Professional Documents
Culture Documents
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
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
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
5
Keyboard Shortcuts for Outlook
Basic Navigation
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
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
8
E- Mails
9
Calendar
10
Contacts
11
Electronic Business Cards Dialogue Box
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
13
Format Text
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
15
Macros
Forms
16
Day View
Week View
17
Month View
Date Navigator
18
Keyboard Shortcuts for Excel
Shortcuts by Keys
Function Keys
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
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
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
28
Manoeuvring
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)
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
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.
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
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
35
Move and Scroll within Worksheets
36
Move within a selected range
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
40
Enter and calculate formulas
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.
42
Format data
43
Use the Border tab in the Format Cells dialogue box
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.
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.
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.
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 higher-
level 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.
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
50
Common tasks done in a Microsoft Word document
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.
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
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
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.
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.
56
Copy and move text and graphics
Copy Formatting
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
59
Select Text and Graphics in a Table
60
Move the Insertion Point
61
Change or resize the font
62
Set Line Spacing
Align Paragraphs
63
Performing a Mail Merge
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
66
SHIFT + Function key
67
CTRL + Function key
68
ALT Function key
69
Keyboard Shortcuts for Powerpoint
Move between Panes
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
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
70
Select text and objects
71
Move around in text
72
Move around in and work on tables
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
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, right-
click 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
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
76
Send a presentation in an e-mail
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.
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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.
80
Nudge an object
Zoom
Layer objects
Snap objects
CTRL+T Switch between making an object transparent or opaque (with a white fill).
81
Show or hide boundaries or guides
Insert an object
CTRL+ENTER Insert an object of the type selected on the Objects Toolbar or Insert menu.
CTRL+M Switch between the current page and the master page
82
Creating, opening, closing, or saving a publication
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
84
Display and use windows
85
Keyboard Shortcuts for Access
Opening Databases
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
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
Window Operations
88
Working with Wizards
Miscellaneous
89
Database window - editing and navigating the Object list
90
Work with menus
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
91
Using a program window
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
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
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
93
Moving the insertion point in a field
Undoing Changes
94
Entering data in Datasheet or Form view
95
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
97
Navigating to another screen of data
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
98
Form view - navigating between fields and records
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
99
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
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
101
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
103
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
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
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
107