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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footnotes. 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 .Undo and redo actions Switch to another view Outline view Printing and previewing documents Reviewing documents Reading layout view References.

cut. closing. 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 .Navigating and opening objects Work with menus 86 86 86 86 87 87 88 88 89 89 90 90 91 4 . opening.editing and navigating the Object list 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.

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 . moving.

. Switch to Contacts. Expand or collapse a group (with a group selected) in the Navigation Pane. the Reading Pane. Go to a different folder. In the Reading Pane. the smaller panes in the Navigation Pane. Switch to Tasks. TAB Move between the Outlook window. 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 Shortcuts. the main Outlook window. respectively LEFT ARROW or RIGHT ARROW. Switch to Notes.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. and the To-Do Bar. Switch to previous message (with message open). the Reading Pane. Switch to next message (with message open). Collapse or expand a group in the e-mail message list. go to the previous message. page up through text. and the sections in the To-Do Bar. Go to the Search box. 6 Move around within the Navigation Pane. Move between the Navigation Pane. page down through text. In the Reading Pane. respectively SHFT+TAB In the Reading Pane. Move to next field in Reading Pane. Switch to Folder List in Navigation Pane. Switch to Calendar.

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

Send or post or invite all. Centre text. Print. Create a fax. Post to this folder. Check spelling. Save. Create a contact. Create a task request. Create a meeting request. Right align text. Create a Journal entry. Undo. 8 . Create a distribution list. Create a Search Folder. Turn on editing in a field (except in Icon view). Check names. Copy an item. Flag for follow-up. Create a new Microsoft Office document. Save as. Create a task. Move an item. Create a folder. Create a note. Create a message. 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. Save and close. Forward. 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. CTRL+L CTRL+E CTRL+R Left align text.

Display blocked external content (in a message). Mark a message as not junk. Open the Address Book. Mark as read. Show the menu to download pictures. Post to a folder.Mails CTRL+SHFT+I CTRL+SHFT+O CTRL+TAB Switch to Inbox. 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. Mark as unread. Switch to Outbox.E. Forward as attachment. Create a new message (when in Mail). Forward. Convert an HTML or RTF message to plain text. Mark for Download. Check for new messages. Apply Normal style. (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. Find next. Open a received message. Display the Flag for Follow Up dialog box. Go to the next message.(when a Send/Receive is in progress) 9 . Add a Quick Flag to an unopened message. Create a new message (from any Outlook view). Display Send/Receive progress. or add a sender to the Safe Senders List. Reply to a message. Send. Print. Reply all to a message. Choose the account from which to send a message. Forward a message. Clear Mark for Download. Send. Show the properties for the selected item. Go to the previous message. change automatic download settings.

Go to the previous day. Go to the next day. Reply to a meeting request with a message. Show 8 days in the calendar. Go to the start of the week. Show 6 days in the calendar. Go to the end of the week. 10 . Set up recurrence for an appointment or task. Go to a date. Go to the previous month. Show 3 days in the calendar. Switch to Full Week view. Reply All to a meeting request with a message. Create a new meeting request. Go to the next month.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). Switch to Work Week view. Show 1 day in the calendar. Show 2 days in the calendar. Go to next appointment. Show 9 days in the calendar. Go to the next week. Show 4 days in the calendar. Show 10 days in the calendar. Show 7 days in the calendar. Go to previous appointment. Create a new appointment (in any Outlook view). Go to the previous week. Forward an appointment or meeting. Switch to Month view. Show 5 days in the calendar.

In a contact form. Go to a different folder. Open a Web page for the selected contact (if one is included). Print. open the next contact listed. Create a new distribution list. Open the Check Address dialog box. under Internet. Create a new message addressed to selected contact. display the E-mail 3 information. In a contact form. Create a new contact (from any Outlook view). In Table or List view of contacts. Enter a name in the Search Address Books box. In an open contact. Find a contact or other item. Open the Address Book. Open a contact form for the selected contact. Select all contacts. Close a contact. In a contact form. Use Advanced Find. Create a new contact (when in Contacts). go to first contact that starts with a specific letter. Create a Journal entry for the selected contact. under Internet.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. 11 . under Internet. Update a list of distribution list members. display the E-mail 2 information. display the E-mail 1 information.

