Keyboard Shortcuts For MS Office 2003

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
10
Contacts
11
Electronic Business Cards Dialogue Box
12
Add Web Information to Items
12
Print Preview
12
Tasks
13
Format Text
14
Send & Receive
14
Table View General Use
15
Table View with a group selected
15
Table View All Groups
15
Macros
16
Forms
16
Calendar Day/Week/Month View
16
Day View
17
Week View
17
Month View
18
Date Navigator
18
Keyboard Shortcuts for Excel
19
Shortcuts by Keys
19
Function Keys
19
Shift + Function Keys
20
Ctrl + Function Keys
20
Other + Function Keys
21
Ctrl + Numbers
22
Ctrl + Letters
23
Other + Letters
24
Entering Data
25
Editing Data
26
Selecting Data
27
1
Extending Data
28
Formatting Data
28
Manoeuvring
29
Manoeuvring within a selection
30
Redundant Shortcut Keys (2003)
30
Other
31
Shortcuts by Function
32
Display and Use Windows
32
Access and Use Smart Tags
33
Access and Use Task Panes
33
Access and Use Menus and Toolbars
34
Use the Open, Save as and Insert Picture Dialogue Boxes
35
Work with Worksheets
35
Move and Scroll within Worksheets
36
Move within a selected range
37
Move and scroll with SCROLL LOCK
37
Select cells, rows, columns and objects
37
Select cells with specific characteristics
38
Extend a selection
39
Enter Data
40
Enter and calculate formulas
41
Edit data
42
Insert, delete and copy cells
42
Format data
43
Use the Border tab in the Format Cells dialogue box
44
Use data forms (Data Menu, Form command)
44
Filter ranges (Data Menu, Auto Filter command)
45
Show, hide and outline data
45
Use the PivotTable and PivotChart Wizard - Layout dialog box
46
Create charts and select chart elements
46
Send e-mail messages
47
Work with macros
47
Keyboard Shortcuts for Word
48
Access and use menus and toolbars
48
Access and use task panes
49
Use the Open, Save As, and Insert Picture dialog boxes
50
Common tasks done in a Microsoft Word document
51
Speech and handwriting recognition
51
Sending e-mail messages
52
Create, view, and save documents
52
Find, replace, and browse through text
53
2
Undo and redo actions
53
Switch to another view
53
Outline view
54
Printing and previewing documents
54
Reviewing documents
55
Reading layout view
55
References, footnotes, and endnotes
55
Working with Web pages
56
Delete text and graphics
56
Copy and move text and graphics
57
Insert Paragraphs and tab characters in a table
57
Copy Formatting
57
Insert Special Characters
58
Extend a Selection
59
Select Text and Graphics in a Table
60
Moving Around in a Table
60
Move the Insertion Point
61
Change or resize the font
62
Apply Character formats
62
Set Line Spacing
63
Align Paragraphs
63
Apply Paragraph Style
63
Performing a Mail Merge
64
Working with Fields
65
Function keys
66
SHIFT + Function key
67
CTRL + ALT + Function key
67
CTRL + Function key
68
CTRL + SHIFT + Function key
68
ALT Function key
69
ALT + SHIFT + Function key
69
Keyboard Shortcuts for Powerpoint
70
Move between Panes
70
Work in an Outline
70
Show or hide a grid or guides
70
Select text and objects
71
Delete and copy text and objects
71
Move around in text
72
Move around in and work on tables
73
Format and align characters and paragraphs
73
Copy text formats
73
Apply character formats
74
3
Align paragraphs
74
Apply superscript and subscript formatting
74
Run a slide show presentation
75
Browse hyperlinks in a slide show presentation
76
Browse Web presentations
76
Send a presentation in an e-mail
77
Display and use windows
77
Keyboard Shortcuts for Publisher
79
Edit or Format Text
79
Copy text formats
80
Copy, cut, paste or delete text or objects
80
Undo or redo an action
80
Nudge an object
81
Zoom
81
Layer objects
81
Snap objects
81
Select or group objects
81
Make an object transparent
81
Show or hide boundaries or guides
82
Insert an object
82
Select or insert pages
82
Move between pages
82
Use the master page
82
Creating, opening, closing, or saving a publication
83
Use Print Preview
83
Working with Web pages and hyperlinks
83
Sending e-mail
84
85
Keyboard Shortcuts for Access
86
Opening Databases
86
Printing and Saving
86
Finding and Replacing Text or Data
86
Using a Combo Box or List Box
87
Working in Design View
87
Editing controls in form and report Design view
88
Window Operations
88
Working with Wizards
89
Miscellaneous
89
Database window - editing and navigating the Object list
90
Database window - Navigating and opening objects
90
Work with menus
91
4
Work with toolbars
91
Using a program window
92
92
Selecting a field or record
92
Extending a selection
93
Selecting and moving a column in Datasheet view
93
Moving the insertion point in a field
94
Copying, moving, or deleting text
94
Undoing Changes
94
Entering data in Datasheet or Form view
95
Keys for carrying out commands
103
Keys for working with the field list
105
Keyboard Shortcuts for Outlook

