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
Basic Navigation Search Flags Colour Categories Create an Item or File All Items E- Mails Calendar Contacts Electronic Business Cards Dialogue Box Add Web Information to Items Print Preview Tasks Format Text Send & Receive Table View – General Use Table View – with a group selected Table View – All Groups Macros Forms Calendar Day/Week/Month View Day View Week View Month View Date Navigator

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Keyboard Shortcuts for Excel
Shortcuts by Keys
Function Keys Shift + Function Keys Ctrl + Function Keys Other + Function Keys Ctrl + Numbers Ctrl + Letters Other + Letters Entering Data Editing Data Selecting Data

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Extending Data Formatting Data Manoeuvring Manoeuvring within a selection Redundant Shortcut Keys (2003) Other

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Shortcuts by Function
Display and Use Windows Access and Use Smart Tags Access and Use Task Panes Access and Use Menus and Toolbars Use the Open, Save as and Insert Picture Dialogue Boxes Work with Worksheets Move and Scroll within Worksheets Move within a selected range Move and scroll with SCROLL LOCK Select cells, rows, columns and objects Select cells with specific characteristics Extend a selection Enter Data Enter and calculate formulas Edit data Insert, delete and copy cells Format data Use the Border tab in the Format Cells dialogue box Use data forms (Data Menu, Form command) Filter ranges (Data Menu, Auto Filter command) Show, hide and outline data Use the PivotTable and PivotChart Wizard - Layout dialog box Create charts and select chart elements Send e-mail messages Work with macros

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Keyboard Shortcuts for Word
Access and use menus and toolbars Access and use task panes Use the Open, Save As, and Insert Picture dialog boxes Common tasks done in a Microsoft Word document Speech and handwriting recognition Sending e-mail messages Create, view, and save documents Find, replace, and browse through text

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and endnotes Working with Web pages Delete text and graphics Copy and move text and graphics Insert Paragraphs and tab characters in a table Copy Formatting Insert Special Characters Extend a Selection Select Text and Graphics in a Table Moving Around in a Table Move the Insertion Point Change or resize the font Apply Character formats Set Line Spacing Align Paragraphs Apply Paragraph Style Performing a Mail Merge Working with Fields Function keys SHIFT + Function key CTRL + ALT + Function key CTRL + Function key CTRL + SHIFT + Function key ALT Function key ALT + SHIFT + Function key 53 53 54 54 55 55 55 56 56 57 57 57 58 59 60 60 61 62 62 63 63 63 64 65 66 67 67 68 68 69 69 Keyboard Shortcuts for Powerpoint Move between Panes Work in an Outline Show or hide a grid or guides Select text and objects Delete and copy text and objects Move around in text Move around in and work on tables Format and align characters and paragraphs Copy text formats Apply character formats 70 70 70 70 71 71 72 73 73 73 74 3 . footnotes.Undo and redo actions Switch to another view Outline view Printing and previewing documents Reviewing documents Reading layout view References.

or saving a publication Use Print Preview Working with Web pages and hyperlinks Sending e-mail Display and use windows 79 79 80 80 80 81 81 81 81 81 81 82 82 82 82 82 83 83 83 84 85 Keyboard Shortcuts for Access Opening Databases Printing and Saving Finding and Replacing Text or Data Using a Combo Box or List Box Working in Design View Editing controls in form and report Design view Window Operations Working with Wizards Miscellaneous Database window . paste or delete text or objects Undo or redo an action Nudge an object Zoom Layer objects Snap objects Select or group objects Make an object transparent Show or hide boundaries or guides Insert an object Select or insert pages Move between pages Use the master page Creating.Align paragraphs Apply superscript and subscript formatting Run a slide show presentation Browse hyperlinks in a slide show presentation Browse Web presentations Send a presentation in an e-mail Display and use windows 74 74 75 76 76 77 77 Keyboard Shortcuts for Publisher Edit or Format Text Copy text formats Copy. opening. closing. cut.Navigating and opening objects Work with menus 86 86 86 86 87 87 88 88 89 89 90 90 91 4 .editing and navigating the Object list Database window .

moving.Work with toolbars Using a program window Send e-mail messages Selecting a field or record Extending a selection Selecting and moving a column in Datasheet view Moving the insertion point in a field Copying. or deleting text Undoing Changes Entering data in Datasheet or Form view Keys for carrying out commands Keys for working with the field list 91 92 92 92 93 93 94 94 94 95 103 105 5 .

. the Reading Pane. Switch to Notes. Move to next field in Reading Pane. TAB Move between the Outlook window. the Reading Pane. Switch to previous message (with message open). page up through text. respectively SHFT+TAB In the Reading Pane. the main Outlook window. respectively LEFT ARROW or RIGHT ARROW. Move between the Navigation Pane. Arrow keys CTRL+Y F3 or CTRL+E ALT+UP ARROW or CTRL+COMMA or ALT+PAGE UP SPACEBAR SHFT+SPACEBAR SHFT+PLUS SIGN or MINUS SIGN. Switch to Tasks.Keyboard Shortcuts for Outlook Basic Navigation CTRL+1 CTRL+2 CTRL+3 CTRL+4 CTRL+5 CTRL+6 CTRL+7 CTRL+PERIOD CTRL+COMMA F6 or CTRL+SHFT+TAB Switch to Mail. go to the previous message. In the Reading Pane. Switch to Shortcuts. Collapse or expand a group in the e-mail message list. Go to a different folder. the smaller panes in the Navigation Pane. and the To-Do Bar. Expand or collapse a group (with a group selected) in the Navigation Pane. Go to the Search box. 6 Move around within the Navigation Pane. Switch to Folder List in Navigation Pane. Switch to Contacts. page down through text. and the sections in the To-Do Bar. In the Reading Pane. Switch to next message (with message open). Switch to Calendar.

or All Contact Items. Search for text within a message or other item. Go forward to next view in main Outlook window. depending on the module you are in. Colour Categories ALT+D Delete the selected category from the list in the Colour Categories dialog box. 7 . Use Advanced Find. symbols. Select the InfoBar and. or some formatting commands within open items. Search CTRL+E ESC CTRL+ALT+A CTRL+ALT+W CTRL+SHFT+F CTRL+SHFT+P F4 SHFT+F4 CTRL+H CTRL+ALT+K Find a message or other item. if available. Clear the search results. show the menu of commands. Works in the Reading Pane on an open item. Go back to previous view in main Outlook window. Find and replace text. All Calendar Items.CTRL+TAB ALT+B. ALT+LEFT ARROW. Create a new Search Folder. Expand search to include the desktop. Flags CTRL+SHFT+G Open the Flag for Follow Up dialog box to assign a flag. or ALT+BACKSPACE ALT+RIGHT ARROW CTRL+SHFT+W Move to previous field in Reading Pane. Expand the Search Query Builder. Expand the search to include All Mail Items. Find next during text search within a message or other item.

Create a folder. Send or post or invite all. All Items CTRL+S or SHFT+F12 ALT+S F12 CTRL+Z or ALT+BACKSPACE CTRL+D CTRL+P CTRL+SHFT+Y CTRL+SHFT+V CTRL+K F7 CTRL+SHFT+G CTRL+F ALT+S F2 Delete an item. 8 . CTRL+L CTRL+E CTRL+R Left align text. Create a Search Folder. Create a fax. Print. Post a reply in this folder.Create an Item or File CTRL+SHFT+A CTRL+SHFT+C CTRL+SHFT+L CTRL+SHFT+X CTRL+SHFT+E CTRL+SHFT+J CTRL+SHFT+Q CTRL+SHFT+M CTRL+SHFT+N CTRL+SHFT+H CTRL+SHFT+S CTRL+T CTRL+SHFT+P CTRL+SHFT+K CTRL+SHFT+U Create an appointment. Undo. Check names. Create a meeting request. Create a note. Move an item. Save as. Create a task. Forward. Right align text. Save and close. Copy an item. Turn on editing in a field (except in Icon view). Create a message. Centre text. Create a task request. Save. Create a distribution list. Post to this folder. Create a Journal entry. Flag for follow-up. Create a contact. Create a new Microsoft Office document. Check spelling.

Mark for Download.(when a Send/Receive is in progress) 9 . Show the menu to download pictures. Clear Mark for Download. Print. Create a new message (when in Mail). Go to the next message. Display Send/Receive progress. Add a Quick Flag to an unopened message. Display blocked external content (in a message). Apply Normal style. Convert an HTML or RTF message to plain text. Forward as attachment. Mark as unread.Mails CTRL+SHFT+I CTRL+SHFT+O CTRL+TAB Switch to Inbox. Go to the previous message. Mark a message as not junk. or add a sender to the Safe Senders List. Show the properties for the selected item. Reply to a message. Mark as read. Forward. Display the Flag for Follow Up dialog box. Find next. Forward a message.E. Create a new message (from any Outlook view). Open a received message. change automatic download settings. (with focus on the To box) and then TAB to the Accounts button CTRL+K ALT+S CTRL+R CTRL+SHFT+R CTRL+F CTRL+ ALT+J CTRL+SHFT+I CTRL+ SHFT+S CTRL+SHFT+N CTRL+M or F9 UP ARROW DOWN ARROW CTRL+N CTRL+SHFT+M CTRL+O CTRL+SHFT+B CTRL+SHFT+O INSERT CTRL+SHFT+G CTRL+Q CTRL+U CTRL+SHFT+W Check names. Send. Open the Address Book. Choose the account from which to send a message. Send. Reply all to a message. Check for new messages. F4 SHFT+F4 CTRL+ENTER CTRL+P CTRL+F CTRL+ALT+F ALT+ENTER CTRL+ALT+M CTRL+ALT+U CTRL+B Find or replace. Post to a folder. Switch to Outbox.

Show 2 days in the calendar. Show 9 days in the calendar. 10 . Create a new appointment (in any Outlook view). Show 6 days in the calendar. Show 4 days in the calendar. Go to a date. Reply All to a meeting request with a message. Go to the previous week. Switch to Full Week view. Switch to Work Week view. Reply to a meeting request with a message. Show 8 days in the calendar. Forward an appointment or meeting. Go to the end of the week. Set up recurrence for an appointment or task. Go to the previous month. Go to next appointment. Show 7 days in the calendar. Show 10 days in the calendar. Go to the start of the week. Show 3 days in the calendar. Go to previous appointment. Create a new meeting request. Show 1 day in the calendar. Go to the next month. Go to the next day. Show 5 days in the calendar. Go to the next week. Go to the previous day. Switch to Month view.Calendar CTRL+N CTRL+SHFT+A CTRL+SHFT+Q CTRL+F CTRL+R CTRL+SHFT+R ALT+0 ALT+1 ALT+2 ALT+3 ALT+4 ALT+5 ALT+6 ALT+7 ALT+8 ALT+9 CTRL+G ALT+= or CTRL+ALT+4 CTRL+RIGHT ARROW ALT+DOWN ARROW ALT+PAGE DOWN CTRL+LEFT ARROW ALT+UP ARROW ALT+PAGE UP ALT+HOME ALT+END ALT+MINUS SIGN or CTRL+ALT+3 CTRL+ALT+2 CTRL+COMMA or CTRL+SHFT+COMMA CTRL+PERIOD or CTRL+SHFT+PERIOD CTRL+G Create a new appointment (when in Calendar).

under Internet. display the E-mail 1 information.Contacts CTRL+SHFT+D F3 or CTRL+E F11 SHFT+letter CTRL+A CTRL+F CTRL+J CTRL+N CTRL+SHFT+C CTRL+O or CTRL+SHFT+ENTER CTRL+SHFT+L CTRL+P F5 CTRL+Y CTRL+SHFT+B CTRL+SHFT+F CTRL+SHFT+PERIOD ESC CTRL+SHFT+X ALT+D ALT+SHFT+1 ALT+SHFT+2 ALT+SHFT+3 Dial a new call. under Internet. In Table or List view of contacts. Select all contacts. Use Advanced Find. Open a contact form for the selected contact. Update a list of distribution list members. Create a new message addressed to selected contact. In a contact form. Open the Address Book. In an open contact. In a contact form. display the E-mail 3 information. open the next contact listed. Enter a name in the Search Address Books box. Go to a different folder. Open the Check Address dialog box. Close a contact. under Internet. Find a contact or other item. Create a new contact (when in Contacts). Print. Create a Journal entry for the selected contact. Open a Web page for the selected contact (if one is included). In a contact form. 11 . Create a new contact (from any Outlook view). Create a new distribution list. go to first contact that starts with a specific letter. display the E-mail 2 information.

press W. Zoom. Select Layout drop-down list. Specify a Web browser. Place cursor at beginning of Edit box. CTRL+K Edit a URL in the body of an item. Print Preview Press ALT+F and then press V To print an item in an open window. Open Print Preview. Close Print Preview. 12 . Insert a hyperlink. Select colour palette for background.Electronic Business Cards Dialogue Box ALT+A ALT+B ALT+C ALT+E ALT+F ALT+G ALT+K. and then press V ALT+P ALT+S or ALT+U ALT+Z ALT+C Print a print preview. Open the Add Card Picture dialog box. Open Page Setup from Print Preview. Select the Fields box. Add Web Information to Items Hold down CTRL and click the mouse button. Select the Image Align drop-down list. Select text in Label box when the field with a label assigned is selected. Remove a selected field from the Fields box. Hold down SHFT and click the mouse button. then ENTER ALT+L ALT+R Open the Add list. press ALT+F.

Tasks ALT+F2 ALT+C ALT+D CTRL+E CTRL+Y CTRL+N CTRL+SHFT+K CTRL+SHFT+U CTRL+O CTRL+P CTRL+A CTRL+D CTRL+F SHFT+TAB CTRL+J CTRL+Z INSERT Show or hide the To-Do Bar. Decline a task request. Print selected item. Create a new task request. Tasks list. 13 . Find a task or other item. Open the Go to Folder dialog box. Open selected item as a Journal item. Accept a task request. Delete selected item. Flag an item or mark complete. Switch between the Navigation Pane. Create a new task (when in Tasks). Undo last action. and To-Do Bar. Open selected item. Select all items. Forward a task as an attachment. Create a new task (from any Outlook view).

