Save time with these "handy" keyboard shortcuts
What does
hitting F3, Alt, or the Windows key do? Eliminate using your mouse with these
quick keyboard commands.
If you're a Microsoft
Office user who touch-types, you might prefer the keyboard to the mouse for
entering commands. Odds are, though, that you wind up using the mouse, because
Windows and Office keyboard shortcuts are difficult to remember, and trying to
find them is a little like searching for the hidden goodies in an adventure
program. Once found, though, shortcuts can prove invaluable time-savers.
This is not a list of every
shortcut in Windows and Office. We've concentrated on those we've found most
helpful. We won't delve into the shortcuts you probably know already, such as
those that copy (Ctrl+C), cut (Ctrl+X), or paste (Ctrl+V) objects.
Don't try to learn all
these key combinations at once. Pick a few that fit the way you work and use
them for a while until they're automatic, then try a few more. To help you
remember, we've added mnemonics where we could, along with notes where
appropriate. All these shortcuts work in Windows 95, 98, Me, NT 4.0, and 2000,
except where noted. Some require a keyboard with a Windows key (the key with a
flying Windows icon on it). Windows key shortcuts are among the most
useful--and most overlooked.
Move around Windows and the Desktop
Shortcuts that let you move
from one window to another easily, get to the Windows desktop, or move around
the desktop can speed you up considerably.
Windows+Tab or Alt+Tab
The Windows+Tab combination cycles through the taskbar buttons. When the
program you want is selected, hit Enter to switch to that window. If more than
one program is running, Alt+Tab brings up the task-switching window.
Immediately releasing the keys switches you to the previous application. To
jump to one of the other running programs instead, release Tab, but keep Alt
held down. Each succeeding press of Tab moves the program selection box to the
next application. Releasing the Alt key switches you to the selected program.
If only two applications are running, Alt+Tab toggles between them.
Ctrl+Esc or Windows
You can use either Ctrl+Esc or Windows to open the Start menu. Use the
Up and Down Arrow keys to move through the menu, and the Enter key to choose an
item. The two shortcuts vary slightly depending on your version of Windows.
Ctrl+Esc, Esc leaves the Start button selected but not pressed. In Windows 95,
98, and NT 4.0 (but not Windows 2000 and Me), Windows, Esc will return you to
the window or desktop selection you were working with previously.
Ctrl+Esc, then Esc,
followed by Tab, Arrow keys, then Enter
Use this command to go to the Quick Launch toolbar and launch a program.
Windows+M or Windows+D
Use Windows+M or Windows+D to minimize all open Windows and reveal the desktop.
It's easy to remember this one: M for Minimize all and D
for desktop. Note that Windows+D doesn't work under Windows 95, but
Windows+M does.
Shift+Windows+M or
repeat Windows+D
Restore all Windows you previously minimized with Windows+M or (repeat)
Windows+D.
Tab, then Arrow,
followed by Enter
Move within the Windows Desktop and select items with Tab, then Arrow, and then
Enter. Once at the desktop, use the Tab key to cycle through the Start button,
Quick Launch toolbar, other toolbars, taskbar button area, and icons on the
desktop (and those in the system tray in Windows 2000). Use the Arrow keys to
move around within any of these areas of the desktop or taskbar. Use the Enter key
to select items. You must, for example, select the Start button to open the
Start menu.
Cleaning up Windows
These shortcuts can help
you with day-to-day housekeeping in Windows.
Windows+R
Windows+R opens the Run dialog box. Mnemonic: The Windows Run dialog.
Windows+E
Windows+E starts Windows Explorer. Mnemonic: Windows Explorer.
Windows+F or F3
Windows+F or F3 finds a file from the Windows desktop. Mnemonic: Windows Find
file dialog box.
Windows+Break Windows+Break opens the System
Properties Dialog box. Mnemonic: Windows is broken; check the system
properties.
F2
F2 renames the selected object. Mnemonic: This is the same command Excel uses
for editing the currently selected cell. This command and the next one work
within programs, too. For example, you can use these commands when working in
the File > Open dialog box in Word or Excel. Note that after you select text
in Word, F2 begins the operation of moving the current selection. You then move
the insertion cursor to the desired location and hit Enter.
