By tapping ALT in any Office program, the screen shows letters to press for selecting anything on the ribbon.
- You can select anything on the ribbon with up to four keystrokes.
You can click and drag any selected text or images to anywhere in Microsoft Office
Universal Microsoft Shortcuts
Close an open document: CTRL+W
Specify what you’ll name your file: F12
Switch between multiple open documents: CTRL+F6
Go to a page, bookmark, table or other location: CTRL+G or F5
Close the Find or Replace window and most other popup windows: ESC
Open Replace Dialog: CTRL+H or SHIFT+F5
Perform Spell Check: F7
Activate the Thesaurus: SHIFT+F7
List all open documents: ALT+W, W
Insert a hyperlink: CTRL+K
Open Font settings: CTRL+SHIFT+F or CTRL+SHIFT+P
Insert or change paragraph to a list: CTRL+SHIFT+L
Align Left/Center/Right/Justify: CTRL+L/E/R/J
Increase/decrease indent: CTRL+T and CTRL+SHIFT+T
Show Paste Special dialog while pasting something you cut or copied: CTRL+ALT+V
Microsoft Word
Save a file as .dot instead of .doc to make a template
Open a recent file: ALT, F, R
Switch to Print Layout/Outline/Draft View: CTRL+ALT+P/O/N
Split the document window: CTRL+ALT+S
Set the line spacing to single/double/1.5: CTRL+1/2/5
Add or remove a line space before a paragraph: CTRL+0
Apply the Normal style: CTRL+SHIFT+N
Go back to a previously edited location in a document: SHIFT+F5
Go to, edit and set bookmarks: CTRL+SHIFT+F5
Open up the latest search in the Find window: SHIFT+F4
Insert current date/page number/time: ALT+SHIFT+D/P/T
Show or hide formatting marks: CTRL+SHIFT+8
Show the Word Count box: CTRL+SHIFT+G
Turn Track Changes on and off: CTRL+SHIFT+E
Turn paragraph symbols on and off: CTRL+SHIFT+*
Microsoft Excel
Save a file with .xlsm instead of .xlsx to use macros
Create a chart: F11
Select multiple cells with the CTRL key
When entering a formula, you will see a ScreenTip.
- You can click and drag the ScreenTip out of your way.
- Click on a formula’s cell reference on the ScreenTip to go to its reference
Useful Excel Formulas
Add any numbers together (text counts as zero): =SUM([other cells or absolute numbers])
Average of selected numbers: =AVERAGE([other cells or absolute numbers])
If-then statements (can be nested inside each other): =IF([logical argument to make],[value if true],[value if false])
Count the number of cells with numbers/anything in them: =COUNT([other cells]) / =COUNTA([other cells])
Combine two text strings together: =CONCATENATE([text or a cell reference],[text or a cell reference]) or =[text or a cell reference]&[text or a cell reference]
You’ll find many, many formulas for dates, statistics, financial analysis and any other numeric analysis, and Microsoft is always adding new ones
Excel shortcuts
Collapse/expand the ribbon to see more/less of the worksheet: CTRL+F1
Select an entire column/row: CTRL+SPACE / SHIFT+SPACE
Move to the top left or bottom right of the entire worksheet: CTRL+HOME/END
Modify a cell: F2
Cycle a cell reference through A. fully relative, B. fully absolute, C. absolute rows with relative columns, and D. absolute columns with relative rows: F4
Cancel the changes while you’re editing a cell: ESC
Fill a selection vertically/horizontally using Excel’s logic: CTRL+D/R
Create a table from the selected data: CTRL+T
Create a simple bar chart with any set of data: F11
Open Cell Format menu: CTRL+1
Switch Formula View on and off: CTRL+[~]
Create a new worksheet to the right of the current worksheet: SHIFT+F11
Show/hide outline levels from Subtotal mode: CTRL+8
Find all the comments: CTRL+SHIFT+O
Microsoft PowerPoint
Save finished presentations as .pps instead of .ppt to for them to open in presentation mode and close when the slideshow ends.
Cycle through overlapping objects on a slide: TAB / SHIFT+TAB
Turn the pointer on and off: A
Advance to a hidden slide if it’s next in the deck: H
Erase screen annotations: E
Microsoft Outlook
Check for new messages: F9 or CTRL+M
Mark a message as read or unread: CTRL+Q / CTRL+U
Open Advanced Find menu: CTRL+SHIFT+F
Flag or unflag an email: Insert
Mark for follow-up: CTRL+SHIFT+G
Create a new message/meeting/task: CTRL+SHIFT+M/Q/K
Create a new appointment: CTRL+N
Reply/Reply All to a message: CTRL+R/L
Open up the Address Book to add a recipient to your email: CTRL+SHIFT+B
Open Go To Folder window: CTRL+Y
Go to Search Box: F3 or CTRL+E
Move an email to a specified folder: CTRL+SHIFT+V
Scroll a page or move to the next or previous message: SPACE / SHIFT+SPACE
Scroll through emails without the Reading Pane: CTRL+[.]/[,]
Miscellaneous
If you copy the web address for an image, you can edit that image by pressing CTRL+V in Microsoft Paint.