Clear formatting. Make letters bold. Stretch a paragraph to fit between the margins. Make letters italic. Increase font size. Cut. Right align a paragraph. Left align a paragraph. Decrease indent. items less than a specific size. retrieving full items (header. Send & Receive F9 Start a send/receive for all defined Send/Receive groups with Include this group in Send/Receive (F9) selected. Format letters as small capitals. SHFT+F9 Start a send/receive for the current folder. Copy.Format Text ALT+O CTRL+SHFT+P SHFT+F3 CTRL+SHFT+K CTRL+B CTRL+SHFT+L CTRL+I CTRL+T CTRL+SHFT+T CTRL+L CTRL+E CTRL+U CTRL+] or CTRL+SHFT+> CTRL+[ or CTRL+SHFT+< CTRL+X or SHFT+DELETE CTRL+C or CTRL+INSERT CTRL+V or SHFT+INSERT CTRL+SHFT+Z or CTRL+SPACEBAR CTRL+SHFT+H CTRL+SHFT+J CTRL+SHFT+S CTRL+T CTRL+K CTRL+L CTRL+R CTRL+SHFT+T CTRL+Q Delete the next word. Switch case (with text selected). Decrease font size. Note CTRL+INSERT is not available in the Reading Pane. CTRL+M CTRL+ALT+S Start a send/receive. and any attachments). Display the Format menu. Underline. Increase indent. Apply styles. Paste. Reduce a hanging indent. Remove paragraph formatting. or any combination that you define. item. Define Send/Receive groups. Insert a hyperlink. Create a hanging indent. Left align. This can include headers. Add bullets. 14 . full items. Centre. Display the Font dialog box. specified folders.

Go to the item at the bottom of the screen. Select the last group. respectively CTRL+SPACEBAR F5 Open an item. Select or cancel selection of the active item. respectively CTRL+UP ARROW or CTRL+DOWN ARROW. Select the previous group. 15 . Expand all groups. Select the first group. Table View – with a group selected CTRL+SHFT+PLUS SIGN CTRL+MINUS SIGN SHFT+PLUS SIGN MINUS SIGN UP ARROW DOWN ARROW HOME END RIGHT ARROW Expand all groups. Table View – All Groups CTRL+MINUS SIGN CTRL+SHFT+PLUS SIGN Collapse all groups.Table View – General Use ENTER CTRL+A PAGE DOWN PAGE UP SHFT+UP ARROW or SHFT+DOWN ARROW. Go to the next or previous item without extending the selection. Go to the item at the top of the screen. Expand a single selected group. Select all items. Collapse a single selected group. Collapse the group. Refresh view. Select the next group. Extend or reduce the selected items by one item. Select the first item on screen in an expanded group or the first item off screen to the right.

View 10 days. Create a new Microsoft Office InfoPath form. Select the previous appointment. and the Folder List. Go to the same day in the next week. Save Form Design. Forms CTRL+ALT+SHFT+F12 CTRL+SHFT+F11 Click in an InfoPath folder. Save Form Data. TaskPad.Macros ALT+F8 Play macro. 16 . and then CTRL+N. Go to the previous day. Calendar Day/Week/Month View ALT+key for number of days ALT+0 (ZERO) ALT+MINUS SIGN ALT+= CTRL+TAB or F6 SHFT+TAB LEFT ARROW RIGHT ARROW ALT+DOWN ARROW ALT+UP ARROW View from 1 through 9 days. Go to the same day in the previous week. Move between Calendar. Switch to weeks. Go to the next day. Switch to months.

respectively With the cursor in the appointment. or SHFT+DOWN ARROW. 17 . Select the block of time at the bottom of the screen. respectively SHFT+LEFT ARROW.Day View HOME END UP ARROW DOWN ARROW PAGE UP PAGE DOWN SHFT+UP ARROW or SHFT+DOWN ARROW. or ALT+RIGHT ARROW. respectively With the cursor in the appointment. or right. Select the next block of time. Move selected item to the same day in the previous week. Select the time that ends your work day. down. respectively ALT+DOWN ARROW ALT+UP ARROW Move selected item to the same day in the next week. Move the appointment up. Select the previous block of time. SHFT+RIGHT ARROW. SHFT+UP ARROW. left. Select the block of time at the top of the screen. Go to the start of work hours for the selected day. Extend or reduce the selected time. ALT+LEFT ARROW. Go down one page view in the selected day. Select the time that begins your work day. Go up one page view in the selected day. Week View HOME END PAGE UP PAGE DOWN ALT+UP ARROW. Go to the end of work hours for the selected day. ALT+SHFT+UP ARROW or ALT+SHFT+DOWN ARROW. Change an appointment's start or end time. ALT+DOWN ARROW. Move an appointment up or down. ALT+UP ARROW or ALT+DOWN ARROW. or SHFT+HOME or SHFT+END Change the duration of the selected block of time.

Go to the last day of the current week. Go to the same day of the week in the previous page. Go to the same day in the next week. Go to the same day of the week in the next page. 18 . Date Navigator ALT+HOME ALT+END ALT+UP ARROW ALT+DOWN ARROW Go to the first day of the current week.Month View HOME PAGE UP PAGE DOWN Go to the first day of the week. Go to the same day in the previous week.

putting the cursor at the end (only available with Tools > Options. Edit directly in cell) Displays the (Insert > Name > Paste) dialog box Repeats the last worksheet action (Edit > Repeat) Displays the (Edit > GoTo) dialog box Moves to the next pane in a workbook (if the window is split) Displays the (Tools > Spelling) dialog box Toggles whether to extend a selection with the arrow keys Calculates All the worksheets in All the open workbooks Toggles the activation of the Menu Bar Displays the (Insert > Chart) dialog box that creates a chart (on a chart sheet) using the highlighted range Displays the (File > Save As) dialog box 19 . Edit Tab.Keyboard Shortcuts for Excel Shortcuts by Keys Function Keys F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 Displays the Office Assistant or (Help > Microsoft Excel Help) Edits the active cell.

Shift + Function Keys Shift + F1 Shift + F2 Shift + F3 Shift + F4 Shift + F5 Shift + F6 Shift + F8 Shift + F9 Shift + F10 Shift + F11 Shift + F12 Activates the context sensitive Whats this ? prompt (Help > Whats This) Inserts or edits a cell comment (Insert > Comment) Displays the (Insert > Function) dialog box Repeats the last Find. the same as (Edit > Find Next) Displays the (Edit > Find) dialog box Moves to the previous pane in a workbook (if the window is split) Toggles between switching Add Mode on or off (allows you to select non contiguous blocks of cells using the keyboard) Calculates just the active worksheet Displays the (Shortcut) menu for the selected item Inserts a new worksheet (before the active sheet) into the active workbook (Insert > Worksheet) Saves. Displays the (File > Save As) dialog box if a new workbook Ctrl + Function Keys Ctrl + F1 Ctrl + F3 Ctrl + F4 Ctrl + F5 Ctrl + F6 Ctrl + F7 Ctrl + F8 Ctrl + F9 Ctrl + F10 Ctrl + F12 Closes and reopens the current task pane Displays the (Insert > Name > Define) dialog box Closes the selected workbook window Restores the size of the active workbook or window Moves to the next open workbook or window Activates the Move window command Activates the Resize window command Minimises the size of the active workbook or window Maximises the size of the active workbook or window Displays the (File > Open) dialog box 20 .

Other + Function Keys Alt + F1 Alt + F2 Alt + F4 Alt + F8 Alt + F11 Alt + Ctrl + F9 Alt + Shift + F1 Alt + Shift + F2 Alt + Shift + F4 Alt + Shift + F10 Alt + Shift + F11 Ctrl + Shift + F3 Ctrl + Shift + F6 Ctrl + Shift + F10 Ctrl + Shift + F12 Insert + F4 Creates a chart (on a chart sheet) using the highlighted range Displays the (File > Save As) dialog box Closes all the workbooks (saving first) and exits Excel (File > Exit) Displays the (Tools > Macro > Macros) dialog box Toggles between the Visual Basic Editor window and the Excel window Calculates All cells on All worksheets in All workbooks Inserts a new worksheet (before the active sheet) into the active workbook (Insert > Worksheet) Displays the (File > Save As) dialog box Closes all the workbooks (saving first) and exits Excel (File > Exit) Displays the drop + down menu for the corresponding smart tag Activates the Microsoft Script Editor window Displays the (Insert > Name > Create) dialog box Moves to the previous open workbook or window Activates the Menu Bar or Displays the (View > Toolbars) dialog box Displays the (File > Print) dialog box Read spelling errors and suggestions ?? 21 .

displaying or displaying just placeholders (objects) Toggles the display of the Standard toolbar Toggles the display of Outline symbols on the active worksheet Hides the rows in the current selection (Format > Row > Hide) Unhides the columns in the current selection Enters the value from the cell directly above into the active cell Selects the current region (surrounded by blank rows and columns) Unhides the rows in the current selection 22 .Ctrl + Numbers Ctrl + 0 Ctrl + 1 Ctrl + 2 Ctrl + 3 Ctrl + 4 Ctrl + 5 Ctrl + 6 Ctrl + 7 Ctrl + 8 Ctrl + 9 Ctrl + Shift + 0 Ctrl + Shift + 2 Ctrl + Shift + 8 Ctrl + Shift + 9 Hides the columns in the current selection (Format > Column > Hide) Displays the (Format > Cells) dialog box Toggles bold on the current selection Toggles italics on the current selection Toggles underlying on the current selection Toggles the strikethrough of text on the current selection Toggles between hiding.

Displays the (File > Save As) dialog box if a new workbook Toggles underlining on the current selection Pastes the entry from the clipboard (Edit > Paste) Closes the active workbook or window (File > Close) Cuts the current selection to the clipboard (Edit > Cut) Repeats the last workbook action (Edit > Repeat) Undo the last workbook action (Edit > Undo) 23 .Ctrl + Letters Ctrl + A Ctrl + B Ctrl + C Ctrl + D Ctrl + E Ctrl + F Ctrl + G Ctrl + H Ctrl + I Ctrl + J Ctrl + K Ctrl + L Ctrl + N Ctrl + O Ctrl + P Ctrl + R Ctrl + S Ctrl + U Ctrl + V Ctrl + W Ctrl + X Ctrl + Y Ctrl + Z Displays the formula palette given a function name or selects the whole worksheet Toggles bold on the current selection Copies the current selection to the clipboard (Edit > Copy) Copies the first cell in the selection downwards (Edit > Fill > Down) Goto current Error ?? Displays the (Edit > Find) dialog box Displays the (Edit > GoTo) dialog box Displays the (Edit > Replace) dialog box Toggles italics on the current selection Toggles calculation between Manual and Automatic ?? Displays the (Insert > Hyperlink) dialog box (Added in 2003) Displays the Create List dialog box Creates a new workbook (File > New) Displays the (File > Open) dialog box Displays the (File > Print) dialog box Copies the leftmost cell in the selection to the right (Edit > Fill > Right) Saves.

List cells in current column ??? Activates the Font Name drop + down list on the Formatting toolbar Selects all the hyperlinks ?? where Selects all the cells with comments Activates the Font Size drop + down list on the Formatting toolbar List cells in the current row ??? List all the worksheets ?? 24 .Other + Letters Alt + C Alt + D Alt + E Alt + F Alt + H Alt + I Alt + L Alt + O Alt + P Alt + R Alt + T Alt + U Alt + V Alt + W Alt + Shift + B Alt + Shift + G Ctrl + Shift + A Ctrl + Shift + C Ctrl + Shift + F Ctrl + Shift + H Ctrl + Shift + O Ctrl + Shift + P Ctrl + Shift + R Ctrl + Shift + S Move the selected field into the Column area (Pivot Table) Displays the (Data) menu Displays the (Edit) menu Displays the (File) menu Displays the (Help) menu Displays the (Insert) menu Displays the Pivot Table Field dialog box ?? Displays the (Format) menu Move the selected field into the Page area (Pivot Table) Move the selected field into the Row area (Pivot Table) Displays the (Tools) menu Activates the AutoShapes submenu on the Drawing toolbar (assumes the drawing toolbar is visible) Displays the (View) menu Displays the (Window) menu Report on the cell borders ?? Report the gridline status ?? Inserts argument names given a function in the formula bar.

Ctrl + Enter Ctrl + Shift + . Ctrl + Shift + Enter Shift + Insert Alt + Down Arrow Esc Enters the contents of the active cell and moves to the cell below (by default) Enters the contents of the active cell and moves to the cell above (by default) Enters the contents of the active cell and moves one cell to the right Enters the contents of the active cell and moves one cell to the left Enters the SUM() function (AutoSum) to sum the adjacent block of cells Enters the euro symbol (€) (using Number keypad) Enters the cent symbol (¢) (using Number keypad) Enters the pound sign symbol (£) (using Number keypad) Enters the yen symbol (¥) (using Number keypad) Enters a new line (or carriage return) into a cell Enters the formula from the cell directly above into the active cell Enters the value from the cell directly above into the active cell Enters the current date into the active cell Enters the contents of the active cell to the selected region Enters the current time into the active cell Enters the formula as an Array Formula Enters the data from the clipboard Displays the Pick From List drop + down list Cancels the cell entry and restores the original contents 25 .Entering Data Enter Shift + Enter Tab Shift + Tab Alt + = Alt + 0128 Alt + 0162 Alt + 0163 Alt + 0165 Alt + Enter Ctrl + ' Ctrl + Shift + 2 Ctrl + .