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

6
CTRL+TAB
Move to previous field in Reading Pane.
ALT+B, ALT+LEFT ARROW, or ALT+BACKSPACE
Go back to previous view in main Outlook window.
ALT+RIGHT ARROW
Go forward to next view in main Outlook window.
CTRL+SHFT+W
Select the InfoBar and, if available, show the menu of commands.
Search
CTRL+E
Find a message or other item.
ESC
Clear the search results.
CTRL+ALT+A
Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in.
CTRL+ALT+W
Expand the Search Query Builder.
CTRL+SHFT+F
Use Advanced Find.
CTRL+SHFT+P
Create a new Search Folder.
F4
Search for text within a message or other item.
SHFT+F4
Find next during text search within a message or other item.
CTRL+H
Find and replace text, symbols, or some formatting commands within open items. Works in the Reading Pane on an open item.
CTRL+ALT+K
Expand search to include the desktop.
Flags
CTRL+SHFT+G
Open the Flag for Follow Up dialog box to assign a flag.
Colour Categories
ALT+D
Delete the selected category from the list in the Colour Categories dialog box.
Create an Item or File
All Items
CTRL+SHFT+A
Create an appointment.
CTRL+S or SHFT+F12
Save.
CTRL+SHFT+C
Create a contact.
ALT+S
Save and close.
CTRL+SHFT+L
Create a distribution list.
F12
Save as.
CTRL+SHFT+X
Create a fax.
CTRL+Z or
Undo.
CTRL+SHFT+E
Create a folder.
ALT+BACKSPACE
CTRL+SHFT+J
Create a Journal entry.
CTRL+D
Delete an item.
CTRL+SHFT+Q
Create a meeting request.
CTRL+P
Print.
CTRL+SHFT+M
Create a message.
CTRL+SHFT+Y
Copy an item.
CTRL+SHFT+N
Create a note.
CTRL+SHFT+V
Move an item.
CTRL+SHFT+H
Create a new Microsoft Office document.
CTRL+K
Check names.
CTRL+SHFT+S
Post to this folder.
F7
Check spelling.
CTRL+T
Post a reply in this folder.
CTRL+SHFT+G
Flag for follow-up.
CTRL+SHFT+P
Create a Search Folder.
CTRL+F
Forward.
CTRL+SHFT+K
Create a task.
ALT+S
Send or post or invite all.
CTRL+SHFT+U
Create a task request.
F2
Turn on editing in a field

(except in Icon view).
CTRL+L
Left align text.
CTRL+E
Centre text.
CTRL+R
Right align text.
E- Mails
CTRL+SHFT+I
Switch to Inbox.
CTRL+SHFT+O
Switch to Outbox.
CTRL+TAB
Choose the account from which to send a message. (with focus on the To box)
and then TAB to the Accounts button
CTRL+K
Check names.
ALT+S
Send.
CTRL+R
Reply to a message.
CTRL+SHFT+R
Reply all to a message.
CTRL+F
Forward a message.
CTRL+ ALT+J
Mark a message as not junk.
CTRL+SHFT+I
Display blocked external content (in a message).
CTRL+ SHFT+S
Post to a folder.
CTRL+SHFT+N
Apply Normal style.
CTRL+M or F9
Check for new messages.
UP ARROW
Go to the previous message.
DOWN ARROW
Go to the next message.
CTRL+N
Create a new message (when in Mail).
CTRL+SHFT+M
Create a new message (from any Outlook view).
CTRL+O
Open a received message.
CTRL+SHFT+B
Open the Address Book.
CTRL+SHFT+O
Convert an HTML or RTF message to plain text.
INSERT
Add a Quick Flag to an unopened message.
CTRL+SHFT+G
Display the Flag for Follow Up dialog box.
CTRL+Q
Mark as read.
CTRL+U
Mark as unread.
CTRL+SHFT+W
Show the menu to download pictures, change automatic download settings, or

