheet)

F8

Invokes the field list in a form, report , or data access page. If field list is already open, moves focus to field list

SHFT+F7

To switch from the Visual Basic Editor to form or report Design view

SHFT+F7

To switch from a control's property sheet in form or report Design view to the design surface without changing the control focus

ALT ENTER

To display a property sheet in Design view in Microsoft Access

ENTER or ALT+O

To open the selected form in Form view

CTRL+ENTER or

To open the selected table, query, form, report, data access page, macro, or module in Design view

ALT+D CTRL+TAB

With focus set to a section, will move the focus to a subsection

SHFT ENTER

To add a control to a section in Microsoft Access

CTRL+C

To copy the selected control to the Clipboard

CTRL+X

To cut the selected control and copy it to the Clipboard

CTRL+V

To paste the contents of the Clipboard in the upper-left corner of the selected section

RIGHT ARROW

To move the selected control to the right by a pixel along the page's grid

LEFT ARROW

To move the selected control to the left by a pixel along the page's grid

UP ARROW

To move the selected control up by a pixel along the page's grid

DOWN ARROW

To move the selected control down by a pixel along the page's grid

CTRL+RIGHT ARROW

To move the selected control to the right by a pixel (irrespective of the page's grid)

CTRL+LEFT ARROW

To move the selected control to the left by a pixel (irrespective of the page's grid) 96

CTRL+UP ARROW

To move the selected control up by a pixel (irrespective of the page's grid)

CTRL DOWN ARROW

To move the selected Microsoft Access control down by a pixel (irrespective of the page's grid)

SHFT+RIGHT ARROW

To increase the width of the selected control (to the right) by a pixel

SHFT+LEFT ARROW

To decrease the width of the selected control (to the left) by a pixel

SHFT UP ARROW

To decrease the height of the selected Microsoft Access control (from the bottom) by a pixel

SHFT+DOWN ARROW

To increase the height of the selected control (from the bottom) by a pixel

SHFT+TAB

To move the focus from the page design surface to the address/subject dialog box when sending a page as an e-mail

ESC

To move the focus from the Field List or Data Outline back to the data access page design surface

Navigating between fields and records TAB or RIGHT ARROW END

To move to the next field in Microsoft Access To move to the last field in the current record, in Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between fields by using the arrow keys.)

SHFT+TAB, or LEFT ARROW

To move to the previous field

HOME

To move to the first field in the current record, in Navigation mode

DOWN ARROW

To move to the current field in the next record

CTRL+DOWN ARROW

To move to the current field in the last record, in Navigation mode

CTRL+END

To move to the last field in the last record, in Navigation mode

UP ARROW

To move to the current field in the previous record in Microsoft Access

CTRL+UP ARROW

To move to the current field in the first record, in Navigation mode

CTRL+HOME

To move to the first field in the first record, in Navigation mode

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Navigating to another screen of data PAGE DOWN

To go down one screen

PAGE UP

To go up one screen in Microsoft Access

CTRL+PAGE

To go right one screen

DOWN CTRL+PAGE UP

To go left one screen

F5

From the subdatasheet to move to the record number box (record number box: A small box that displays the current record number in the lower-left corner in Datasheet view and Form view. To move to a specific record, you can type the record number in the box, and press ENTER.); then type the record number and press ENTER

Expanding and collapsing subdatasheet CTRL+SHFT+DOWN ARROW

From the datasheet to expand the record's subdatasheet

CTRL SHFT UP ARROW

To collapse the subdatasheet in Microsoft Access

Navigating between the datasheet and subdatasheet TAB

To enter the subdatasheet from the last field of the previous record in the datasheet

SHFT TAB

To enter the subdatasheet from the first field of the following record in the datasheet in Microsoft Access

CTRL+TAB

To exit the subdatasheet and move to the first field of the next record in the datasheet

CTRL+SHFT+TAB

To exit the subdatasheet and move to the last field of the previous record in the datasheet

TAB

From the last field in the subdatasheet to enter the next field in the datasheet

DOWN ARROW

From the datasheet to bypass the subdatasheet and move to the next record in the datasheet in Microsoft Access

UP ARROW

From the datasheet to bypass the subdatasheet and move to the previous record in the datasheet

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Form view - navigating between fields and records TAB

To move to the next field

SHFT TAB

To move to the previous field in Microsoft Access

END

To move to the last field in the current record, in Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between fields by using the arrow keys.)