Editing Data
Delete Backspace Shift + Delete Ctrl + Delete Ctrl + + Ctrl + Shift + = Deletes the selection or one character to the right Deletes the selection or one character to the left Cuts the selection to the clipboard Deletes text to the end of the line Displays the (Edit > Delete) dialog box Displays the (Insert > Cells) dialog box

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Selecting Data
Ctrl + \ Ctrl + Shift + \ Ctrl + / Alt + ; Ctrl + Enter Ctrl + Shift + (8 or *) Ctrl + * Ctrl + [ Ctrl + Shift + [ Ctrl + ] Ctrl + Shift + ] Ctrl + Shift + Page Down Ctrl + Shift + Page Up Ctrl + Shift + Spacebar Ctrl + Backspace Ctrl + Spacebar Shift + Arrow keys Shift + Backspace Shift + Spacebar Selects the cells in a selected row that do not match the value in the active cell Selects the cells in a selected column that do not match the value in the active cell Selects the array containing the active cell ?? Selects the visible cells in the current selection Selects the first object / chart ?? Selects the current region (surrounded by blank rows and columns) Selects the current region (using the * on the number keyboard) Selects all the cells that are directly referred to by the formula in the active cell (precedents) Selects all the cells that are directly (or indirectly) referred to by the formula in the active cell Selects all the cells that directly refer to the active cell (dependents) Selects all the cells that directly (or indirectly) refer to the active cell Selects the active worksheet and the one after it Selects the active worksheet and the one before it Selects all the objects on the worksheet when an object is selected or selects the whole worksheet Selects the current active cell (scrolling if necessary) Selects the current column Selects the active cell and the cell in the given direction Selects the active cell when multiple cells are selected Selects the current row

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Extending Data
Ctrl + Shift + Arrow Key Ctrl + Shift + End Ctrl + Shift + Home Shift + Arrow Keys Shift + Home Shift + Page Down Shift + Page Up End, Shift + Arrow Keys End, Shift + End Extends the selection to the next cell adjacent to a blank cell in that direction Extends the selection to the last used cell on the worksheet Extends the selection to the beginning of the worksheet Extends the selection by one cell in that direction Extends the selection to the first column Extends the selection down one screen Extends the selection up one screen Extends the selection to the next non + blank cell in that direction 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 + ' Ctrl + Shift + ( ' or ¬) Ctrl + Shift + (1 or !) Ctrl + Shift + (4 or $) Ctrl + Shift + (5 or %) Ctrl + Shift + (6 or ^) Ctrl + Shift + (# or ~) Ctrl + (# or ~) Ctrl + Shift + (7 or &) Ctrl + Shift + ( + or _ ) Displays the (Format > Style) dialog box Applies the Time format "hh:mm" to the selection Applies the Comma separated format "#,##0.00" to the selection Applies the Currency format "£#,##0.00" to the selection Applies the Percentage format "0%" to the selection Applies the Exponential format "#,##E+02" to the selection Applies the General format to the selection Applies the Custom Date format "dd + mmm + yy" to the selection Applies the outline border to the selection Removes all the borders from the selection

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Manoeuvring Arrow Keys Ctrl + Tab Alt + Tab Alt + Shift + Tab Enter Tab Home End. Arrow Keys End. Home Page Down Page Up Shift + Enter Shift + Tab Alt + Page Down Alt + Page Up Ctrl + Home Ctrl + End Ctrl + Up Arrow Ctrl + Down Arrow Ctrl + Left Arrow Ctrl + Right Arrow Ctrl + Page Up Ctrl + Page Down Moves to the next cell in that direction Moves to the next open workbook or window Moves to the next application open on your computer Moves to the previous application open on your computer Moves to the cell directly below Moves to the next cell on the right (or unprotected cell) Moves to the first column in the current row Moves to the next non empty cell in that direction Moves to the last cell in the current row that is not blank Moves to the last used cell on the active worksheet* Moves to the last used cell on the active worksheet* Moves to the next screen of rows down Moves to the previous screen of rows up Moves to the cell directly above (opposite direction to Enter) Moves to the cell directly to the left (opposite direction to Tab) Moves you one screen of columns to the right Moves you one screen of columns to the left Moves to cell "A1" on the active sheet Moves to the last used cell on the active worksheet (only updated when the workbook is closed) Moves to the first row in the current region Moves to the last row in the current region Moves to the first column in the current region Moves to the last column in the current region Moves to the previous worksheet in the workbook Moves to the next worksheet in the workbook 29 . Enter End + Home End.

Ctrl + Shift + Tab Ctrl + Backspace Scroll Lock + Arrow Keys Scroll Lock + End Scroll Lock + Home Scroll Lock + Page Down Scroll Lock + Page Up Moves to the previous open workbook or window Moves to the display the active cell Moves the workbook or window one cell the corresponding direction Moves to the last cell in the current window Moves to the first cell in the current window Moves you down one screen (current selection unchanged) Moves you up one screen (current selection unchanged) Manoeuvring within a selection Enter Tab Ctrl + . Shift + Tab Alt + Ctrl + Left Arrow Alt + Ctrl + Right Arrow Moves from top to bottom within a selection Moves from left to right within a selection Moves clockwise to the next corner within a selection Moves from right to left within a selection (opposite direction to Tab) Moves to the left between non adjacent cells in a selection Moves to the right between non adjacent cells in a selection Redundant Shortcut Keys (2003) Ctrl + F2 Ctrl + F11 Displays the Info Window (redundant) Inserts an Excel 4.0 macro sheet (redundant) 30 .

Other = Ctrl + ` Ctrl + Delete Ctrl + Insert Ctrl + Shift + ( Ctrl + Shift + ) Ctrl + Shift + / Ctrl + Shift + \ Alt Alt + Shift + Left Arrow Alt + Shift + Right Arrow Alt + Backspace Alt + Spacebar Alt + + End Scroll Lock Shift + Insert Starts a Formula Toggles between the value layer and the formula layer Deletes to the end of the line Copies the current selection to the clipboard Unhides any hidden rows within the selection Unhides any hidden columns within the selection Copy value from cell above / select the array ?? Select unequal cells Toggles the activation of the Menu Bar Displays the (Data > Group and Outline > UnGroup) dialog box Displays the (Data > Group and Outline > Group) dialog box Undo the last action (Edit > Undo) ?? Activates the Control Box in the top left hand corner Displays the Excel application control menu Toggles between switching End Mode on or off Toggles between switching Scroll Lock on or off Pastes the entry from the clipboard 31 .

Copy a picture of the selected window to the Clipboard. When a workbook window is not maximized. Use the arrow keys to move the window. CTRL+F6 CTRL+SHFT+F6 CTRL+F7 When more than one workbook window is open. 32 . Close the selected workbook window. CTRL+F9 CTRL+F10 PRTSCR ALT+PRINT SCREEN Minimize a workbook window to an icon. Split command). Switch to the previous workbook window. perform the Move command (on the Control menu for the workbook window). perform the Size command (on the Control menu for the workbook window). Display the Windows Start menu.) is visible.Shortcuts by Function Display and Use Windows ALT+TAB ALT+SHFT+TAB CTRL+ESC CTRL+W or CTRL+F4 CTRL+F5 F6 Restore the window size of the selected workbook window. Switch to the next pane in a worksheet that has been split (Window menu. Note When the task pane (task pane: A window within an Office application that provides commonly used commands. Use the arrow keys to resize the window. Switch to the previous program. F6 includes that pane when switching between panes. switch to the next workbook window. CTRL+F8 When a workbook window is not maximized. Switch to the next program. and when finished press ENTER. and when finished press ESC. Maximize or restore the selected workbook window. Its location and small size allow you to use these commands while still working on your files. SHFT+F6 Switch to the previous pane in a worksheet that has been split. Copy a picture of the screen to the Clipboard. Note When the task pane is visible. SHIFT+F6 includes that pane when switching between panes.

) from another pane in the program window.) is active. (You may need to press F6 more than once. To display a shortcut menu.) Notes If pressing F6 doesn't display the task pane you want. To display a toolbar. F6 includes the split panes when switching between panes. select the next or previous option in the task pane Display the full set of commands on the task pane menu Move among choices in a selected submenu. right-click an item or press SHIFT+F10.Access and Use Smart Tags ALT+SHFT+F10 Display the menu or message for a smart tag. Its location and small size allow you to use these commands while still working on your files. press ALT and then SHIFT+F10. open a drop-down menu for the selected gallery item HOME or END When a menu or submenu is visible. Split command). (You may need to press CTRL+TAB more than once. In a worksheet that has been split (Window menu. move to a task pane. try pressing ALT to place focus on the menu bar. switch to the next smart tag and display its menu or message. select the first or last command on the menu or submenu 33 Open the selected menu. Perform the action for the selected item in a smart tag menu. and then pressing CTRL+TAB to move to the task pane. Select the previous item in a smart tag menu. DOWN ARROW UP ARROW ENTER ESC Select the next item in a smart tag menu. CTRL+TAB When a menu or toolbar (toolbar: A bar with buttons and options that you use to carry out commands. Close the smart tag menu or message.) TAB or SHFT+TAB CTRL+SPACEBAR DOWN ARROW or UP ARROW SPACEBAR or ENTER SHFT+F10 Open a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. If more than one smart tag is present. Access and Use Task Panes F6 Move to a task pane (task pane: A window within an Office application that provides commonly used commands. move among certain options in a group of options .). or perform the action assigned to the selected button When a task pane is active.

switch between the main menu and the submenu. Display the Control menu for the Excel window. or perform the action for the selected button or command. select the next or previous command. Show or hide the Standard toolbar.). When a toolbar is selected. Display the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. close only the submenu. ALT+SPACEBAR DOWN ARROW or UP ARROW LEFT ARROW or RIGHT ARROW HOME or END ESC CTRL+DOWN ARROW CTRL+7 Select the first or last command on the menu or submenu. When a toolbar is selected. select the next or previous toolbar.PAGE UP or PAGE DOWN CTRL+HOME or CTRL+END Scroll up or down in the selected gallery list Move to the top or bottom of the selected gallery list 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. Select the menu to the left or right. Close an open menu. To display a shortcut menu. select the next or previous button or menu on the toolbar. When a submenu is open. or close an open menu and submenu at the same time. When a submenu is open. right-click an item or press SHIFT+F10. Display the full set of commands on a menu.) for the selected item. When a menu or submenu is open. TAB or SHFT+TAB CTRL+TAB or CTRL+SHFT+TAB ENTER SHFT+F10 Open the selected menu. 34 .

Save as and Insert Picture Dialogue Boxes ALT+1 ALT+2 ALT+3 Go to the previous folder Up One Level button: open the folder up one level above the open folder 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. or by matches to user queries. Rename command). Delete the current sheet (Edit menu. press CTRL+PAGE UP. Select the current and next sheet. Sheet submenu. H. Move to the previous sheet in the workbook. L Select the current and previous sheet. right-click an item or press SHIFT+F10. to select a different sheet. by keyword. Move or copy the current sheet (Edit menu. 35 . To cancel selection of multiple sheets. Move or Copy Sheet command). M ALT+E. Rename the current sheet (Format menu. SHFT+CTRL+PAGE UP ALT+O.) for a selected item such as a folder or file TAB F4 or ALT+I F5 Move between options or areas in the dialog box Open the Look in list Refresh the file list Work with Worksheets SHFT+F11 or ALT+SHFT+F1 CTRL+PAGE DOWN CTRL+PAGE UP SHFT+CTRL+PAGE DOWN Insert a new worksheet. Move to the next sheet in the workbook. To display a shortcut menu.Use the Open. such as by topic. R ALT+E. Delete Sheet command). press CTRL+PAGE DOWN or.) ALT+4 ALT+5 ALT+6 ALT+7 or ALT+L SHFT+F10 Delete button: delete the selected folder or file Create New Folder button: create a new folder Views button: switch among available folder views Tools button: show the Tools menu Display a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item.

Move one cell to the right. Note When the task pane is visible. Display the Go To dialog box. Move one screen to the right. SHFT+F6 Switch to the previous pane in a worksheet that has been split. Move to the beginning of the worksheet. Display the Find dialog box. or right. in the bottom-most used row of the rightmost used column. 36 . SHIFT+F6 includes that pane when switching between panes. Move up one screen. Split command). Move one screen to the left. Move to the last cell on the worksheet. Move one cell to the left. Note When the task pane (task pane: A window within an Office application that provides commonly used commands. 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 CTRL+HOME CTRL+END PAGE DOWN PAGE UP ALT+PAGE DOWN ALT+PAGE UP F6 Move to the beginning of the row.). Switch to the next pane in a worksheet that has been split (Window menu. Its location and small size allow you to use these commands while still working on your files. Move down one screen.Move and Scroll within Worksheets Arrow keys TAB SHFT+TAB CTRL+arrow key Move one cell up. Move between unlocked cells on a protected worksheet. CTRL+BACKSPACE F5 SHFT+F5 SHFT+F4 TAB Scroll to display the active cell. F6 includes that pane when switching between panes. down.) is visible. Repeat the last Find action (same as Find Next). left.

Move from right to left within the selected range. If cells in a single column are selected. 37 .Move within a selected range ENTER SHFT+ENTER TAB SHFT+TAB CTRL+PERIOD CTRL+ALT+RIGHT ARROW CTRL+ALT+LEFT ARROW Move from top to bottom within the selected range. columns and objects CTRL+SPACEBAR SHFT+SPACEBAR CTRL+A Select the entire column. If the worksheet contains data. Select the entire worksheet. Move and scroll with SCROLL LOCK SCROLL LOCK HOME END UP ARROW or DOWN ARROW LEFT ARROW or RIGHT ARROW Turn SCROLL LOCK on or off. CTRL+SHIFT+SPACEBAR selects the current region. Move to the cell in the upper-left corner of the window. Switch to the next nonadjacent selection to the left. SHFT+BACKSPACE CTRL+SHFT+SPACEBAR With multiple cells selected. rows. If the worksheet contains data. CTRL+A selects the current region. Pressing CTRL+SHIFT+SPACEBAR a second time selects the entire worksheet. Select the entire row. Pressing CTRL+A a second time selects the entire worksheet. select only the active cell. When an object is selected. Move clockwise to the next corner of the selected range. move up. CTRL+SHIFT+SPACEBAR selects all objects on a worksheet CTRL+6 Alternate between hiding objects. displaying objects. If cells in a single column are selected. Move from left to right within the selected range. Move from bottom to top within the selected range. and displaying placeholders for objects. switch to the next selection to the right. Select cells. Scroll one row up or down. move down. Selects the entire worksheet. In nonadjacent selections. Scroll one column left or right. Move to the cell in the lower-right corner of the window.

In a PivotTable report. Select cells that contain formulas that directly reference the active cell. An array range shares a common formula. 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. select the entire PivotTable report. (semicolon) Select all cells that contain comments. select the cells that don't match the formula or static value in the active cell.) containing the active cell. Select all cells directly or indirectly referenced by formulas in the selection. Select cells that contain formulas that directly or indirectly reference the active cell. In a selected column. an array constant is a group of constants used as an argument. In a selected row. select the cells that don't match the formula or static value in the active cell. Select the visible cells in the current selection. Select all cells directly referenced by formulas in the selection.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). 38 . CTRL+SHFT+O (the letter O) CTRL+\ CTRL+SHFT+| CTRL+[ (opening bracket) CTRL+SHFT+{ (opening brace) CTRL+] (closing bracket) CTRL+SHFT+} (closing brace) ALT+.

and the arrow keys extend the selection. This key sequence does not work if you have turned on transition navigation keys (Tools menu. or use the arrow keys to move to the start of the range you want to add. Transition tab). Extend the selection to the beginning of the row. EXT appears in the status line. Extend the selection up one screen. and then press F8 and the arrow keys to select the next range. Extend the selection down one screen. SHFT+F8 Add another range of cells to the selection. SHFT+arrow key CTRL+SHFT+arrow key SHFT+HOME CTRL+SHFT+HOME CTRL+SHFT+END SHFT+PAGE DOWN SHFT+PAGE UP END+SHFT+arrow key END+SHFT+HOME END+SHFT+ENTER Extend the selection by one cell. Extend the selection to the last nonblank cell in the same column or row as the active cell. SCROLL LOCK+SHFT+HOME SCROLL LOCK+SHFT+END Extend the selection to the cell in the upper-left corner of the window. Extend the selection to the last cell in the current row. 39 . Extend the selection to the last used cell on the worksheet (lower-right corner). Extend the selection to the last nonblank cell in the same column or row as the active cell.Extend a selection F8 Turn extend mode on or off. In extend mode. Extend the selection to the beginning of the worksheet. Options command. Extend the selection to the cell in the lower-right corner of the window. Extend the selection to the last used cell on the worksheet (lower-right corner).