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

Print selected item. Decline a task request. Accept a task request. Create a new task request. Delete selected item. Create a new task (from any Outlook view). and To-Do Bar. Flag an item or mark complete. 13 .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. Open selected item as a Journal item. Create a new task (when in Tasks). Select all items. Tasks list. Open the Go to Folder dialog box. Switch between the Navigation Pane. Find a task or other item. Forward a task as an attachment. Undo last action. Open selected item.

CTRL+M CTRL+ALT+S Start a send/receive. Stretch a paragraph to fit between the margins. Cut. Left align a paragraph. Centre. retrieving full items (header. or any combination that you define. Create a hanging indent. Display the Font dialog box. Left align. 14 . item. SHFT+F9 Start a send/receive for the current folder. Remove paragraph formatting. Decrease font size. items less than a specific size. full items. Underline. Reduce a hanging indent. Increase indent. Send & Receive F9 Start a send/receive for all defined Send/Receive groups with Include this group in Send/Receive (F9) selected. Add bullets. Insert a hyperlink. and any attachments). Copy. Format letters as small capitals. Clear formatting. Apply styles. specified folders. Define Send/Receive groups. Paste. Make letters italic. Increase font size.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. Make letters bold. Right align a paragraph. Switch case (with text selected). Display the Format menu. This can include headers. Decrease indent. Note CTRL+INSERT is not available in the Reading Pane.

Select the first group. Select the previous group. Select the first item on screen in an expanded group or the first item off screen to the right. 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. Collapse the group. Expand a single selected group. Select all items. Go to the next or previous item without extending the selection. Go to the item at the top of the screen. respectively CTRL+UP ARROW or CTRL+DOWN ARROW. 15 . Expand all groups. Select the next group. Collapse a single selected 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. Select or cancel selection of the active item. Extend or reduce the selected items by one item. respectively CTRL+SPACEBAR F5 Open an item. Refresh view. Select the last group. Go to the item at the bottom of the screen.

TaskPad. Go to the same day in the previous week. Go to the previous day. Switch to months. and then CTRL+N. Save Form Design. and the Folder List.Macros ALT+F8 Play macro. 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 next day. Save Form Data. Forms CTRL+ALT+SHFT+F12 CTRL+SHFT+F11 Click in an InfoPath folder. Create a new Microsoft Office InfoPath form. View 10 days. 16 . Switch to weeks. Go to the same day in the next week. Select the previous appointment. Move between Calendar.

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

Go to the same day of the week in the previous page. Go to the same day in the previous week. 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 of the week in the next page. Go to the last day of the current week. Go to the same day in the next week.

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 . putting the cursor at the end (only available with Tools > Options.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. Edit Tab.

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 .

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. 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 + 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. 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 .

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. 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 .

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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Enter End + Home End.Manoeuvring Arrow Keys Ctrl + Tab Alt + Tab Alt + Shift + Tab Enter Tab Home 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 . Arrow Keys End.

0 macro sheet (redundant) 30 .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.

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 .

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

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

Select the menu to the left or right. When a toolbar is selected.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. 34 . Display the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. select the next or previous button or menu on the toolbar. or perform the action for the selected button or command. When a menu or submenu is open.) for the selected item. 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. Display the Control menu for the Excel window. When a submenu is open. When a toolbar is selected.). TAB or SHFT+TAB CTRL+TAB or CTRL+SHFT+TAB ENTER SHFT+F10 Open the selected menu. Show or hide the Standard toolbar. or close an open menu and submenu at the same time. switch between the main menu and the submenu. right-click an item or press SHIFT+F10. When a submenu is open. Display the full set of commands on a menu. A menu bar can be the built-in menu bar or a custom menu bar. select the next or previous toolbar. close only the submenu. select the next or previous command. To display a shortcut menu. Close an open menu.

Select the current and next sheet. L Select the current and previous sheet. Many search pages provide various ways to search.) 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. Delete Sheet command). Move to the next sheet in the workbook. press CTRL+PAGE UP.) 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. Rename command). to select a different sheet. such as by topic. Move or Copy Sheet command). To display a shortcut menu. M ALT+E. by keyword. Delete the current sheet (Edit menu.Use the Open. R ALT+E. or by matches to user queries. Move or copy the current sheet (Edit menu. SHFT+CTRL+PAGE UP ALT+O. To cancel selection of multiple sheets. Move to the previous sheet in the workbook. Sheet submenu. Rename the current sheet (Format menu. right-click an item or press SHIFT+F10. H. 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. press CTRL+PAGE DOWN or. 35 .