CTRL+END

To move to the last field in the last record, in Navigation mode

HOME

To move to the first field in the current record, in Navigation mode

CTRL+HOME

To move to the first field in the first record, in Navigation mode

CTRL PAGE DOWN

To move to the current field in the next record in Microsoft Access

CTRL+PAGE UP

To move to the current field in the previous record

Form view - navigating in forms with more than one page PAGE DOWN

To go down one page; at the end of the record, moves to the equivalent page on the next record

PAGE UP

To go up one page; at the end of the record, moves to the equivalent page on the previous record in Microsoft Access

Print/Layout preview - dialog box and window operations P or CTRL P

To open the Print dialog box in Microsoft Access

S

To open the Page Setup dialog box

Z

To zoom in or out on a part of the page

C or ESC

To cancel Print Preview or Layout Preview in Microsoft Access

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Print/Layout preview - Viewing different pages F5

To move to the page number box; then type the page number and press ENTER

PAGE DOWN or DOWN ARROW

To view the next page (when Fit To Window is selected)

PAGE UP or UP ARROW

To view the previous page (when Fit To Window is selected) in Microsoft Access print preview

DOWN ARROW

To scroll down in small increments

PAGE DOWN

To scroll down one full screen

CTRL+DOWN ARROW

To move to the bottom of the page

UP ARROW

To scroll up in small increments

PAGE UP

To scroll up one full screen

CTRL+UP ARROW

To move to the top of the page

RIGHT ARROW

To scroll to the right in small increments

END or CTRL+RIGHT ARROW

To move to the right edge of the page

CTRL+END

To move to the lower-right corner of the page

LEFT ARROW

To scroll to the left in small increments

HOME or CTRL+LEFT ARROW

To move to the left edge of the page

CTRL+HOME

To move to the upper-left corner of the page

Query designer - diagram Pane F6,SHFT F6

Move among the Query Designer panes in Microsoft Access

TAB, or SHFT+TAB

Move among tables, views, and functions, (and to join lines, if available)

Arrow keys

Move between columns in a table, view, or function

SPACEBAR or PLUS key

Choose the selected data column for output in Microsoft Access

SPACEBAR or MINUS key

Remove the selected data column from the query output

DELETE

Remove the selected table, view, or function, or join line from the query 100

Query designer - Grid Pane Arrow keys or TAB or SHFT+TAB

Move among cells

CTRL+DOWN ARROW

Move to the last row in the current column

CTRL+UP ARROW

Move to the first row in the current column

CTRL+HOME

Move to the top left cell in the visible portion of grid

CTRL+END

Move to the bottom right cell

UP ARROW or DOWN ARROW

Move in a drop-down list

CTRL+SPACEBAR

Select an entire grid column

F2

Toggle between edit mode and cell selection mode in Microsoft Access

CTRL+C

Copy selected text in cell to the Clipboard (in edit mode)

CTRL+X

Cut selected text in cell and place it on the Clipboard (in edit mode)

CTRL+V

Paste text from the Clipboard (in edit mode)

INS

Toggle between insert and overstrike mode while editing in a cell

SPACEBAR

Toggle the check box in the Output column Note If multiple items are selected, pressing this key affects all selected items.

DELETE

Clear the selected contents of a cell in Microsoft Access

DELETE

Remove row containing selected data column from the query Note If multiple items are selected, pressing this key affects all selected items.

DELETE

Clear all values for a selected grid column

INS ( after you select grid row)

Insert row between existing rows

INS ( after you select any Or ... column)

Add an Or column

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Keys for selecting elements in PivotTable view The TAB key

Move the selection from left to right, and then down

ENTER

Move the selection from top to bottom, and then to the right

SHFT+TAB

Select the cell to the left. If the current cell is the leftmost cell, SHFT+TAB selects the last cell in the previous row.