CTRL+D CTRL+R CTRL+F3 CTRL+K Fill down. such as Products. Start a new line in the same cell. Telnet. formula. down. Create names (name: A word or string of characters that represents a cell. such as Sales!C20:C30. or right. Use easy-to-understand names. and FTP sites. range of cells. Hyperlinks can also go to newsgroups and to Gopher. Move one character up. Insert a hyperlink (hyperlink: Coloured and underlined text or a graphic that you click to go to a file. CTRL+. a location in a file. or a Web page on an intranet. left. Cancel a cell entry. (semicolon) CTRL+SHFT+: (colon) ALT+DOWN ARROW CTRL+Z Enter the date.). Repeat the last action. Complete a cell entry and select the next cell to the right. or constant value. Undo the last action. Enter the time. a Web page on the World Wide Web.Enter Data ENTER ALT+ENTER CTRL+ENTER SHFT+ENTER TAB SHFT+TAB ESC Arrow keys HOME F4 or CTRL+Y CTRL+SHFT+F3 Complete a cell entry and select the cell below. Define a name. Complete a cell entry and select the previous cell to the left. 40 . Display a drop-down list of the values in the current column of a range. to refer to hard to understand ranges. Complete a cell entry and select the previous cell above. Fill the selected cell range with the current entry.) from row and column labels. Move to the beginning of the line. Fill to the right.

Copies a formula from the cell above the active cell into the cell or the Formula Bar. Note When a portion of a formula is selected. When the insertion point is to the right of a function name in a formula.). Alternate between displaying cell values and displaying formulas. and then returns either a single result or multiple results. delete one character to the left. Move the insertion point into the Formula Bar when editing in a cell is turned off. display the Insert Function dialog box. calculate the selected portion. to refer to hard to understand ranges.) into a formula. CTRL+SHFT+A When the insertion point is to the right of a function name in a formula. such as Sales!C20:C30.Enter and calculate formulas = (equal sign) F2 BACKSPACE ENTER CTRL+SHFT+ENTER Start a formula. In a formula. range of cells. Use easy-to-understand names. ALT+= (equal sign) CTRL+SHFT+ (quotation mark) CTRL+' (apostrophe) CTRL+` (single left quotation mark) F9 SHFT+F9 Insert an AutoSum formula with the SUM function. Calculate the active worksheet. 41 . Copy the value from the cell above the active cell into the cell or the Formula Bar. such as Products. formula. In the Formula Bar. Complete a cell entry from the cell or Formula Bar. insert the argument names and parentheses. Enter a formula as an array formula (array formula: A formula that performs multiple calculations on one or more sets of values. ESC SHFT+F3 CTRL+A Cancel an entry in the cell or Formula Bar. Array formulas are enclosed between braces { } and are entered by pressing CTRL+SHIFT+ENTER. Calculate all worksheets in all open workbooks. You can then press ENTER or CTRL+SHIFT+ENTER (for array formulas) to replace the selected portion with the calculated value. or constant value. display the Function Arguments dialog box. F3 Paste a defined name (name: A word or string of characters that represents a cell.

regardless of whether they have changed since the last calculation. including cells not marked as needing to be calculated. Delete text to the end of the line.CTRL+ALT+F9 CTRL+ALT+SHFT+F9 Calculate all worksheets in all open workbooks. When the AutoCorrect Smart Tags is displayed. Edit the active cell and then clear it. Cut the selected cells. Cancel a cell entry. Display the Microsoft Office Clipboard (multiple copy and paste). Undo the last action. Display the Spelling dialog box. Complete a cell entry and select the next cell below. Clear the contents of the selected cells. Delete the selected cells. or delete the preceding character in the active cell as you edit cell contents. or delete the selection. Start a new line in the same cell. Paste copied cells. Rechecks dependent formulas and then calculates all cells in all open workbooks. undo or redo the last automatic correction. Insert blank cells. Insert. Edit data F2 ALT+ENTER BACKSPACE DELETE CTRL+DELETE F7 SHFT+F2 ENTER CTRL+Z ESC CTRL+SHFT+Z Edit the active cell and position the insertion point at the end of the cell contents. delete and copy cells CTRL+C CTRL+C. Edit a cell comment. Delete the character to the right of the insertion point. immediately followed by another CTRL+C CTRL+X CTRL+V DELETE CTRL+HYPHEN CTRL+SHFT+PLUS SIGN Copy the selected cells. 42 .

month. Apply the outline border to the selected cells. Hide the selected rows. Remove the outline border from the selected cells. Apply the General number format. thousands separator. Apply the Percentage format with no decimal places. and year. Apply the Exponential number format with two decimal places. Unhide any hidden rows within the selection. and minus sign (-) for negative values. Apply the Time format with the hour and minute. 43 . and AM or PM. CTRL+B CTRL+I CTRL+U CTRL+5 CTRL+9 CTRL+SHFT+( (opening parenthesis) CTRL+0 (zero) CTRL+SHFT+) (closing parenthesis) CTRL+SHFT+& CTRL+SHFT+_ Apply or remove bold formatting.Format data ALT+' (apostrophe) CTRL+1 CTRL+SHFT+~ CTRL+SHFT+$ CTRL+SHFT+% CTRL+SHFT+^ CTRL+SHFT+# CTRL+SHFT+@ CTRL+SHFT+! Display the Style dialog box. Apply the Currency format with two decimal places (negative numbers in parentheses). Apply the Number format with two decimal places. Unhide any hidden columns within the selection. Apply the Date format with the day. Apply or remove italic formatting. Hide the selected columns. Display the Format Cells dialog box. Apply or remove strikethrough. Apply or remove underlining.

Apply or remove the downward diagonal border. Apply or remove the right border. Move to the first field in the next record. Extend selection to the end of a field. If cells in multiple rows are selected. Move to the first field in the previous record. apply or remove the horizontal divider. Move to the same field in the previous record. Apply or remove the bottom border. Select the character to the left within a field. Move one character left or right within a field. 44 . If cells in multiple columns are selected. Form command) DOWN ARROW UP ARROW TAB and SHFT+TAB ENTER SHFT+ENTER PAGE DOWN CTRL+PAGE DOWN PAGE UP CTRL+PAGE UP HOME or END SHFT+END SHFT+HOME LEFT ARROW or RIGHT ARROW SHFT+LEFT ARROW SHFT+RIGHT ARROW Move to the same field in the next record. Move to the first record. Move to the beginning or end of a field. apply or remove the vertical divider. Apply or remove the left border. Use data forms (Data Menu. Apply or remove the upward diagonal border. Move to each field in the record. then to each command button.Use the Border tab in the Format Cells dialogue box ALT+T ALT+B ALT+L ALT+R ALT+H ALT+V ALT+D ALT+U Apply or remove the top border. blank record. Select the character to the right within a field. Extend selection to the beginning of a field. Move to the same field 10 records forward. Start a new. Move to the same field 10 records back.

displays the AutoFilter list for the current column. Unhides any hidden columns within the selection. Selects the first item (All) in the AutoFilter list. Unhides any hidden rows within the selection.Filter ranges (Data Menu. Closes the AutoFilter list for the current column. Selects the next item in the AutoFilter list. hide and outline data ALT+SHFT+RIGHT ARROW ALT+SHFT+LEFT ARROW CTRL+8 CTRL+9 CTRL+SHFT+( (opening parenthesis) CTRL+0 (zero) CTRL+SHFT+) (closing parenthesis) Groups rows or columns. Show. Ungroups rows or columns. Selects the last item in the AutoFilter list. Filters the range based on the item selected from the AutoFilter list. 45 . Selects the previous item in the AutoFilter list. Auto Filter command) ALT+DOWN ARROW DOWN ARROW UP ARROW ALT+UP ARROW HOME END ENTER In the cell that contains the drop-down arrow. Hides the selected rows. Displays or hides the outline symbols. Hides the selected columns.

Moves the selected field into the Data area. Select the previous group of elements in a chart.Layout dialog box UP ARROW or DOWN ARROW LEFT ARROW or RIGHT ARROW ALT+R ALT+C ALT+D ALT+P ALT+L CTRL+SHFT+* (asterisk) ALT+SHFT+RIGHT ARROW ALT+SHFT+LEFT ARROW Selects the previous or next field button in the list on the right. Selects a chart sheet: selects the previous sheet in the workbook.Use the PivotTable and PivotChart Wizard . Selects the next group of elements in a chart. Groups the selected items in a PivotTable field. Selects the previous element within a group. Selects the next element within a group. selects the button to the left or right. Moves the selected field into the Page area. Ungroups grouped items in a PivotTable field. Selects an entire PivotTable report. 46 . Selects a chart sheet: selects the next sheet in the workbook. until the chart sheet you want is selected. With two or more columns of field buttons. Create charts and select chart elements F11 or ALT+F1 CTRL+PAGE DOWN CTRL+PAGE UP DOWN ARROW UP ARROW RIGHT ARROW LEFT ARROW Creates a chart of the data in the current range. until the chart sheet you want is selected. Moves the selected field into the Column area. Displays the PivotTable Field dialog box for the selected field. Moves the selected field into the Row area.

If the Bcc box is displayed. Opens the Address Book. Bcc Field. Inserts a Microsoft Excel 4. Cc. ALT+S CTRL+SHFT+B ALT+O ALT+P ALT+K ALT+PERIOD ALT+C ALT+B ALT+J CTRL+SHFT+G ALT+A Sends the e-mail message. Opens the Address Book for the Cc box.0 macro sheet. In the message header. moves to the Introduction box in the e-mail message header. Opens the Outlook Message Options dialog box (Options menu. and Bcc boxes against the Address Book. Adds interactivity to the range or sheet being sent. Opens the Options menu for access to the Options. To. Work with macros ALT+F8 ALT+F11 CTRL+F11 Displays the Macro dialog box. and From (if displayed) boxes. To. Creates a message flag. Cc. then to the address book for the Bcc. and then to cell A1. opens the Address Book for the Bcc box. moves to the Subject.Send e-mail messages SHFT+TAB When cell A1 is selected. and From Field commands. Opens the Address Book for the To box. Cc. Displays the Visual Basic Editor. Goes to the Subject box. and From boxes. 47 . Checks the names in the To. Bcc (if displayed). Options command).

48 . display the full set of commands. press ALT and then SHIFT+F10. To display a shortcut menu. A menu bar can be the built-in menu bar or a custom menu bar. When a shortened menu is open. When a submenu is open.) for the selected item. Close an open menu. ENTER SHFT+F10 Open the selected menu. TAB or SHFT+TAB When a toolbar (toolbar: A bar with buttons and options that you use to carry out commands. When you type this shortcut key and then click a toolbar button. menu bars.) is open. ALT+SPACEBAR DOWN ARROW or UP ARROW Display the title bar shortcut menu. LEFT ARROW or RIGHT ARROW Select the menu to the left or right.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. Open the selected menu. select the next or previous button or menu. or perform the action for the selected button or command. Add a toolbar button to a menu.) or menu bar is selected. CTRL+TAB or CTRL+SHFT+TAB Select a task pane or toolbar after pressing F10 or ALT to select the menu bar. close only the submenu.). When a menu or submenu (submenu: A menu that appears when a user points to a command on a higherlevel menu. and task pane. To display a toolbar. HOME or END ESC SHFT+DOWN ARROW CTRL+DOWN ARROW ALT+CTRL+= (equal sign) Select the first or last command on the menu or submenu. select the next or previous command. right-click an item or press SHIFT+F10. For example. Display the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. or close an open menu and submenu at the same time. Pressing the keys repeatedly moves the focus among the open toolbars. Microsoft Word adds the button to the appropriate menu. switch between the main menu and the submenu. When a submenu is open. click Bullets on the Formatting toolbar to add the Bullets command to the Format menu.

press ALT and then SHIFT+F10. or remove the shortcut key.ALT+CTRL+. Move among choices in a selected submenu. (You may need to press F6 more than once. Repeat the sequence of task panes you opened. if you open a dialog box from the Reveal Formatting task pane. rather than in the task pane.) is active. (You may need to press CTRL+TAB more than once. To display a toolbar.(dash key) Remove a command from a menu. or go back to the document. select the next or previous option in the task pane. the focus may be in your document after you close the dialog box.) from another pane in the program window. or perform the action assigned to the selected button. the command is removed. Its location and small size allow you to use these commands while still working on your files. When you type this shortcut key and then select a menu command. Open the selected menu. Go to the Getting Started task pane. move to a task pane. the Customize Keyboard dialog box opens so you can add.) CTRL+SPACEBAR ALT+HOME ALT+LEFT ARROW ALT+RIGHT ARROW ESC TAB or SHFT+TAB DOWN ARROW or UP ARROW SPACEBAR or ENTER Open the menu of task panes. Move to a task pane (task pane: A window within an Office application that provides commonly used commands. When a task pane is active. and then pressing CTRL+TAB to move to the task pane. move among certain options in a group of options. You can add the menu command back to the menu if you change your mind. try pressing ALT to place focus on the menu bar. ALT+CTRL++ (plus key on numeric keypad) Customize the shortcut key for a menu command. Access and use task panes CTRL+F1 F6 Open the task pane or hide the current task pane. change. When you type this shortcut key and then select a menu command. CTRL+TAB When a menu or toolbar (toolbar: A bar with buttons and options that you use to carry out commands. In addition. Close a menu if one is currently open. Reverse the sequence of task panes you opened. You can use F6 or CTRL+TAB to return to the task pane. 49 .) Note If pressing F6 doesn't display the task pane you want.

TAB F4 or ALT+I F5 Move between options or areas in the dialog box. and video. Create a new subfolder in the open folder (Create New Folder button ). users can easily jump from item to item. right-click an item or press SHIFT+F10. To display a shortcut menu. Open the Look in or Save in list. Go to the previous folder (). select the first or last command on the menu or submenu. 50 . Display a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item.) for a selected item such as a folder or file. Move to the top or bottom of the selected gallery list. Details. HOME or END PAGE UP or PAGE DOWN CTRL+RIGHT ARROW or CTRL+LEFT ARROW CTRL+HOME or CTRL+END When a menu or submenu is visible. Properties. Tiles. right-click an item or press SHIFT+F10. Scroll up or down in the selected gallery list. Open the folder up one level from the open folder (Up One Level button ). Preview Thumbnails. Show the Tools menu (Tools button).) search page (Search the Web button ). Use the Open.SHFT+F10 Open a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. and Insert Picture dialog boxes CTRL+F12 F12 ALT+1 ALT+2 ALT+3 Display the Open dialog box. Save As. Update the files visible in the Open or Save As dialog box (File menu). 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. Switch between List. On the Web. open a drop-down menu for the selected gallery item. ALT+4 ALT+5 ALT+6 ALT+7 or ALT+L SHFT+F10 Delete the selected folder or file (Delete button ). Expand or collapse a collapsible item in the gallery list.) in a document. page to page. and Icons views (click the arrow next to Views ). or site to site by using hyperlinks. but also graphics. sound. To display a shortcut menu. Display the Save As dialog box.