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

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

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

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

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

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

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

Apply the Number format with two decimal places.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 General number format. Apply or remove italic formatting. Apply the Currency format with two decimal places (negative numbers in parentheses). Display the Format Cells dialog box. month. Apply the Exponential number format with two decimal places. Apply or remove underlining. Unhide any hidden rows within the selection. 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. Remove the outline border from the selected cells. thousands separator. 43 . Apply the outline border to the selected cells. Apply the Date format with the day. Apply or remove strikethrough. and minus sign (-) for negative values. and year. and AM or PM. Hide the selected columns. Apply the Time format with the hour and minute. Hide the selected rows. Apply the Percentage format with no decimal places. Unhide any hidden columns within the selection.

Select the character to the left within a field. 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. Select the character to the right within a field. apply or remove the vertical divider.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. If cells in multiple rows are selected. Move to the same field 10 records forward. Move to the first field in the next record. If cells in multiple columns are selected. Move to the same field in the previous record. Apply or remove the upward diagonal border. Apply or remove the downward diagonal border. Move to the beginning or end of a field. Apply or remove the left border. then to each command button. apply or remove the horizontal divider. Move to each field in the record. Apply or remove the bottom border. Use data forms (Data Menu. Move to the same field 10 records back. Move one character left or right within a field. Extend selection to the end of a field. Move to the first record. Extend selection to the beginning of a field. blank record. Start a new. 44 . Apply or remove the right border. Move to the first field in the previous record.

displays the AutoFilter list for the current column. Selects the last item in the AutoFilter list. Unhides any hidden rows within the selection. Hides the selected rows.Filter ranges (Data Menu. Ungroups rows or columns. Closes the AutoFilter list for the current column. Selects the first item (All) in the AutoFilter list. Selects the previous item in the AutoFilter list. Selects the next item in the AutoFilter list. Unhides any hidden columns within the selection. Filters the range based on the item selected from the AutoFilter list. Hides the selected columns. Show. 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. 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. Displays or hides the outline symbols. 45 .

selects the button to the left or right. Groups the selected items in a PivotTable field. 46 .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 the next group of elements in a chart. Select the previous group of elements in a chart. Moves the selected field into the Data area. until the chart sheet you want is selected. With two or more columns of field buttons. until the chart sheet you want is selected. Moves the selected field into the Row area. Selects a chart sheet: selects the previous sheet in the workbook. Moves the selected field into the Page area. Selects a chart sheet: selects the next sheet in the workbook.Use the PivotTable and PivotChart Wizard . Selects an entire PivotTable report. Selects the previous element within a group. Ungroups grouped items in a PivotTable field. Selects the next element within a group. Displays the PivotTable Field dialog box for the selected field. Moves the selected field into the Column area. 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.

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

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

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

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

Make letters italic.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. Make letters underline. Redo the last action. Cut the selected text or object. Create a nonbreaking hyphen. Increase font size. Copy the selected text or object. Switch between Voice Command mode and Dictation mode. Paste text or an object. Display a list of correction alternatives. Remove paragraph or character formatting. Speech and handwriting recognition Left ALT+SHFT +V +T +C Switch between languages or keyboard layouts. 51 . Switch microphone on or off. Decrease font size. Make letters bold. Undo the last action.

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

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

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

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

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

).Copy and move text and graphics CTRL+C CTRL+C. 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. 57 . 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. Copy text or graphics. ALT+SHFT+R Copy the header or footer used in the previous section of the document. 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. Apply copied formatting to text.) contents. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document. Move text or graphics. Display the Office Clipboard. CTRL+V CTRL+SHFT+F3 Paste the Office Clipboard contents. 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.

` CTRL+'. ' CTRL+`.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+`. such as a standard contract clause or a long distribution list.) 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+' CTRL+'. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name. SHFT+' A field An AutoText (AutoText: A storage location for text or graphics you want to use again.

press ESC to cancel selection mode To a specific location in a document 59 Reduce the size of a selection. Select the nearest character.Extend a Selection F8 F8. and then press LEFT ARROW or RIGHT ARROW F8 (press once to select a word. . and then use the arrow keys. Increase the size of a selection. Turn extend mode off. press ESC to cancel selection mode F8+arrow keys. 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. 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. twice to select a sentence.