SHFT+ENTER

Select the cell above the current cell. If the current cell is the topmost cell, SHFT+ENTER selects the last cell in the previous column.

CTRL ENTER

Select the detail cells for the next item in the row area in Microsoft Access

SHFT+CTRL+ENTER

Select the detail cells for the previous item in the row area

Arrow keys

Move the selection in the direction of the arrow key. If a row or column field is selected, press DOWN ARROW to move to the first item of data in the field, and then press an arrow key to move to the next or previous item or back to the field. If a detail field is selected, press DOWN ARROW or RIGHT ARROW to move to the first cell in the detail area.

SHFT+arrow key

Extend or reduce the selection in the direction of the arrow key

CTRL+arrow key

Move the selection to the last cell in the direction of the arrow key

SHFT ALT arrow key

Move the selected item in the direction of the arrow key in Microsoft Access

HOME

Select the leftmost cell of the current row

END

Select the rightmost cell of the current row

CTRL+HOME

Select the leftmost cell of the first row

CTRL+END

Select the last cell of the last row

SHFT+CTRL+HOME

Extend selection to the leftmost cell of the first row

SHFT CTRL END

Extend selection to the last cell of the last row in Microsoft Access

CTRL+SPACEBAR

Select the field for the currently selected item of data, total, or detail

SHFT+SPACEBAR

Select the entire row containing the currently selected cell

CTRL+A

Select the entire PivotTable view (PivotTable view: A view that summarizes and analyzes data in a datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by showing and hiding items in the drop-down lists for the fields.)

PAGE DOWN

Display the next screen 102

PAGE UP

Display the previous screen

SHFT+PAGE DOWN

Extend a selection down one screen

SHFT+PAGE UP

Reduce a selection by one screen

ALT+PAGE DOWN

Display the next screen to the right

ALT+PAGE UP

Display the previous screen to the left

SHFT+ALT+PAGE

Extend selection to the page on the right

DOWN SHFT+ALT+PAGE UP

Extend selection to the page on the left

Keys for carrying out commands F1

Display Help topics.

SHFT+F10

Display the shortcut menu for the selected element of the PivotTable view (PivotTable view: A view that summarizes and analyzes data in a datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by showing and hiding items in the drop-down lists for the fields.). Use the shortcut menus to carry out commands in the PivotTable view.

Underlined letter

Carry out a command on the shortcut menu

ESC

Close the Microsoft Access shortcut menu without carrying out a command

ALT+ENTER

Display the Properties dialog box

ALT+F4

Close the Properties dialog box

ESC

Cancel a refresh operation in progress

CTRL+C

Copy the selected data from the PivotTable view to the Clipboard

CTRL+E

Export the contents of the PivotTable view to Microsoft Excel

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Keys for displaying, hiding, filtering, or sorting data CTRL+8

Show or hide the expand indicators ( and boxes) beside items

CTRL+PLUS SIGN

Expand the currently selected item

CTRL+MINUS SIGN

Hide the currently selected item

ALT+DOWN ARROW

Open the list for the currently selected field

The TAB key

Alternately move to the most recently selected item, the OK button, and the Cancel button in the drop-down list for a field

Arrow keys

Move to the next item in the drop-down list for a field

SPACEBAR

Select or clear the check box for the current item in the drop-down list for a field

ENTER

Close the drop-down list for a field and apply any changes you made

ESC

Close the drop-down list for a field without applying your changes

CTRL T

Turn AutoFilter on or off in Microsoft Access

CTRL+SHFT+A

Sort data in the selected field or total in ascending order (A-Z 0-9)

CTRL+SHFT+Z

Sort data in the selected field or total in descending order (Z-A 9-0)

ALT+SHFT+UP ARROW or

Move the selected member up or left

ALT+SHFT+LEFT ARROW ALT+SHFT+DOWN ARROW or

Move the selected member down or right

ALT+SHFT+RIGHT ARROW

104

Keys for working with the field list CTRL+L

Display the field list, or activate it if it's already displayed

Arrow keys

Move to the next item in the field list

SHFT+UP ARROW

Move to the previous item and include it in the selection

SHFT DOWN ARROW

Move to the next item and include it in the selection in Microsoft Access

CTRL+UP ARROW

Move to the previous item, but don't include the item in the selection

CTRL+DOWN ARROW

Move to the next item, but don't include the item in the selection

CTRL+SPACEBAR

Remove the item from the selection, if the item that has focus is included in the selection, and vice versa