Make letters italic. Create a nonbreaking hyphen.Common tasks done in a Microsoft Word document CTRL+SHFT+SPACEBAR CTRL+HYPHEN CTRL+B CTRL+I CTRL+U CTRL+SHFT+< CTRL+SHFT+> CTRL+SPACEBAR CTRL+C CTRL+X CTRL+V CTRL+Z CTRL+Y Create a nonbreaking space. Switch microphone on or off. Redo the last action. Paste text or an object. Decrease font size. Make letters underline. Remove paragraph or character formatting. Cut the selected text or object. Undo the last action. Display a list of correction alternatives. 51 . Switch between Voice Command mode and Dictation mode. Make letters bold. Copy the selected text or object. Speech and handwriting recognition Left ALT+SHFT +V +T +C Switch between languages or keyboard layouts. Increase font size.

Open a document. ALT+J ALT+P CTRL+SHFT+G TAB Go to the Subject field. check the names on the To. view. 52 . Open the Microsoft Outlook Message Options dialog box. and insert or type a name in the Bcc box. Create a message flag. and save documents CTRL+N CTRL+O CTRL+W ALT+CTRL+S ALT+SHFT+C CTRL+S Create a new document of the same type as the current or most recent document. To perform the action for the selected button or command. press ENTER. move to the next box in the e-mail header. You can then use the arrow keys to move to the other buttons. Split the document window. If the Bcc field is visible. Cc. open the Address Book in the Bcc field. SHFT+TAB CTRL+TAB Select the previous field or button in the e-mail header. When the insertion point is in the message header. When the insertion point is in the message header. When the insertion point is in the message header. To display the Bcc field. (period) ALT+C ALT+B Open the Address Book. select the Send button. Close a document. CTRL+SHFT+B ALT+K. Create. Open the Address Book in the To field. Save a document. open the Address Book for any field. Text you type or graphics you insert in Microsoft Word appear in the active document. Remove the document window split. When the insertion point is in the message header. and Bcc lines against the Address Book. The title bar of the active document is highlighted. When the last box in the e-mail header is active. CTRL+K ALT+. open the Address Book in the Cc field.) or message. TAB moves the insertion point to the body of the document or message.Sending e-mail messages ALT+S Send the active document (active document: The document in which you're working.

Undo an action. comment. Expand or collapse subdocuments in a master document. Undo and redo actions ESC CTRL+Z CTRL+Y Cancel an action. Normal view is convenient for most editing and formatting tasks. Switch between documents or sections of a document. items such as headers. specific formatting. columns. 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. and between a document and an open e-mail message if you use Word as your e-mail editor. You can also use outline view to work with master documents. Redo or repeat an action. Replace text.). ALT+CTRL+N Switch to normal view (normal view: A view that shows text formatting and a simplified page layout. bookmark. and browse through text CTRL+F ALT+CTRL+Y CTRL+H CTRL+G ALT+CTRL+Z Find text. For example. and text boxes appear in their actual positions. 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. ALT+CTRL+HOME Open a list of browse options. Go to a page. ALT+R CTRL+\ Switch to Reading View. or other location. graphic. Repeat find (after closing Find and Replace window). and special items. replace. formatting. footnotes.). and then press ENTER to browse through a document by using the selected option. table. 53 . footnote.Find. and special items. use the arrow keys to select an option.).

). Hide or display character formatting. Move selected paragraphs down. 54 . Collapse text under a heading. Printing and previewing documents CTRL+P ALT+CTRL+I Arrow keys PAGE UP or PAGE DOWN CTRL+HOME CTRL+END Print a document. Move around the preview page when zoomed in. Demote a paragraph. Show the first line of body text or all body text. Expand or collapse all text or headings. Move by one preview page when zoomed out. Expand text under a heading. Show all headings with the Heading 1 style. Move selected paragraphs up.Outline view ALT+SHFT+LEFT ARROW ALT+SHFT+RIGHT ARROW CTRL+SHFT+N ALT+SHFT+UP ARROW ALT+SHFT+DOWN ARROW ALT+SHFT+PLUS SIGN ALT+SHFT+MINUS SIGN ALT+SHFT+A The slash (/) key on the numeric keypad ALT+SHFT+L ALT+SHFT+1 ALT+SHFT+n CTRL+TAB Promote a paragraph. Insert a tab character. Switch in or out of print preview (print preview: A view of a document as it will appear when you print it. Move to the first preview page when zoomed out. Move to the last preview page when zoomed out. Show all headings up to Heading n. Demote to body text.

and endnotes ALT+SHFT+O ALT+SHFT+I ALT+SHFT+X ALT+CTRL+F ALT+CTRL+D Mark a table of contents entry. Increase the size of selected text by one point. Mark an index entry. References. Go to end of document.) on or off. insertion.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. Insert an endnote. footnotes. 55 . Exit reading layout view. Insert a footnote. Reading layout view HOME END Number. Mark a table of authorities entry (citation). or other editing change has been made in a document. CTRL+SHFT+E Turn track changes (tracked change: A mark that shows where a deletion. Decrease the size of selected text by one point.). then ENTER CTRL+] CTRL+[ ESC Go to beginning of document. Go to page number. ALT+SHFT+C Close the Reviewing Pane if it is open.

).). Delete one character to the right. Go forward one page. Delete one word to the left.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. Delete one word to the right. and FTP sites. Hyperlinks can also go to newsgroups and to Gopher. a location in a file. Undo the last action. a Web page on the World Wide Web. Refresh. Cut selected text to the Office Clipboard. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document. 56 . You can also use the Microsoft Office Clipboard to get the same result. Delete text and graphics BACKSPACE CTRL+BACKSPACE DELETE CTRL+DELETE CTRL+X CTRL+Z CTRL+F3 Delete one character to the left. or a Web page on an intranet. Cut to the Spike (Spike: A special AutoText entry that stores multiple deletions. ALT+LEFT ARROW ALT+RIGHT ARROW F9 Go back one page. Telnet.

Display the Office Clipboard. Insert Paragraphs and tab characters in a table ENTER CTRL+TAB New paragraphs in a cell Tab characters in a cell Copy Formatting CTRL+SHFT+C CTRL+SHFT+V Copy formatting from text. 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. Apply copied formatting to text. Copy text or graphics. ALT+SHFT+R Copy the header or footer used in the previous section of the document.) contents. Move text or graphics. 57 . Paste the Spike (Spike: A special AutoText entry that stores multiple deletions. You can also use the Microsoft Office Clipboard to get the same result. CTRL+V CTRL+SHFT+F3 Paste the Office Clipboard contents.).Copy and move text and graphics CTRL+C CTRL+C. CTRL+C F2 (then move the insertion point and press ENTER) ALT+F3 Create AutoText (AutoText: A storage location for text or graphics you want to use again. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document.

SHFT+' CTRL+'. such as a standard contract clause or a long distribution list. ` CTRL+'.) entry A line break A page break A section break An em dash An en dash An optional hyphen A nonbreaking hyphen A nonbreaking space The copyright symbol The registered trademark symbol The trademark symbol An ellipsis A single opening quotation mark A single closing quotation mark Double opening quotation marks Double closing quotation marks 58 . SHFT+' A field An AutoText (AutoText: A storage location for text or graphics you want to use again. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.Insert Special Characters CTRL+F9 ENTER (after typing the first few characters of the AutoText entry name and when the ScreenTip appears) SHFT+ENTER CTRL+ENTER CTRL+SHFT+ENTER ALT+CTRL+MINUS SIGN CTRL+MINUS SIGN CTRL+HYPHEN CTRL+SHFT+HYPHEN CTRL+SHFT+SPACEBAR ALT+CTRL+C ALT+CTRL+R ALT+CTRL+T ALT+CTRL+PERIOD CTRL+`. ' CTRL+`.

One character to the right One character to the left To the end of a word To the beginning of a word To the end of a line To the beginning of a line One line down One line up To the end of a paragraph To the beginning of a paragraph One screen down One screen up To the beginning of a document To the end of a document To the end of a window To include the entire document A vertical block of text Turn extend mode on. Select the nearest character. press ESC to cancel selection mode F8+arrow keys. and then use the arrow keys. .Extend a Selection F8 F8. Increase the size of a selection. press ESC to cancel selection mode To a specific location in a document 59 Reduce the size of a selection. Turn extend mode off. and then press LEFT ARROW or RIGHT ARROW F8 (press once to select a word. twice to select a sentence. and so on) SHFT+F8 ESC SHFT+RIGHT ARROW SHFT+LEFT ARROW CTRL+SHFT+RIGHT ARROW CTRL+SHFT+LEFT ARROW SHFT+END SHFT+HOME SHFT+DOWN ARROW SHFT+UP ARROW CTRL+SHFT+DOWN ARROW CTRL+SHFT+UP ARROW SHFT+PAGE DOWN SHFT+PAGE UP CTRL+SHFT+HOME CTRL+SHFT+END ALT+CTRL+SHFT+PAGE DOWN CTRL+A CTRL+SHFT+F8.

press ESC to cancel selection mode SHFT+F8 ALT+5 on the numeric keypad (with NUM LOCK off) Remove the selection. Extend a selection (or block). Select an entire table. Select the preceding cell's contents.Select Text and Graphics in a Table TAB SHFT+TAB Hold down SHFT and press an arrow key repeatedly Click in the column's top or bottom cell. Select the next cell's contents. Extend a selection to adjacent cells. Moving Around in a Table TAB SHFT+TAB ALT+HOME ALT+END ALT+PAGE UP ALT+PAGE DOWN UP ARROW DOWN ARROW Next cell in a row Previous cell in a row First cell in a row Last cell in a row First cell in a column Last cell in a column Previous row Next row 60 . Select a column. Hold down SHFT and press the UP ARROW or DOWN ARROW key repeatedly CTRL+SHFT+F8. and then use the arrow keys.

Move the Insertion Point LEFT ARROW RIGHT ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW CTRL+UP ARROW CTRL+DOWN ARROW SHFT+TAB TAB UP ARROW DOWN ARROW END HOME ALT+CTRL+PAGE UP ALT+CTRL+PAGE DOWN PAGE UP PAGE DOWN CTRL+PAGE DOWN CTRL+PAGE UP CTRL+END CTRL+HOME SHFT+F5 SHFT+F5 One character to the left One character to the right One word to the left One word to the right One paragraph up One paragraph down One cell to the left (in a table) One cell to the right (in a table) Up one line Down one line To the end of a line To the beginning of a line To the top of the window To the end of the window Up one screen (scrolling) Down one screen (scrolling) To the top of the next page To the top of the previous page To the end of a document To the beginning of a document To a previous revision After opening a document. to the location it was in when the document was last closed 61 .

Apply an underline.Change or resize the font CTRL+SHFT+F CTRL+SHFT+P CTRL+SHFT+> CTRL+SHFT+< CTRL+] CTRL+[ Change the font. Increase the font size. Change the case of letters. Apply Character formats CTRL+D SHFT+F3 CTRL+SHFT+A CTRL+B CTRL+U CTRL+SHFT+W CTRL+SHFT+D CTRL+SHFT+H CTRL+I CTRL+SHFT+K CTRL+EQUAL SIGN CTRL+SHFT+PLUS SIGN CTRL+SPACEBAR CTRL+SHFT+Q Remove manual character formatting. Change the font size. Increase the font size by 1 point. Apply italic formatting. Double-underline text. Apply hidden text formatting. Change the selection to the Symbol font. Apply superscript formatting (automatic spacing). Format letters as all capitals. Apply subscript formatting (automatic spacing). Format letters as small capitals. Change the formatting of characters (Font command. Format menu). Decrease the font size. Underline words but not spaces. Decrease the font size by 1 point. 62 . Apply bold formatting.

Apply the Normal style. Remove paragraph formatting. Apply Paragraph Style CTRL+SHFT+S ALT+CTRL+K CTRL+SHFT+N Apply a style. Create a hanging indent.5-line spacing Add or remove one line space preceding a paragraph Align Paragraphs CTRL+E CTRL+J CTRL+L CTRL+R CTRL+M CTRL+SHFT+M CTRL+T CTRL+SHFT+T CTRL+Q Centre a paragraph. Reduce a hanging indent. Indent a paragraph from the left. Remove a paragraph indent from the left. Right align a paragraph. Left align a paragraph. Start AutoFormat. 63 .Set Line Spacing CTRL+1 CTRL+2 CTRL+5 CTRL+0 (zero) Single-space lines Double-space lines Set 1. Justify a paragraph.

Performing a Mail Merge ALT+SHFT+K ALT+SHFT+N ALT+SHFT+M ALT+SHFT+E ALT+SHFT+F Preview a mail merge. Print the merged document. Merge a document. Edit a mail-merge data document. Insert a merge field. 64 .

ALT+CTRL+L ALT+SHFT+P ALT+SHFT+T CTRL+F9 CTRL+SHFT+F7 F9 CTRL+SHFT+F9 SHFT+F9 Insert a LISTNUM field.) and its result (field results: Text or graphics inserted in a document when Microsoft Word carries out a field's instructions. Unlock a field. and other material into a document automatically. ALT+F9 ALT+SHFT+F9 F11 SHFT+F11 CTRL+F11 CTRL+SHFT+F11 Switch between all field codes and their results. field type. When you print the document or hide field codes. Go to the next field. Update linked information in a Microsoft Word source document. Insert a TIME field. and instructions. the DATE field inserts the current date. The field code includes the field characters.Working with Fields ALT+SHFT+D Insert a DATE field (field: A set of codes that instructs Microsoft Word to insert text. 65 . the elements in a field that generate a field's result. the field results replace the field codes. graphics.). Insert an empty field. For example. Switch between a selected field code (field code: Placeholder text that shows where specified information from your data source will appear. page numbers. Run GOTOBUTTON or MACROBUTTON from the field that displays the field results. Unlink a field. Go to the previous field.). Insert a PAGE field. Update selected fields. Lock a field.