Hold down SHFT and press the UP ARROW or DOWN ARROW key repeatedly CTRL+SHFT+F8. 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. and then use the arrow keys. Extend a selection to adjacent cells. Select a column. press ESC to cancel selection mode SHFT+F8 ALT+5 on the numeric keypad (with NUM LOCK off) Remove the selection. Select the next cell's contents. Extend a selection (or block). Select an entire table. 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 .

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 italic formatting. Decrease the font size. Change the font size. Format letters as all capitals. Apply an underline. Format menu). Change the case of letters. Increase the font size by 1 point. Change the formatting of characters (Font command.Change or resize the font CTRL+SHFT+F CTRL+SHFT+P CTRL+SHFT+> CTRL+SHFT+< CTRL+] CTRL+[ Change the font. Apply subscript formatting (automatic spacing). 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 selection to the Symbol font. Underline words but not spaces. Apply superscript formatting (automatic spacing). Format letters as small capitals. Apply hidden text formatting. Apply bold formatting. Double-underline text. Increase the font size. Decrease the font size by 1 point. 62 .

Indent a paragraph from the left. Apply the Normal style. Remove paragraph formatting. 63 . Start AutoFormat. Reduce a hanging indent. Right align a paragraph. Remove a paragraph indent from the left.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. Apply Paragraph Style CTRL+SHFT+S ALT+CTRL+K CTRL+SHFT+N Apply a style.Set Line Spacing CTRL+1 CTRL+2 CTRL+5 CTRL+0 (zero) Single-space lines Double-space lines Set 1. Justify a paragraph. Create a hanging indent. Left align a paragraph.

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

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

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

Display a shortcut menu. Choose the Thesaurus command (Tools menu. Open command (File menu). Switch between a field code and its result.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. Repeat a Find or Go To action. Shrink a selection. Move to the last change. CTRL + ALT + Function key CTRL+ALT+F1 CTRL+ALT+F2 Display Microsoft System Information. Language submenu). Change the case of letters. Choose the Save command (File menu). 67 . Go to the previous field. Copy text. Go to the previous pane or frame.

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

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

used to visually align objects.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.) 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. such as when you press ENTER.) Show or hide guides (guides: Nonprinting straight lines. Each item in a bulleted or numbered list is a paragraph. both horizontal and vertical. a title or subtitle is also a paragraph.) Change grid or guide settings in Microsoft Powerpoint 70 .

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 .

) 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. this will insert a new slide with the same slide layout as the original slide. resizable container for text or graphics. tables. SHFT F4 To repeat the last Find action in Microsoft Powerpoint 72 . If it is the last placeholder on a slide. 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.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.). These boxes hold title and body text or objects such as charts.

a title or subtitle is also a paragraph. such as when you press ENTER. 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 .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.

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. a title or subtitle is also a paragraph. Format menu) between sentence. 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. such as when you press ENTER. Each item in a bulleted or numbered list is a paragraph. lowercase.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.) 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 .

) Perform the next animation or advance to the next slide 75 . or the SPACEBAR (or click the mouse) P. RIGHT ARROW.Run a slide show presentation N. PAGE DOWN. UP ARROW. ENTER. To display a shortcut menu. DOWN 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. CTRL+BREAK. LEFT ARROW. rightclick an item or press SHFT+F10. PAGE UP. or return to the slide show from a black screen in Microsoft Powerpoint W or COMMA S or PLUS SIGN ESC. 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 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.

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 . Telnet. and FTP sites. a Web page on the World Wide Web. and the Links bar Move back through the hyperlinks in a Web presentation.TAB Go to the first or next hyperlink (hyperlink: Coloured and underlined text or a graphic that you click to go to a file.) 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. or a Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher. the Address bar. a location in a file. the Address bar.

Use the arrow keys to move the window. CTRL+F8 When a document window is not maximized. switch to the next window Switch to the previous window When a document window is not maximized. and.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. CTRL+F9 Minimize a window to an icon (works only for some Microsoft Office programs) 77 . You may need to press F6 more than once. press ESC. 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. performs the Size command (on the Control menu for the window). Cc. and then pressing CTRL+TAB to move to the task pane. when finished. Its location and small size allow you to use these commands while still working on your files. Note If pressing F6 doesn't display the task pane you want. when finished.) from another pane in the program window (clockwise direction). 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. performs the Move command (on the Control menu for the window). Use the arrow keys to resize the window. press ESC. and. try pressing ALT to place focus on the menu bar.

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 .

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

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

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

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

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

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

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

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 .