Shift+Delete
Shift+Delete deletes selected objects without sending them to the Recycle Bin.
Mnemonic: A slightly shifted version of what happens when you hit Delete, which
sends the objects to the Recycle Bin. Be careful with this command. Under some
conditions, it will delete a file without asking for confirmation first.
Shift key
Hold down the Shift key while you insert the disk to bypass the CD-ROM AutoRun
feature. This is an invaluable tool when you have to remove a disk during
installation (to read the CD key, for example), then reinsert the disk.
Alt+Enter
Press Alt+Enter to view the Properties dialog for a selected object. This works
for such disparate objects as icons on the desktop, printers, hard drives, and
the taskbar.
Windows-wide
shortcuts
The shortcuts in this
category work not only in Windows itself, but also in most Windows
applications. Some of these shortcuts relate to the windows of a particular
application. Others relate to features you'll find in almost any Windows
program, such as drop-down list boxes.
Alt+Spacebar, then
letter key or Alt+Spacebar, then Arrow, followed by Enter
Alt+Spacebar opens the System menu, which will appear on-screen even if the
application window is mostly off-screen. Once the System menu is open, you can
hit R to restore, M to move, S to size, N to minimize,
X to maximize, or C to close the main window. You can also use
the Arrow keys to manipulate the application.
Alt+hyphen, then letter
key, or Alt+hyphen, then Arrow, followed by Enter
To restore, move, size, minimize, maximize, or close the currently selected
window within a program, use Alt+hyphen to open the menu. Then, use the letter
key or the Arrow keys.
Shift+F10, then letter
key, or Shift+F10, then Arrow, followed by Enter.
Shift+F10, then letter key or Shift+F10, then Arrow keys, followed by Enter
opens a context menu. This is particularly useful in a program like Word when,
for example, you want to call up the editing context menu but don't want to
take your fingers from the keys to right-click.
Alt+Down Arrow
Alt+Down arrow opens a drop-down list box. Mnemonic: Down box, Down Arrow. This
is especially helpful when you're filling in database forms (in Microsoft
Access, for example). It's also useful when working in a dialog box.
Ctrl+Tab and
Ctrl+Shift+Tab
Cycle through the tabs in a dialog box with Ctrl+Tab or Ctrl+Shift+Tab.
Mnemonic: Control your way from tab to tab. Ctrl+Tab goes from left to right,
Ctrl+Shift+Tab moves from right to left.
Alt+F6
Alt+F6 switches from window to window within the same program. However, this
won't work with all windows. It will, for example, toggle between a Find window
and a document window in Microsoft Word, but it won't toggle between one
document window and another. The command in Word for cycling through the open
document windows is Ctrl+F6.
Ctrl+B, Ctrl+U, Ctrl+I
Use Ctrl+B for bolded font, Ctrl+U for underlined font, and
Ctrl+I for italicized font. You probably know these work in the Office
programs you use, but try them in other programs as well; they may work.
Ctrl+Z
Ctrl+Z undoes any action. Mnemonic: Zap that. Again, this works
throughout Windows, if not in every program.
Microsoft Word shortcuts, Part I
Word offers over 300
shortcuts as shipped, not including the menu shortcuts. This adds up to more
shortcuts than any reasonable person would be willing to memorize. There are a
few, however, that we've found are worth the effort.
F3
F3 expands an autotext entry. If you use autotext very often, you'll get the
hang of this one. Simply type the abbreviation (such as your initials for your
address) and hit F3 to replace the abbreviation with the fill entry.
Shift+F3
Shift+F3 changes the case of letters. However, the effect of this shortcut
depends on the selected text. The basic behavior cycles through all caps, all
lowercase, and title capitalization (the first letter of each word
capitalized). If the selection includes a sentence break, the shortcut cycles
through all caps, all lowercase, and capitalization of the first word in each
sentence.
F7
F7 by itself performs a spell-check on the entire document. If you select a
word or section first, however, F7 checks the spelling of only that word or
selection. If you have the Check Spelling As You Type feature turned on,
this shortcut probably won't interest you. If you find that feature distracting
and keep it off, you might find this shortcut quite useful.
Shift+F7
Shift+F7 checks the thesaurus. Mnemonic: There's not really a good mnemonic,
but remembering that the F7 key is associated with both spelling and thesaurus
commands might help. Shift+F7 checks the thesaurus for the word the cursor is
on or just past.