Choose the Save As command (File menu). Choose the Go To command (Edit menu).) entry (after Microsoft Word displays the entry). Move text or graphics. 66 . Go to the next pane or frame.Function keys F1 F2 F3 Get Help or visit Microsoft Office Online. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name. Insert an AutoText (AutoText: A storage location for text or graphics you want to use again. Activate the menu bar. Go to the next field. such as a standard contract clause or a long distribution list. Extend a selection. Update selected fields. Choose the Spelling command (Tools menu). F4 F5 F6 F7 F8 F9 F10 F11 F12 Repeat the last action.

Copy text. Repeat a Find or Go To action. Shrink a selection. Language submenu). Display a shortcut menu. Move to the last change. Choose the Save command (File menu). Go to the previous field. Choose the Thesaurus command (Tools menu. Change the case of letters. Go to the previous pane or frame. Switch between a field code and its result. CTRL + ALT + Function key CTRL+ALT+F1 CTRL+ALT+F2 Display Microsoft System Information. Open command (File menu).SHIFT + Function key SHFT+F1 SHFT+F2 SHFT+F3 SHFT+F4 SHFT+F5 SHFT+F6 SHFT+F7 SHFT+F8 SHFT+F9 SHFT+F10 SHFT+F11 SHFT+F12 Start context-sensitive Help or reveal formatting. 67 .

You can also use the Microsoft Office Clipboard to get the same result. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document. 68 . CTRL+F4 CTRL+F5 CTRL+F6 CTRL+F7 CTRL+F8 CTRL+F9 CTRL+F10 CTRL+F11 CTRL+F12 Close the window. Choose the Open command (File menu). after maximizing it). Unlock a field. Lock a field. Unlink a field.CTRL + Function key CTRL+F2 CTRL+F3 Choose the Print Preview command (File menu). Choose the Size command (title bar shortcut menu). Update linked information in a Microsoft Word source document. Choose the Move command (title bar shortcut menu). Extend a selection or block (then press an arrow key). Cut to the Spike (Spike: A special AutoText entry that stores multiple deletions. Go to the next window.). Edit a bookmark. Go to the previous window. Maximize the document window. Insert an empty field. Choose the Print command (File menu). Restore the document window size (for example. CTRL + SHIFT + Function key CTRL+SHFT+F3 CTRL+SHFT+F5 CTRL+SHFT+F6 CTRL+SHFT+F7 CTRL+SHFT+F8 CTRL+SHFT+F9 CTRL+SHFT+F11 CTRL+SHFT+F12 Insert the contents of the Spike.

such as a standard contract clause or a long distribution list. Choose the Save command (File menu).ALT Function key ALT+F1 ALT+F3 Go to the next field. Run GOTOBUTTON or MACROBUTTON from the field that displays the field results. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name. Find the next misspelling or grammatical error. ALT+F8 ALT+F9 ALT+F10 ALT+F11 Run a macro. Display Microsoft Visual Basic code. switch to the next smart tag and display its menu or message. Create an AutoText (AutoText: A storage location for text or graphics you want to use again. ALT + SHIFT + Function key ALT+SHFT+F1 ALT+SHFT+F2 ALT+SHFT+F9 ALT+SHFT+F10 Go to the previous field. Options dialog box. Restore the program window size. Display the menu or message for a smart tag. Spelling & Grammar tab). Switch between all field codes and their results. ALT+F4 ALT+F5 ALT+F6 ALT+F7 Quit Microsoft Word. If more than one smart tag is present. 69 . Move from an open dialog box back to the document for dialog boxes such as Find and Replace that support this behaviour. The Check spelling as you type check box must be selected (Tools menu. ALT+SHFT+F11 Start the Microsoft Script Editor. Maximize the program window.) entry.

Keyboard Shortcuts for Powerpoint Move between Panes F6 SHFT+F6 CTRL+SHFT+TAB Move clockwise among panes of normal view in Microsoft Powerpoint Move counter clockwise among panes of normal view 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. both horizontal and vertical. used to visually align objects. a title or subtitle is also a paragraph. Each item in a bulleted or numbered list is a paragraph.) ALT SHFT RIGHT ARROW ALT+SHFT+UP ARROW ALT+SHFT+DOWN ARROW ALT+SHFT+1 ALT+SHFT+PLUS SIGN ALT SHFT MINUS SIGN ALT+SHFT+A Demote a paragraph in Microsoft Powerpoint Move selected paragraphs up Move selected paragraphs down Show heading level 1 Expand text below a heading Collapse text below a heading in Microsoft Powerpoint Show all or collapse all text or headings Show or hide a grid or guides SHFT+F9 ALT+F9 CTRL G Show or hide the grid (grid: A set of intersecting lines used to align objects.) Change grid or guide settings in Microsoft Powerpoint 70 .) Show or hide guides (guides: Nonprinting straight lines. such as when you press ENTER.

Select text and objects SHFT+RIGHT ARROW SHFT+LEFT ARROW CTRL SHFT RIGHT ARROW CTRL+SHFT+LEFT ARROW SHFT+UP ARROW SHFT+DOWN ARROW ESC TAB or SHFT+TAB until the object you want is selected ENTER CTRL A (on the Slides tab) CTRL A (in slide sorter view) CTRL+A (on the Outline tab) One character to the right One character to the left To the end of a word in Microsoft Powerpoint To the beginning of a word One line up One line down An object (with text selected inside the object) An object (with an object selected) Text within an object (with an object selected) All objects in Microsoft Powerpoint slides tab All slides in Microsoft Powerpoint All text Delete and copy text and objects BACKSPACE CTRL+BACKSPACE DELETE CTRL+DELETE CTRL+X CTRL+C CTRL V CTRL+Z Delete one character to the left Delete one word to the left Delete one character to the right in Microsoft Powerpoint Delete one word to the right Cut selected object Copy selected object Paste cut or copied object in Microsoft Powerpoint Undo the last action 71 .

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 .). tables. 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. These boxes hold title and body text or objects such as charts.Move around in text LEFT ARROW RIGHT ARROW UP ARROW DOWN ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW END HOME CTRL+UP ARROW CTRL+DOWN ARROW CTRL+END One character to the left One character to the right in Microsoft Powerpoint One line up One line down One word to the left One word to the right To the end of a line To the beginning of a line in Microsoft Powerpoint Up one paragraph Down one paragraph To the end of a text box (text box: A movable.) CTRL+HOME CTRL+ENTER To the beginning of a text box To the next title or body text placeholder (placeholders: Boxes with dotted or hatch-marked borders that are part of most slide layouts. and pictures.

Move around in and work on tables TAB SHFT+TAB DOWN ARROW UP ARROW CTRL TAB ENTER Move to the next cell Move to the preceding cell Move to the next row Move to the preceding row Insert a tab in a cell in Microsoft Powerpoint Start a new paragraph (paragraph: Text that has a carriage return (hard return) at the end of it. Each item in a bulleted or numbered list is a paragraph.) TAB at the end of the last row Add a new row at the bottom of the table in Microsoft Powerpoint Format and align characters and paragraphs CTRL+SHFT+F CTRL SHFT P CTRL+SHFT+> CTRL SHFT < Change the font Change the font size in Microsoft Powerpoint Increase the font size Decrease the font size in Microsoft Powerpoint Copy text formats CTRL SHFT C CTRL+SHFT+V Copy formats in Microsoft Powerpoint Paste formats 73 . a title or subtitle is also a paragraph. such as when you press ENTER.

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. or uppercase Change the case of letters Apply bold formatting in Microsoft Powerpoint Apply an underline Apply italic formatting in Microsoft Powerpoint Apply subscript formatting (automatic spacing) Apply superscript formatting (automatic spacing) Remove manual character formatting. lowercase. such as when you press ENTER. Each item in a bulleted or numbered list is a paragraph. Format menu) between sentence.) CTRL+J CTRL L CTRL+R Justify a paragraph Left align a paragraph in Microsoft Powerpoint Right align a paragraph Apply superscript and subscript formatting CTRL EQUAL SIGN CTRL+SHFT+PLUS SIGN Apply subscript formatting (automatic spacing) in Microsoft Powerpoint Apply superscript formatting (automatic spacing) 74 . a title or subtitle is also a paragraph.Apply character formats CTRL+T SHFT+F3 CTRL B CTRL+U CTRL I CTRL+EQUAL SIGN CTRL+SHFT+PLUS SIGN CTRL+SPACEBAR Change the formatting of characters (Font command.

LEFT ARROW. CTRL+BREAK. To display a shortcut menu. rightclick an item or press SHFT+F10. DOWN ARROW. PAGE DOWN. UP ARROW. or BACKSPACE Perform the previous animation or return to the previous slide in Microsoft Powerpoint number+ENTER B or FULL STOP Go to slide number Display a black screen. or HYPHEN E H T O M 1+ENTER (or press both mouse buttons for 2 seconds) CTRL+P CTRL+A CTRL+H CTRL+U SHFT+F10 (or right-click) Display a white screen.Run a slide show presentation N. PAGE UP. or return to the slide show from a white screen Stop or restart a Microsoft Powerpoint automatic slide show End a slide show Erase on-screen annotations Go to the next hidden slide Set new timings while rehearsing Use original timings while rehearsing Use mouse-click to advance while rehearsing Return to the first slide in Microsoft Powerpoint Redisplay hidden pointer and/or change the pointer to a pen Redisplay hidden pointer and/or change the pointer to an arrow Hide the pointer and navigation button immediately Hide the pointer and navigation button in 15 seconds Display the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. or the SPACEBAR (or click the mouse) P. RIGHT ARROW.) Perform the next animation or advance to the next slide 75 . ENTER. or return to the slide show from a black screen in Microsoft Powerpoint W or COMMA S or PLUS SIGN ESC.

) on a slide SHFT TAB ENTER while a hyperlink is selected SHFT+ENTER while a hyperlink is selected Go to the last or previous hyperlink on a slide in Microsoft Powerpoint Perform the mouse click behaviour of the selected hyperlink Perform the mouse over behaviour of the selected hyperlink Browse hyperlinks in a slide show presentation TAB SHFT+TAB ENTER while a hyperlink is selected SHFT+ENTER while a hyperlink is selected Go to the first or next hyperlink per slide Go to the last or previous hyperlink per slide Perform the mouse click behaviour of the selected hyperlink in Microsoft Powerpoint Perform the mouse over behaviour of the selected hyperlink Browse Web presentations TAB SHFT+TAB ENTER SPACEBAR BACKSPACE Move forward through the hyperlinks in a Web presentation. the Address bar.TAB Go to the first or next hyperlink (hyperlink: Coloured and underlined text or a graphic that you click to go to a file. or a Web page on an intranet. and the Links bar Move back through the hyperlinks in a Web presentation. the Address bar. and the Links bar Perform the mouse click behaviour of the selected hyperlink Go to the next slide in Microsoft Powerpoint Go to the previous slide 76 . and FTP sites. Telnet. a Web page on the World Wide Web. a location in a file. Hyperlinks can also go to newsgroups and to Gopher.

) from another pane in the program window (clockwise direction). switch to the next window Switch to the previous window When a document window is not maximized. when finished. performs the Size command (on the Control menu for the window).Send a presentation in an e-mail ALT+S CTRL SHFT B ALT+K TAB SHFT+TAB Send the current presentation as an e-mail message Open the Address Book when in Microsoft Powerpoint Check the names on the To. Use the arrow keys to move the window. Its location and small size allow you to use these commands while still working on your files. CTRL+F8 When a document window is not maximized. and. CTRL+F9 Minimize a window to an icon (works only for some Microsoft Office programs) 77 . try pressing ALT to place focus on the menu bar. You may need to press F6 more than once. SHFT+F6 CTRL+F6 CTRL+SHFT+F6 CTRL+F7 Move to a pane from another pane in the program window (counterclockwise direction) When more than one window is open. press ESC. and Bcc lines against the Address Book 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 Select the previous field or button in the e-mail header Display and use windows ALT+TAB ALT+SHFT+TAB CTRL+W or CTRL+F4 CTRL+F5 F6 Switch to the next window Switch to the previous window Close the active window Restore the size of the active window after you've maximized it Move to a task pane (task pane: A window within an Office application that provides commonly used commands. Use the arrow keys to resize the window. performs the Move command (on the Control menu for the window). and then pressing CTRL+TAB to move to the task pane. press ESC. Cc. and. Note If pressing F6 doesn't display the task pane you want. when finished.

CTRL+F10 PRINT SCREEN ALT+PRINT SCREEN Maximize or restore a selected window Copy a picture of the screen to the Clipboard Copy a picture of the selected window to the Clipboard 78 .

CTRL+H Display the Find and Replace task pane. Select the Font Size box on the Formatting toolbar. Display the Research task pane to find synonyms. or return small capital letters to upper and lower case. Paste formatting. Turn Special Characters on or off.Keyboard Shortcuts for Publisher Edit or Format Text F3 or CTRL+F or SHFT+F4 Display the Find and Replace task pane. 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. Set left-alignment for a paragraph. F7 SHFT+F7 CTRL+A Check spelling. it selects all the objects on a page. Apply or remove subscript formatting. with the Replace option selected under Find or Replace. CTRL+B CTRL+I CTRL+U CTRL+SHFT+K Make text bold.0 point. Italicize text. Apply or remove superscript formatting. Underline text. Set justified alignment for a paragraph. Increase space between letters in a word (kerning).). Decrease font size by 1. 79 . Copy formatting. CTRL+SHFT+S CTRL+SHFT+F CTRL+SHFT+P CTRL+SHFT+C CTRL+SHFT+V CTRL+SHFT+Y CTRL+SPACEBAR CTRL+= CTRL+SHFT+= CTRL+SHFT+] CTRL+SHFT+[ CTRL+] CTRL+[ CTRL+SHFT+> CTRL+SHFT+< CTRL+E CTRL+L CTRL+R CTRL+J Select the Style box on the Formatting toolbar. Return character formatting to the current text style. These keyboard shortcuts might not work if another task pane is already open. Set center alignment for a paragraph. This keyboard shortcut is not available in Web view. Decrease space between letters in a word (kerning). with the Find option selected under Find or Replace. Set right-alignment for a paragraph. Select the Font box on the Formatting toolbar. These keyboard shortcuts might not work if another task pane is already open. Increase font size by 1. If there is an insertion point in a text box.0 point. Increase to the next size in the Font Size box. Decrease to the next size in the Font Size box. Make text small capital letters. If there is no insertion point in any text box.