add a sender to the Safe Senders List.
F4
Find or replace.
SHFT+F4
Find next.
CTRL+ENTER
Send.
CTRL+P
Print.
CTRL+F
Forward.
CTRL+ALT+F
Forward as attachment.
ALT+ENTER
Show the properties for the selected item.
CTRL+ALT+M
Mark for Download.
CTRL+ALT+U
Clear Mark for Download.
CTRL+B
Display Send/Receive progress.(when a Send/Receive is in progress)
Calendar
CTRL+N
Create a new appointment (when in Calendar).
CTRL+SHFT+A
Create a new appointment (in any Outlook view).
CTRL+SHFT+Q
Create a new meeting request.
CTRL+F
Forward an appointment or meeting.
CTRL+R
Reply to a meeting request with a message.
CTRL+SHFT+R
Reply All to a meeting request with a message.
ALT+0
Show 10 days in the calendar.
ALT+1
Show 1 day in the calendar.
ALT+2
ALT+3
ALT+4
ALT+5
ALT+6
ALT+7
ALT+8
ALT+9
CTRL+G
Go to a date.
ALT+= or CTRL+ALT+4
Switch to Month view.
CTRL+RIGHT ARROW
Go to the next day.
ALT+DOWN ARROW
Go to the next week.
ALT+PAGE DOWN
Go to the next month.
CTRL+LEFT ARROW
Go to the previous day.
ALT+UP ARROW
Go to the previous week.
ALT+PAGE UP
Go to the previous month.
ALT+HOME
Go to the start of the week.
ALT+END
Go to the end of the week.
ALT+MINUS SIGN or CTRL+ALT+3
Switch to Full Week view.
CTRL+ALT+2
Switch to Work Week view.
CTRL+COMMA or CTRL+SHFT+COMMA
Go to previous appointment.
CTRL+PERIOD or CTRL+SHFT+PERIOD
Go to next appointment.
CTRL+G
Set up recurrence for an appointment or task.
10
Contacts
CTRL+SHFT+D
Dial a new call.
F3 or CTRL+E
Find a contact or other item.
F11
Enter a name in the Search Address Books box.
SHFT+letter
In Table or List view of contacts, go to first contact that starts with a specific letter.
CTRL+A
Select all contacts.
CTRL+F
Create a new message addressed to selected contact.
CTRL+J
Create a Journal entry for the selected contact.
CTRL+N
Create a new contact (when in Contacts).
CTRL+SHFT+C
Create a new contact (from any Outlook view).
CTRL+O or CTRL+SHFT+ENTER
Open a contact form for the selected contact.
CTRL+SHFT+L
Create a new distribution list.
CTRL+P
Print.
F5
Update a list of distribution list members.
CTRL+Y
Go to a different folder.
CTRL+SHFT+B
CTRL+SHFT+F
Use Advanced Find.
CTRL+SHFT+PERIOD
In an open contact, open the next contact listed.
ESC
Close a contact.
CTRL+SHFT+X
Open a Web page for the selected contact (if one is included).
ALT+D
Open the Check Address dialog box.
ALT+SHFT+1
In a contact form, under Internet, display the E-mail 1 information.
ALT+SHFT+2
ALT+SHFT+3
11
Electronic Business Cards Dialogue Box

ALT+A
Open the Add list.
ALT+B
Select text in Label box when the field with a label assigned is selected.
ALT+C
Open the Add Card Picture dialog box.
ALT+E
Place cursor at beginning of Edit box.
ALT+F
Select the Fields box.
ALT+G
Select the Image Align drop-down list.
ALT+K, then ENTER
Select colour palette for background.
ALT+L
Select Layout drop-down list.
ALT+R
Remove a selected field from the Fields box.
Add Web Information to Items

Hold down CTRL and click the mouse button.
Edit a URL in the body of an item.
Hold down SHFT and click the mouse button.
Specify a Web browser.
CTRL+K
Insert a hyperlink.
Print Preview
Press ALT+F and then press V To print an item in an open window, press ALT+F,
Open Print Preview.
press W, and then press V