F9
F9 updates the fields. Mnemonic: Again, there's not really a good mnemonic. All
shortcuts dealing with fields use the F9 function key, though. Remember that
much and you can, at the very least, experiment with various keystroke
combinations. F9 by itself updates the selected fields, if any, or just the
field the cursor is in.
Shift+F9
Shift+F9 switches between the field code and field result for selected fields.
Mnemonic: Shift between selected field codes and field results.
Alt+F9
Alt+F9 switches between showing all field codes and their results. Mnemonic:
Show all (Alt) codes or results.
Ctrl+F9
Ctrl+F9 inserts field markers. Mnemonic: Control what goes into the
field. If you know the field codes you need to enter, use Ctrl+F9 to insert
both open and close markers for the field quickly, then type your codes between
them. Hit F9 to calculate the field result.
Shift+Ctrl+F9
Shift+Ctrl+F9 unlinks a field. Mnemonic: Shift control from the field to the
field result. This converts a calculated field result into permanent text or a
permanent graphic.
Microsoft Word
shortcuts, Part II
Alt+Shift+D
Alt+Shift+D inserts Date field. Mnemonic: Date. To insert the date as text,
type Alt+Shift+D, then Backspace, followed by Ctrl+Shift+F9 again.
Alt+Shift+T
Alt+Shift+T inserts Time field. Mnemonic: Time. Again, to make the insertion as
text, follow the shortcut with Ctrl+Shift+F9.
Ctrl+Shift+S
Ctrl+Shift+S moves you to the Style drop-down box to pick a style. Mnemonic:
Take Control to shift the Style. Once you get to the Style text box, you
can open the drop-down list with Alt-Down Arrow.
Ctrl++
Ctrl++ formats characters as superscript.
Ctrl+=
Ctrl+= formats characters as subscript. Mnemonic: Superscript is +. Subscript
is the unshifted form of +.
Ctrl+Spacebar
Ctrl+Spacebar returns font to the default format for the style. If you depend
on styles for formatting, this is one of the most important shortcuts to
learn--particularly if you collaborate with others who may not be familiar with
styles.
Ctrl+Shift+* (asterisk)
Ctrl+Shift+* toggles between showing and hiding nonprinting characters. This is
equivalent to clicking on the Show/Hide icon in the standard toolbar.
Alt+Shift+Up Arrow
Alt+Shift+Up Arrow moves the paragraph up.
Alt+Shift+Down Arrow
Alt+Shift+Down Arrow moves the paragraph down. This command moves the paragraph
containing the cursor or selection one paragraph marker at a time.
Alt+Shift+Right (or
Left) Arrow
Use this command to cycle the selected paragraph through all formats in the
Style list.
Ctrl+Shift+> (Greater
than sign)
This command increases size (by various increments, depending on the current
size).
Ctrl+Shift+< (Less
than sign)
Use this command to decrease size (by various increments, depending on the
current size).
Ctrl+] (Right square
bracket)
Increase size by one point with this command.
Ctrl+[ (Left square
bracket)
This command decreases size by one point.
Assorted shortcuts
Windows
F10 or Alt
F10 or Alt toggles between the menu bar and the main window in a program.
Ctrl+Tab
Switch to the next window of a multiple-document-interface program.
Alt+F4
Alt+F4 closes a program.
F3
F3 runs Find again (in many but not all Windows utilities.
Access
Ctrl+Alt+Spacebar
Ctrl+Alt+Spacebar enters the default value for a field.
Ctrl+' (apostrophe)
Ctrl+' enters the value that appears in the same field in the previous record.
Ctrl++
Ctrl++ adds a new record.
Ctr+-
Ctrl+- deletes the current record.
Excel
Shift+F2
Shift+F2 edits or creates a comment in the current cell.
Esc, then Arrow keys
Esc, then Arrow keys moves a comment that's being edited.
Esc, then Esc again
Pressing Esc twice closes a comment that's being edited.
Ctrl+Shift+"
(quotation mark)
Use this command to opy the value from the cell above the current cell.
Ctrl+' (apostrophe)
Ctrl+' copies the formula from the cell above the current cell.