Undo the last action. selects the object within the group. Simplified Chinese. Display the Mail and Catalog Merge task pane open to step 3 of the mail merge procedure. or Korean is enabled through Microsoft Office Language Settings. CTRL+SHFT+J CTRL+SHFT+H Set newspaper alignment for a paragraph (East Asian languages only). Paste text or an object. deselects the object. but the object that contains the text remains selected. Insert the current page number. This keyboard shortcut is not available in Web view. If an object within a group is selected. Apply copied formatting to text. ALT+SHFT+T ALT+SHFT+D ALT+SHFT+P CTRL+SHFT+I Insert the current time. Traditional Chinese. If text is selected. If the Preview Gallery is open. closes the Preview Gallery. If text within a grouped object is selected. This keyboard shortcut is only available if support for Japanese. Copy text formats CTRL+SHFT+C CTRL+SHFT+V Copy formatting from text. deselects the object but the group remains selected.CTRL+SHFT+D Set distributed alignment for a paragraph. deselects the text. 80 . Display the Hyphenation dialog box. Delete selected object. If an object is selected. CTRL+SHFT+0 (zero) CTRL+1 CTRL+2 CTRL+5 Insert a zero-width non-breaking space. Undo or redo an action CTRL+Z or ALT+BACKSPACE CTRL+Y or F4 ESC Redo the last action. Set the current paragraph to double spacing. cut. paste or delete text or objects CTRL+C or CTRL+INSERT CTRL+X or SHFT+DELETE CTRL+V or SHFT+INSERT CTRL+SHFT+X Copy the selected text or object. Insert the current date. Cut the selected text or object. Set the current paragraph to 1.5 line spacing. Set the current paragraph to single spacing. Copy. if you have previously specified a data source.

Zoom F9 CTRL+SHFT+L Switch between the current view and the actual size. left. down. If the selected object has an insertion point in its text. nudges the selected object up.Nudge an object Arrow keys ALT+Arrow keys Nudge a selected object up. or right. Select or group objects CTRL+A CTRL+SHFT+G Select all objects on the page. Group selected objects. Layer objects ALT+F6 Bring object to front. Snap objects CTRL+SHFT+W Turn Snap to Guides on or off. Make an object transparent CTRL+T Switch between making an object transparent or opaque (with a white fill). 81 . Zoom to full page view. down. or ungroup grouped objects. or right. left.

Insert an object CTRL+ENTER Insert an object of the type selected on the Objects Toolbar or Insert menu. Display the Go To Page dialog box. This keyboard shortcut is not available in Web view. Use the master page CTRL+M Switch between the current page and the master page 82 .Show or hide boundaries or guides CTRL+SHFT+O CTRL+F7 CTRL+SHFT+F7 Turn Boundaries and Guides on or off. Move between pages F5 or CTRL+G CTRL+PAGE DOWN CTRL+PAGE UP CTRL+M Go to the previous page. Switch between the current page and the master page. This keyboard shortcut is not available in Web view. Select or insert pages F5 or CTRL+G CTRL+SHFT+N CTRL+SHFT+U Display the Go To Page dialog box. Turn Vertical Baseline Guides on or off. Turn Horizontal Baseline Guides on or off. Insert a page after the selected page. Go to the next page. Insert duplicate page after the selected page.

83 . Go to the next window. Close the current publication. Go to the next page. Scroll left or right . Scroll to the upper left corner of the page. Use Print Preview F9 Switch between the current view and the actual size. or a Web page on an intranet. UP ARROW or DOWN ARROW LEFT ARROW or RIGHT ARROW PAGE UP or CTRL+UP ARROW PAGE DOWN or CTRL+DOWN ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW HOME END F5 or CTRL+G CTRL+PAGE UP CTRL+PAGE DOWN CTRL+F6 ALT+F8 ALT+F11 CTRL+P ESC CTRL+P Scroll up or down. Display the Macros dialog box. Go to the previous page.) at the insertion point in a text box. Scroll right in large increments. Display the Go To Page dialog box. Create a new blank publication. Scroll up in large increments. Hyperlinks can also go to newsgroups and to Gopher. closing. Scroll to the lower right corner of the page. a Web page on the World Wide Web. 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. Scroll left in large increments. Scroll down in large increments. a location in a file. Print the current publication. Exit Print Preview. or saving a publication CTRL+N CTRL+O CTRL+F4 or CTRL+W CTRL+S Save the current publication.Creating. Display the Visual Basic editor. Open a publication. opening. CTRL+SHFT+B Preview Web page. and FTP sites. Print current publication. Telnet.

open the Address Book in the To field. You can then press CTRL+TAB to select the Send button in the message header toolbar. open the Address Book for any field and insert or type a name in the Bcc box. the insertion point moves to the To field in the message header. When the insertion point is in the message header. Select the previous field or button in the message header. (period) ALT+C ALT+B When the insertion point is anyplace in the message header. When the insertion point is anyplace in the message header. When the insertion point is in the message header. To perform the action for the selected button or command. Create a message flag. and use the arrow keys to move to the other buttons. ALT+J ALT+P CTRL+SHFT+G TAB SHFT+TAB CTRL+TAB Go to the Subject field. open the Address Book. open the Address Book in the Cc field. and Bcc lines against the Address Book. If the Bcc field is visible. Send E-mail command). select the next box in the message header. and you then choose the Send This Page as Message or Send Publication as Attachment command (File menu. open the Address Book in the Bcc field. 84 . Cc. press ENTER. If the insertion point is in an object that contains text. To display the Bcc field. Open the Microsoft Outlook Message Options dialog box.Sending e-mail ALT+S CTRL+SHFT+B ALT+K or CTRL+K Send the current page or publication. check the names on the To. When the insertion point is anyplace in the message header. ALT+.

To display a shortcut menu. Use the arrow keys to resize the window. when finished. Move to a task pane from another pane in the program window (clockwise direction). Copy a picture of the screen to the Clipboard.Display and use windows ALT+TAB ALT+SHFT+TAB CTRL+F4 or CTRL+W CTRL+F5 F6 Restore the size of the active window after you've maximized it. ALT+SPACEBAR+N ALT+SPACEBAR+X PRINT SCREEN ALT+PRINT SCREEN Minimize the program window to an icon. Switch to the next window. right-click an item or press SHFT+F10.) for the window). When more than one window is open. and. Copy a picture of the selected window to the Clipboard. Close the active window. Switch to the previous window. switch to the next window. You may need to press F6 more than once. When a document window is not maximized. SHFT+F6 CTRL+F6 CTRL+SHFT+F6 ALT+SPACEBAR+S Move to a pane from another pane in the program window (counterclockwise direction). press ESC. 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. Switch to the previous window. Maximize the program window. 85 .

Keyboard Shortcuts for Access Opening Databases CTRL+N CTRL O ALT+F4 To open a new database To open an existing database in Microsoft Access To quit Microsoft Access Printing and Saving CTRL+P P or CTRL+P S C or ESC CTRL+S or SHFT+F12 or ALT+SHFT+F2 F12 or ALT+F2 To print the current or selected object To open the Print dialog box To open the Page Setup dialog box To cancel Print Preview or Layout Preview in Microsoft Access To save a database object To open the Save As dialog box Finding and Replacing Text or Data CTRL F CTRL+H SHFT+F4 To open the Find tab in the Find and Replace dialog box in Microsoft Access (Datasheet view and Form view only) To open the Replace tab in the Find and Replace dialog box (Datasheet view and Form view only) 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 .

you can move between fields by using the arrow keys. macros.) list box or combo box DOWN ARROW PAGE DOWN UP ARROW PAGE UP TAB To move down one line To move down one page To move up one line To move up one page To exit the combo box or list box To open a combo 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.) F4 F5 F6 To switch to the property sheet (Design view in forms and reports in databases and Access projects) To switch to Form view from form Design view in Microsoft Access To switch between the upper and lower portions of a window (Design view of tables. used on a form or report in an Access database. or stores a static set of values. that either displays a list of values retrieved from a table or query. In Navigation mode.Using a Combo Box or List Box F4 or ALT+DOWN ARROW F9 To refresh the contents of a Lookup field (Lookup field: A field. and queries and the Advanced Filter/Sort window only) F7 SHFT+F7 ALT V P To switch to the Code Builder from form or report Design view (Design view window or property sheet) To switch from the Visual Basic Editor to form or report Design view To open property sheet for a selected object in Microsoft Access 87 .

Editing controls in form and report Design view SHFT+ENTER CTRL+C CTRL+X CTRL V CTRL+RIGHT ARROW CTRL+LEFT ARROW CTRL+UP ARROW CTRL+DOWN ARROW SHFT+DOWN ARROW SHFT+RIGHT ARROW SHFT UP ARROW SHFT+LEFT ARROW To add a control to a section To copy the selected control to the Clipboard To cut the selected control and copy it to the Clipboard To paste the contents of the Clipboard in the upper-left corner of the selected section in Microsoft Access To move the selected control to the right To move the selected control to the left To move the selected control up To move the selected control down To increase the height of the selected control To increase the width of the selected control To reduce the height of the selected control in Microsoft Access To reduce the width of the selected control Window Operations F11 CTRL+F6 ENTER CTRL+F8 ALT SPACEBAR SHFT+F10 CTRL+W or CTRL+F4 ALT+F11 ALT SHFT F11 To bring the Database window to the front in Microsoft Access To cycle between open windows To restore the selected minimized window when all windows are minimized To turn on Resize mode for the active window when it's not maximized. press the arrow keys to resize the window To display the Control menu in Microsoft Access To display the shortcut menu To close the active window To switch between the Visual Basic Editor and the previous active window To switch to the Microsoft Script Editor from the previous active window in Microsoft Access 88 .

If there are additional views available. view. close a dialog box.) 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. or . report. query. PivotChart report. page. To toggle back between views when in a table.) CTRL+LEFT ARROW or CRTL+PERIOD (. successive keystrokes will move to the previous view 89 . report. successive keystrokes will move to the next available view in Microsoft Access. PivotTable list. form. PivotTable list. stored procedure. 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.Working with Wizards TAB ALT N ALT+B ALT+F Move to the Help button in the wizard To move to the next window in the wizard in Microsoft Access To move to the previous window in the wizard To close the wizard window Miscellaneous F2 F7 SHFT+F2 ALT+ENTER ALT+F4 CTRL F2 CTRL+F11 CTRL RIGHT ARROW or CRTL COMMA (. or Access project (. If there are additional views available.adp function. page. query. stored procedure. view .adp) function. form. PivotChart report.

Database window . report. query. form. macro. data access page. or module in Design view To create a new table. data access page.editing and navigating the Object list F2 DOWN ARROW PAGE DOWN END UP ARROW PAGE UP HOME To rename a selected object in Microsoft Access To move down one line To move down one window To move to the last object To move up one line To move up one window To move to the first object Database window . or module To refresh the Database window in Microsoft Access To display the Immediate window in the Visual Basic Editor 90 .Navigating and opening objects CTRL+TAB SHFT+CTRL+TAB ENTER or ALT O ENTER ENTER ENTER CTRL+ENTER or ALT+D ALT+N F5 CTRL+G To cycle through the Objects bar top to bottom To cycle through the Objects bar bottom to top To open the selected table or query in Datasheet view. or form in Form view in Microsoft Access To open the selected report in Print Preview To open the selected data access page in Page view To run the selected macro in Microsoft Access To open the selected table. query. macro. form. report.

to open the menu When a button is selected.Work with menus SHFT+F10 F10 ALT+SPACEBAR DOWN ARROW or UP ARROW LEFT ARROW or RIGHT ARROW To show the shortcut menu To make the menu bar active in Microsoft Access To show the program icon menu (on the program title bar) With the menu or submenu is visible. to perform the action assigned to a button 91 . with a submenu visible. or. or. to select the next or previous command To select the menu to the left or right. to switch between the main menu and the submenu HOME or END ALT ESC To select the first or last command on the menu or submenu To close the visible menu and submenu at the same time To close the visible menu. to select the next or previous button or menu on the toolbar When a menu on a toolbar is selected. when a submenu is visible. to close the submenu only Work with toolbars CTRL TAB or CTRL SHFT TAB TAB or SHFT+TAB ENTER ENTER To select the next or previous toolbar in Microsoft Access When a toolbar is active.

you can move between fields by using the arrow keys. in Navigation mode in Microsoft Access SHFT+UP ARROW To extend selection to the previous record.Using a program window LT+TAB ALT+SHFT+TAB CTRL+ESC CTRL W CTRL+F6 CTRL SHFT F6 ENTER To switch to the next program To switch to the previous program To show the Windows Start menu To close the active database window in Microsoft Access To switch to the next database window To switch to the previous database window in Microsoft Access To restore the selected minimized window when all windows are minimized Send e-mail messages ALT F D A CTRL+SHFT+B ALT+K TAB SHFT+TAB Send the active Microsoft Access database object as an e-mail message Open the Address Book Check the names in the To. Cc. if the current record is selected 92 . and Bcc boxes against the Address Book 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 Select the previous field or button in the e-mail header Selecting a field or record TAB F2 To select the next field 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.) SHFT SPACEBAR To switch between selecting the current record and the first field of 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. and all records LEFT ARROW or RIGHT ARROW UP ARROW or DOWN ARROW SHFT+F8 ESC To extend a selection to adjacent fields in the same row in Datasheet view To extend a selection to adjacent rows in Datasheet view in Microsoft Access To undo the previous extension To cancel Extend mode Selecting and moving a column in Datasheet view CTRL+SPACEBAR To select the current column or cancel the column selection. the field. you can move between fields by using the arrow keys.). if the current column is selected in Microsoft Access To select the column to the right.) only SHFT+RIGHT ARROW SHFT LEFT 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. the record (in Datasheet view only).SHFT+DOWN ARROW CTRL A or CTRL SHFT SPACEBAR To extend selection to the next record. pressing F8 repeatedly extends the selection to the word. if the current column is selected 93 . if the current record is selected 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). then press the RIGHT ARROW or LEFT ARROW key to move selected column(s) to the right or left To select the column to the left.

moving. press ESC twice to undo changes. in single-line fields To move it to the beginning of the field. first in the current field and then in the current record To undo typing in Microsoft Access 94 . in multiple-line fields To move it to the beginning of the field. in multiple-line fields in Microsoft Access Copying. if both have been changed. or deleting text CTRL+C CTRL+X CTRL V BACKSPACE DELETE CTRL+DELETE To copy the selection to the Clipboard To cut the selection and copy it to the Clipboard To paste the contents of the Clipboard at the insertion point in Microsoft Access To delete the selection or the character to the left of the insertion point To delete the selection or the character to the right of the insertion point To delete all characters to the right of the insertion point Undoing Changes CTRL Z or ALT BACKSPACE ESC To undo changes in the current field or current record. in single-line fields To move it to the end of the field.Moving the insertion point in a field RIGHT ARROW CTRL+RIGHT ARROW LEFT ARROW CTRL+LEFT ARROW END CTRL+END HOME CTRL HOME To move it one character to the right To move it one word to the right To move it one character to the left To move it one word to the left To move it to the end of the field.

