This article details 15 Microsoft Office keystrokes that can help save time in Excel, Word and Outlook. We’ve summarized them below:
- Help – F1
- Go To – F5
- Toggle Between Documents – CTRL + F6
- Spell Check – F7
- Save – Shift + F12 or CTRL + S
- Change Case – Shift + F3
- Repeat Last Action – F4
- Thesaurus – Shift + F7
- Disable Hyperlinks – CTRL + Shift + F9
- Edit a cell – F2
- Insert a Function – Shift + F3
- Create a cell reference – F4
- Display Macro dialog box – ALT + F8
- Calculate the active worksheet – Shift + F9
- Create a chart with data in current range – F11
Spike is a clipboard that you can paste multiple items to and then insert them in a new location all together.
This is very useful to rearrange a list, or to just move two or more non-adjacent items to a new location.
Faced with a list in WORD we often want to rearrange the order of the items. Follow these steps to use the Spike:
- To move an item to the Spike, select the text or graphic you want, and then press CTRL+F3.
- Repeat this step for each additional item you want to move to the Spike.
- Click in the document where you want to insert the Spike’s contents. To insert the Spike’s contents and empty the Spike, press CTRL+SHIFT+F3.
Sometimes it is useful to see what formatting is attached to specific sections of text. To do this, select the text in question and them select Shift-F1. the formatting will appear on the right side of the screen as shown below.
Note that you can also Compare the styles in two different sections of text (Compare to another section) as well as Show all formatting marks.
WORD now comes with thousands of templates that are ready to roll. These are online and can be accessed with any licensed copy of WORD. Just go to File – New and you will see a search bar that allows you to peruse online templates. For example, searching on “Hiring” brings up templates for job descriptions, resumes, thank you letters and much more. Searching on “Shipping Labels” brings up labels in many different formats.
Changing the color of the bullets in a WORD document is easy – just not as obvious as you might think:
- Select the lines that comprise your list, then click on the small arrow next to the bullet icon and select “Define New Bullet” as shown below.
- Then select “Font” and select your desired bullet color..
- And now you will have colored bullets!
We use Track Changes all the time to collaborate on documents – proposals, contracts, marketing collateral and more. It is a terrific tool to help take input from multiple people while not losing control of a document. These tips will help you use Track Changes a little bit more efficiently:
Use comments to ask a question or seek clarification. If you want to suggest a change, just go ahead and make it – the author can always reject or modify it!
Don’t highlight, italicize, underline or otherwise change the format of text unless you mean the change to be part of the final document. It creates work for the author to remove it.
Sometimes you may want to turn off Track Changes while you make a change, and then turn it on again. Use this sparingly, and usually only if you are the original author! This tip from July 2011 tells you how to add Track Changes to your status bar so that you can easily turn it on and off.
You can customize Track Changes by clicking the small arrow next to the Track Changes group, as shown below
WORD 2013 allows you to restrict editing by user, by privileges and by section of the document. For example, you might want some users to only be able to insert comments, while others can make changes to the text. Or, you might want some staff commenting on an introductory section of your document and others on the body.
To do this, go to File – Protect Document – Restrict Editing as shown below:
You will then see a panel on the right of the document as shown below:
By selecting parts of the document you can easily tailor your restrictions.
This link will provide more details about the features that are available.
Microsoft Office programs have the ability to watch what we are typing and automatically correct common mistakes. This is usually great, and saves us lots of time. BUT – once in a while there is a word that you need to use that Microsoft Office thinks is wrong. We had this situation with the acronym “EHR”, which stands for Electronic Health Record. Because we work with many healthcare practices some of us type EHR many times each day and Office was changing “EHR” to “HER” every time we did so. And if we managed to stop Office and get it to let us type “EHR”, when we used spell check it would make the change then. To stop this:
- Select File – Options (this is for Office 2013, for Office 2010 Options will be under the Office symbol in the upper left of your document)
- Select Proofing – AutoCorrect Options
- Scrolling down in the table of auto corrections we see that Office will automatically replace “ehr” with “her”
- Delete this entry, so Office will no longer automatically make this correction.
- We still have one more step. While this correction won’t be made automatically, but spell check might try and we’d like to eliminate that step if we can. To do this click “exceptions” and add “ehr as an AutoCorrect Exception.
With the explosion of video online there is lots of opportunity to insert video in your WORD documents. Perhaps there is an online video that explains how to do something, or a recent news story that illustrates a point you are trying to make. Using WORD 2013 you can easily insert video into your documents – just follow these steps:
- Select Insert – Online Video
- You can now search on a specific URL, input search terms that might apply or insert Video Embed Code. Once you have found the video you want, select it and you will see something like this:
- Note that the video image is just like any other image – you can resize it, position it, crop it, etc. When the reader clicks the image (assuming that they are online) the video will start playing.
In a bulleted list, new lines automatically get a bullet. You can get around this a couple of ways:
If you press “Shift-Enter” then the line is indented but there is no bullet:
- This is the first line
This is the second line – note that there is no bullet.
Or you can create the same effect by pressing “Backspace” immediately after “Enter”:
- This is the first line
A bullet is created for this line when you press “Enter” but it disappears when you press “Backspace”
Note that the first method (“Shift-Enter”) creates two paragraphs, which can be important for other formatting techniques. The second method (“Backspace” after “Enter”) creates a single paragraph.