) 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.) 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. 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. you can move between fields by using the arrow keys. 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 . macros. used on a form or report in an Access database. that either displays a list of values retrieved from a table or query. or stores a static set of values.

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 .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.

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. PivotChart report. form. report.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 (. successive keystrokes will move to the next available view in Microsoft Access. page. PivotChart report.adp) function. To toggle back between views when in a table.) CTRL+LEFT ARROW or CRTL+PERIOD (. If there are additional views available. or . view. If there are additional views available.) 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. query. form.adp function. query. page. or Access project (. PivotTable list. view . report. stored procedure. close a dialog box. PivotTable list. successive keystrokes will move to the previous view 89 . stored procedure.

macro. or module in Design view To create a new table.Database window . query. 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. or module To refresh the Database window in Microsoft Access To display the Immediate window in the Visual Basic Editor 90 . data access page. query.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. report. macro. form.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 . data access page. report. form.

when a submenu is visible. or. to open the menu When a button is selected. to select the next or previous command To select the menu to the left or right. with a submenu visible. or. 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.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 . 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.

if the current record is selected 92 .) SHFT SPACEBAR To switch between selecting the current record and the first field of the current record. in Navigation mode in Microsoft Access SHFT+UP ARROW To extend selection to the previous record. 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. you can move between fields by using the arrow keys.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.

you can move between fields by using the arrow keys. the field. 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). if the current column is selected 93 .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.) 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.). in Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. 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. if the current column is selected in Microsoft Access To select the column to the right. In Navigation mode. 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. the record (in Datasheet view only).

first in the current field and then in the current record To undo typing in Microsoft Access 94 .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. in multiple-line fields in Microsoft Access Copying. moving. in single-line fields To move it to the end of the field. if both have been changed. in multiple-line fields To move it to the beginning of the field. press ESC twice to undo changes. 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 beginning of the field.

display newly added records. that either displays a list of values retrieved from a table or query. or stores a static set of values.) the underlying tables.Entering data in Datasheet or Form view CTRL+SEMICOLON (. and eliminate deleted records.) list box or combo box 95 . used on a form or report in an Access database.) 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. in a subform. this requeries the underlying table for the subform only F9 Refresh the contents of a Lookup field (Lookup field: A field.

or data access page. 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. 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. report . macro.Navigate in Design view F5 F2 F5 F6 F7 F8 SHFT+F7 SHFT+F7 To move to the record number box. 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. data access page. query. If field list is already open. form. report. or module in Design view .

) SHFT+TAB. in Navigation mode 97 . in Navigation mode To move to the last field in the last record. In Navigation mode. in Navigation mode To move to the current field in the next record To move to the current field in the last record. you can move between fields by using the arrow keys.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. in Navigation mode To move to the first field in the first record. 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. 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.

To move to a specific record. and press ENTER.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.). you can type the record number in the box. 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 .

in Navigation mode To move to the first field in the current record.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. moves to the equivalent page on the next record To go up one page. you can move between fields by using the arrow keys. in Navigation mode To move to the first field in the first record.Form view .) CTRL+END HOME CTRL+HOME CTRL PAGE DOWN CTRL+PAGE UP To move to the last field in the last 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 in forms with more than one page PAGE DOWN PAGE UP To go down one page. 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. at the end of the record.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 . at the end of the record.

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. (and to join lines. views. view. 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 function. 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. if available) Move between columns in a table.diagram Pane F6.Print/Layout preview . or join line from the query 100 .SHFT F6 TAB. 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. and functions. view.

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. pressing this key affects all selected items. 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 INS ( after you select grid row) INS ( after you select any Or .Query designer .

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 collapse Totals to hide the available total fields.) 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 expand Totals to display the available total fields. the Add to button. Display the field list. Use the arrow keys to move to the next item in the list.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. if the item that has focus is included in the selection. 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. and then press ENTER to select an item. 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. 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. but don't include the item in the selection Move to the next item. 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. and vice versa Expand the current item in the field list to display its contents. 105 . but don't include the item in the selection Remove the item from the selection.

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. 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.) 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.

and the list next to the Add to button Open the drop-down list next to the Add to button in the field list. the Add to button. Display the field list. but don't include the item in the selection Move to the next item. 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. and vice versa Expand the current item in the field list to display its contents. alternately move to the most recently selected item. or expand Totals to display the available total fields 107 . 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 collapse Totals to hide the available total fields. and then press ENTER to select an item. Use the arrow keys to move to the next item in the list.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. 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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