PLUS SIGN (numeric

Expand the current item in the field list to display its contents. Or expand Totals to display the available total fields.

keypad) MINUS SIGN (numeric

Collapse the current item in the field list to hide its contents. Or collapse Totals to hide the available total fields.

keypad) The TAB key

Alternately move to the most recently selected item, the Add to button, and the list next to the Add to button in the field list

ALT+DOWN ARROW

Open the drop-down list next to the Add to button in the field list. Use the arrow keys to move to the next item in the list, and then press ENTER to select an item.

ENTER

Add the highlighted field in the field list to the area in the PivotTable view (PivotTable view: A view that summarizes and analyzes data in a datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by showing and hiding items in the drop-down lists for the fields.) that's displayed in the Add to list

ALT+F4

Close the field list

105

Keys for adding fields and totals CTRL+SHFT+S

Add a new total field for the selected field in the PivotTable view (PivotTable view: A view that summarizes and analyzes data in a datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by showing and hiding items in the drop-down lists for the fields.) by using the Sum summary function

CTRL+SHFT+C

Add a new total field for the selected field in the PivotTable view by using the Count summary function

CTRL+SHFT+M

Add a new total field for the selected field in the PivotTable view by using the Min summary function

CTRL+SHFT+X

Add a new total field for the selected field in the PivotTable view by using the Max summary function

CTRL SHFT E

Add a new total field for the selected field in the PivotTable view by using the Average summary function in Microsoft Access

CTRL+SHFT+D

Add a new total field for the selected field in the PivotTable view by using the Standard Deviation summary function

CTRL+SHFT+T

Add a new total field for the selected field in the PivotTable view by using the Standard Deviation Population summary function

CTRL+SHFT+V

Add a new total field for the selected field in the PivotTable view by using the Variance summary function

CTRL+SHFT+R

Add a new total field for the selected field in the PivotTable view by using the Variance Population summary function

CTRL+SHFT+B

Turn subtotals and grand totals on or off for the selected field in the PivotTable view

CTRL+F

Add a calculated detail field

Keys for changing the layout CTRL+1

Move the selected field in the PivotTable view (PivotTable view: A view that summarizes and analyzes data in a datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by showing and hiding items in the drop-down lists for the fields.) to the row area

CTRL+2

Move the selected field in the PivotTable view to the column area

CTRL 3

Move the selected field in the PivotTable view to the filter area in Microsoft Access

CTRL+4

Move the selected field in the PivotTable view to the detail area

CTRL+LEFT ARROW

Move the selected row or column field in the PivotTable view to a higher level

CTRL+RIGHT ARROW

Move the selected row or column field in the PivotTable view to a lower level

106

Keys for working with the field list CTRL+L

Display the field list, or activate it if it's already displayed

Arrow keys

Move to the next item in the field list

SHFT UP ARROW

Move to the previous item and include it in the Microsoft Access selection

SHFT+DOWN ARROW

Move to the next item and include it in the selection

CTRL+UP ARROW

Move to the previous item, but don't include the item in the selection

CTRL+DOWN ARROW

Move to the next item, but don't include the item in the selection

CTRL+SPACEBAR

Remove the item from the selection if the item that has focus is included in the selection, and vice versa

PLUS SIGN (numeric

Expand the current item in the field list to display its contents, or expand Totals to display the available total fields

keypad) MINUS SIGN (numeric

Collapse the current item in the field list to hide its contents, or collapse Totals to hide the available total fields.

keypad) The TAB key

In the field list, alternately move to the most recently selected item, the Add to button, and the list next to the Add to button

ALT+DOWN ARROW

Open the drop-down list next to the Add to button in the field list. Use the arrow keys to move to the next item in the list, and then press ENTER to select an item.

ENTER

Add the highlighted field in the field list to the drop area that's displayed in the Add to list

ALT+F4

Close the field list

107