that either displays a list of values retrieved from a table or query. in a subform.Entering data in Datasheet or Form view CTRL+SEMICOLON (. used on a form or report in an Access database. this requeries the underlying table for the subform only F9 Refresh the contents of a Lookup field (Lookup field: A field. and eliminate deleted records.) list box or combo box 95 .) CTRL+SHFT+COLON (:) CTRL ALT SPACEBAR CTRL+APOSTROPHE (') CTRL+PLUS SIGN (+) CTRL MINUS SIGN (-) SHFT+ENTER SPACEBAR CTRL+ENTER To insert the current date To insert the current time To insert the default value for a field in Microsoft Access To insert the value from the same field in the previous record To add a new record To delete the current record in Microsoft Access To save changes to the current record To switch between the values in a check box or option button To insert a new line Refreshing fields with current data F9 SHFT+F9 To recalculate the fields in the window in Microsoft Access To requery (requery: To rerun a query underlying the active form or datasheet in order to reflect changes to the records. or stores a static set of values.) the underlying tables. display newly added records.

will move the focus to a subsection To add a control to a section in Microsoft Access To copy the selected control to the Clipboard To cut the selected control and copy it to the Clipboard To paste the contents of the Clipboard in the upper-left corner of the selected section To move the selected control to the right by a pixel along the page's grid To move the selected control to the left by a pixel along the page's grid To move the selected control up by a pixel along the page's grid To move the selected control down by a pixel along the page's grid To move the selected control to the right by a pixel (irrespective of the page's grid) To move the selected control to the left by a pixel (irrespective of the page's grid) 96 To display a property sheet in Design view in Microsoft Access To open the selected form in Form view To open the selected table. or module in Design view . data access page. If field list is already open. report . or data access page. query. form. then type the record number and press ENTER To switch between Edit mode (with insertion point displayed) and Navigation mode To switch to Form view from form Design view in Microsoft Access To switch between the upper and lower portions of a window (Design view of the Advanced Filter/Sort window only) To switch to the Code Builder from form or report Design view (Design view window or property sheet) Invokes the field list in a form. macro. report. moves focus to field list To switch from the Visual Basic Editor to form or report Design view 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 ENTER or ALT+O CTRL+ENTER or ALT+D CTRL+TAB SHFT ENTER CTRL+C CTRL+X CTRL+V RIGHT ARROW LEFT ARROW UP ARROW DOWN ARROW CTRL+RIGHT ARROW CTRL+LEFT ARROW With focus set to a section.Navigate in Design view F5 F2 F5 F6 F7 F8 SHFT+F7 SHFT+F7 To move to the record number box.

in Navigation mode To move to the current field in the next record To move to the current field in the last record.) SHFT+TAB. in Navigation mode To move to the current field in the previous record in Microsoft Access To move to the current field in the first 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 To move to the last field in the last record. in Navigation mode To move to the first field in the first record. you can move between fields by using the arrow keys. or LEFT ARROW HOME DOWN ARROW CTRL+DOWN ARROW CTRL+END UP ARROW CTRL+UP ARROW CTRL+HOME To move to the previous field To move to the first field in the current record. in Navigation mode 97 . In Navigation mode.CTRL+UP ARROW CTRL DOWN ARROW SHFT+RIGHT ARROW SHFT+LEFT ARROW SHFT UP ARROW SHFT+DOWN ARROW SHFT+TAB ESC To move the selected control up by a pixel (irrespective of the page's grid) To move the selected Microsoft Access control down by a pixel (irrespective of the page's grid) To increase the width of the selected control (to the right) by a pixel To decrease the width of the selected control (to the left) by a pixel To decrease the height of the selected Microsoft Access control (from the bottom) by a pixel To increase the height of the selected control (from the bottom) by a pixel To move the focus from the page design surface to the address/subject dialog box when sending a page as an e-mail 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.

then type the record number and press ENTER To go down one screen To go up one screen in Microsoft Access To go right one screen Expanding and collapsing subdatasheet CTRL+SHFT+DOWN ARROW CTRL SHFT UP ARROW From the datasheet to expand the record's subdatasheet To collapse the subdatasheet in Microsoft Access Navigating between the datasheet and subdatasheet TAB SHFT TAB CTRL+TAB CTRL+SHFT+TAB TAB DOWN ARROW UP ARROW To enter the subdatasheet from the last field of the previous record in the datasheet To enter the subdatasheet from the first field of the following record in the datasheet in Microsoft Access To exit the subdatasheet and move to the first field of the next record in the datasheet To exit the subdatasheet and move to the last field of the previous record in the datasheet From the last field in the subdatasheet to enter the next field in the datasheet From the datasheet to bypass the subdatasheet and move to the next record in the datasheet in Microsoft Access From the datasheet to bypass the subdatasheet and move to the previous record in the datasheet 98 . To move to a specific record. and press ENTER. you can type the record number in the box.Navigating to another screen of data PAGE DOWN PAGE UP CTRL+PAGE DOWN CTRL+PAGE UP F5 To go left one screen 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.).

moves to the equivalent page on the next record To go up one page. you can move between fields by using the arrow keys.navigating in forms with more than one page PAGE DOWN PAGE UP To go down one page.Form view . in Navigation mode To move to the first 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. at the end of the record. in Navigation mode To move to the current field in the next record in Microsoft Access To move to the current field in the previous record Form view .navigating between fields and records TAB SHFT TAB END To move to the next field To move to the previous field in Microsoft Access To move to the last field in the current record.) CTRL+END HOME CTRL+HOME CTRL PAGE DOWN CTRL+PAGE UP To move to the last field in the last record. at the end of the record. in Navigation mode To move to the first field in the first record. In Navigation mode.dialog box and window operations P or CTRL P S Z C or ESC To open the Print dialog box in Microsoft Access To open the Page Setup dialog box To zoom in or out on a part of the page To cancel Print Preview or Layout Preview in Microsoft Access 99 . moves to the equivalent page on the previous record in Microsoft Access Print/Layout preview .

if available) Move between columns in a table. view. and functions.Print/Layout preview . or function Choose the selected data column for output in Microsoft Access Remove the selected data column from the query output Remove the selected table. views. view. (and to join lines. then type the page number and press ENTER To view the next page (when Fit To Window is selected) To view the previous page (when Fit To Window is selected) in Microsoft Access print preview To scroll down in small increments To scroll down one full screen To move to the bottom of the page To scroll up in small increments To scroll up one full screen To move to the top of the page To scroll to the right in small increments To move to the right edge of the page To move to the lower-right corner of the page To scroll to the left in small increments To move to the left edge of the page To move to the upper-left corner of the page Query designer . or join line from the query 100 .Viewing different pages F5 PAGE DOWN or DOWN ARROW PAGE UP or UP ARROW DOWN ARROW PAGE DOWN CTRL+DOWN ARROW UP ARROW PAGE UP CTRL+UP ARROW RIGHT ARROW END or CTRL+RIGHT ARROW CTRL+END LEFT ARROW HOME or CTRL+LEFT ARROW CTRL+HOME To move to the page number box.SHFT F6 TAB.diagram Pane F6. or SHFT+TAB Arrow keys SPACEBAR or PLUS key SPACEBAR or MINUS key DELETE Move among the Query Designer panes in Microsoft Access Move among tables. or function.

DELETE INS ( after you select grid row) INS ( after you select any Or . column) Clear all values for a selected grid column Insert row between existing rows Add an Or column 101 .. pressing this key affects all selected items. DELETE DELETE Clear the selected contents of a cell in Microsoft Access Remove row containing selected data column from the query Note If multiple items are selected.Grid Pane Arrow keys or TAB or SHFT+TAB CTRL+DOWN ARROW CTRL+UP ARROW CTRL+HOME CTRL+END UP ARROW or DOWN ARROW CTRL+SPACEBAR F2 CTRL+C CTRL+X CTRL+V INS SPACEBAR Move among cells Move to the last row in the current column Move to the first row in the current column Move to the top left cell in the visible portion of grid Move to the bottom right cell Move in a drop-down list Select an entire grid column Toggle between edit mode and cell selection mode in Microsoft Access Copy selected text in cell to the Clipboard (in edit mode) Cut selected text in cell and place it on the Clipboard (in edit mode) Paste text from the Clipboard (in edit mode) Toggle between insert and overstrike mode while editing in a cell Toggle the check box in the Output column Note If multiple items are selected..Query designer . pressing this key affects all selected items.

Keys for selecting elements in PivotTable view
The TAB key ENTER SHFT+TAB SHFT+ENTER Move the selection from left to right, and then down Move the selection from top to bottom, and then to the right Select the cell to the left. If the current cell is the leftmost cell, SHFT+TAB selects the last cell in the previous row. 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 SHFT+CTRL+ENTER Arrow keys Select the detail cells for the next item in the row area in Microsoft Access Select the detail cells for the previous item in the row area 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 CTRL+arrow key SHFT ALT arrow key HOME END CTRL+HOME CTRL+END SHFT+CTRL+HOME SHFT CTRL END CTRL+SPACEBAR SHFT+SPACEBAR CTRL+A Extend or reduce the selection in the direction of the arrow key Move the selection to the last cell in the direction of the arrow key Move the selected item in the direction of the arrow key in Microsoft Access Select the leftmost cell of the current row Select the rightmost cell of the current row Select the leftmost cell of the first row Select the last cell of the last row Extend selection to the leftmost cell of the first row Extend selection to the last cell of the last row in Microsoft Access Select the field for the currently selected item of data, total, or detail Select the entire row containing the currently selected cell 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 SHFT+PAGE DOWN SHFT+PAGE UP ALT+PAGE DOWN ALT+PAGE UP SHFT+ALT+PAGE DOWN SHFT+ALT+PAGE UP

Display the previous screen Extend a selection down one screen Reduce a selection by one screen Display the next screen to the right Display the previous screen to the left Extend selection to the page on the right

Extend selection to the page on the left

Keys for carrying out commands
F1 SHFT+F10 Display Help topics. 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 ESC ALT+ENTER ALT+F4 ESC CTRL+C CTRL+E Carry out a command on the shortcut menu Close the Microsoft Access shortcut menu without carrying out a command Display the Properties dialog box Close the Properties dialog box Cancel a refresh operation in progress Copy the selected data from the PivotTable view to the Clipboard Export the contents of the PivotTable view to Microsoft Excel

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Keys for displaying, hiding, filtering, or sorting data
CTRL+8 CTRL+PLUS SIGN CTRL+MINUS SIGN ALT+DOWN ARROW The TAB key Arrow keys SPACEBAR ENTER ESC CTRL T CTRL+SHFT+A CTRL+SHFT+Z ALT+SHFT+UP ARROW or ALT+SHFT+LEFT ARROW ALT+SHFT+DOWN ARROW or ALT+SHFT+RIGHT ARROW Move the selected member down or right Show or hide the expand indicators ( and boxes) beside items Expand the currently selected item Hide the currently selected item Open the list for the currently selected field Alternately move to the most recently selected item, the OK button, and the Cancel button in the drop-down list for a field Move to the next item in the drop-down list for a field Select or clear the check box for the current item in the drop-down list for a field Close the drop-down list for a field and apply any changes you made Close the drop-down list for a field without applying your changes Turn AutoFilter on or off in Microsoft Access Sort data in the selected field or total in ascending order (A-Z 0-9) Sort data in the selected field or total in descending order (Z-A 9-0) Move the selected member up or left

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Or expand Totals to display the available total fields.Keys for working with the field list CTRL+L Arrow keys SHFT+UP ARROW SHFT DOWN ARROW CTRL+UP ARROW CTRL+DOWN ARROW CTRL+SPACEBAR PLUS SIGN (numeric keypad) MINUS SIGN (numeric keypad) The TAB key ALT+DOWN ARROW ENTER Alternately move to the most recently selected item. Or collapse Totals to hide the available total fields. if the item that has focus is included in the selection. and the list next to the Add to button in the field list Open the drop-down list next to the Add to button in the field list. but don't include the item in the selection Move to the next item. 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.) that's displayed in the Add to list ALT+F4 Close the field list Collapse the current item in the field list to hide its contents. or activate it if it's already displayed Move to the next item in the field list Move to the previous item and include it in the selection Move to the next item and include it in the selection in Microsoft Access Move to the previous item. 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. the Add to button. and then press ENTER to select an item. and vice versa Expand the current item in the field list to display its contents. but don't include the item in the selection Remove the item from the selection. 105 . Display the field list. Use the arrow keys to move to the next item in the list.

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 CTRL 3 CTRL+4 CTRL+LEFT ARROW CTRL+RIGHT ARROW Move the selected field in the PivotTable view to the column area Move the selected field in the PivotTable view to the filter area in Microsoft Access Move the selected field in the PivotTable view to the detail area Move the selected row or column field in the PivotTable view to a higher level Move the selected row or column field in the PivotTable view to a lower level 106 .) by using the Sum summary function CTRL+SHFT+C CTRL+SHFT+M CTRL+SHFT+X CTRL SHFT E CTRL+SHFT+D CTRL+SHFT+T CTRL+SHFT+V CTRL+SHFT+R CTRL+SHFT+B CTRL+F Add a new total field for the selected field in the PivotTable view by using the Count summary function Add a new total field for the selected field in the PivotTable view by using the Min summary function Add a new total field for the selected field in the PivotTable view by using the Max summary function Add a new total field for the selected field in the PivotTable view by using the Average summary function in Microsoft Access Add a new total field for the selected field in the PivotTable view by using the Standard Deviation summary function Add a new total field for the selected field in the PivotTable view by using the Standard Deviation Population summary function Add a new total field for the selected field in the PivotTable view by using the Variance summary function Add a new total field for the selected field in the PivotTable view by using the Variance Population summary function Turn subtotals and grand totals on or off for the selected field in the PivotTable view 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.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.

and the list next to the Add to button Open the drop-down list next to the Add to button in the field list. alternately move to the most recently selected item. and vice versa Expand the current item in the field list to display its contents. or expand Totals to display the available total fields 107 . but don't include the item in the selection Move to the next item. Display the field list. the Add to button. Use the arrow keys to move to the next item in the list. Add the highlighted field in the field list to the drop area that's displayed in the Add to list Close the field list Collapse the current item in the field list to hide its contents. or activate it if it's already displayed Move to the next item in the field list Move to the previous item and include it in the Microsoft Access selection Move to the next item and include it in the selection Move to the previous item.Keys for working with the field list CTRL+L Arrow keys SHFT UP ARROW SHFT+DOWN ARROW CTRL+UP ARROW CTRL+DOWN ARROW CTRL+SPACEBAR PLUS SIGN (numeric keypad) MINUS SIGN (numeric keypad) The TAB key ALT+DOWN ARROW ENTER ALT+F4 In the field list. and then press ENTER to select an item. or collapse Totals to hide the available total fields. but don't include the item in the selection Remove the item from the selection if the item that has focus is included in the selection.

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