ALT+P
Print a print preview.
ALT+S or ALT+U
Open Page Setup from Print Preview.
ALT+Z
Zoom.
ALT+C
Close Print Preview.
12
Tasks
ALT+F2
Show or hide the To-Do Bar.
ALT+C
Accept a task request.
ALT+D
Decline a task request.
CTRL+E
Find a task or other item.
CTRL+Y
Open the Go to Folder dialog box.
CTRL+N
Create a new task (when in Tasks).
CTRL+SHFT+K
Create a new task (from any Outlook view).
CTRL+SHFT+U
Create a new task request.
CTRL+O
Open selected item.
CTRL+P
Print selected item.
CTRL+A
Select all items.
CTRL+D
Delete selected item.
CTRL+F
Forward a task as an attachment.
SHFT+TAB
Switch between the Navigation Pane, Tasks list, and To-Do Bar.
CTRL+J
Open selected item as a Journal item.
CTRL+Z
Undo last action.
INSERT
Flag an item or mark complete.
13
Format Text
ALT+O
Display the Format menu.
CTRL+SHFT+P
Display the Font dialog box.
SHFT+F3
Switch case (with text selected).
CTRL+SHFT+K
Format letters as small capitals.
CTRL+B
Make letters bold.
CTRL+SHFT+L
Add bullets.
CTRL+I
Make letters italic.
CTRL+T
Increase indent.
CTRL+SHFT+T
Decrease indent.
CTRL+L
Left align.
CTRL+E
Centre.
CTRL+U
Underline.
CTRL+] or CTRL+SHFT+>
Increase font size.
CTRL+[ or CTRL+SHFT+<
Decrease font size.
CTRL+X or SHFT+DELETE
Cut.
CTRL+C or CTRL+INSERT
Copy. Note CTRL+INSERT is not available in the Reading Pane.
CTRL+V or SHFT+INSERT
Paste.
CTRL+SHFT+Z or
Clear formatting.
CTRL+SPACEBAR
CTRL+SHFT+H
Delete the next word.
CTRL+SHFT+J
Stretch a paragraph to fit between the margins.
CTRL+SHFT+S
Apply styles.
CTRL+T
Create a hanging indent.
CTRL+K
Insert a hyperlink.
CTRL+L
Left align a paragraph.
CTRL+R
Right align a paragraph.
CTRL+SHFT+T
Reduce a hanging indent.
CTRL+Q
Remove paragraph formatting.
Send & Receive

F9
Start a send/receive for all defined Send/Receive groups with Include this
group in Send/Receive (F9) selected. This can include headers, full items,
specified folders, items less than a specific size, or any combination that you
define.
SHFT+F9
Start a send/receive for the current folder, retrieving full items (header, item,
and any attachments).
CTRL+M
Start a send/receive.
CTRL+ALT+S
Define Send/Receive groups.

14
Table View General Use

ENTER
Open an item.
CTRL+A
Select all items.
PAGE DOWN
Go to the item at the bottom of the screen.
PAGE UP
Go to the item at the top of the screen.
SHFT+UP ARROW or SHFT+DOWN ARROW, respectively
Extend or reduce the selected items by one item.
CTRL+UP ARROW or CTRL+DOWN ARROW, respectively
Go to the next or previous item without extending the selection.
CTRL+SPACEBAR
Select or cancel selection of the active item.
F5
Refresh view.
Table View with a group selected

CTRL+SHFT+PLUS SIGN
Expand all groups.
CTRL+MINUS SIGN
Collapse the group.
SHFT+PLUS SIGN
Expand a single selected group.
MINUS SIGN
Collapse a single selected group.
UP ARROW
Select the previous group.
DOWN ARROW
Select the next group.
HOME
Select the first group.
END
Select the last group.
RIGHT ARROW
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
Collapse all groups.
CTRL+SHFT+PLUS SIGN
Expand all groups.
15
Macros
ALT+F8
Play macro.
Forms
CTRL+ALT+SHFT+F12
Save Form Design.
CTRL+SHFT+F11
Save Form Data.
Click in an InfoPath folder, and then CTRL+N.
Create a new Microsoft Office InfoPath form.
Calendar Day/Week/Month View

ALT+key for number of days
View from 1 through 9 days.
ALT+0 (ZERO)
View 10 days.
ALT+MINUS SIGN
Switch to weeks.
ALT+=
Switch to months.
CTRL+TAB or F6
Move between Calendar, TaskPad, and the Folder List.
SHFT+TAB
Select the previous appointment.
LEFT ARROW
Go to the previous day.
RIGHT ARROW
Go to the next day.
ALT+DOWN ARROW
Go to the same day in the next week.
ALT+UP ARROW
Go to the same day in the previous week.
16
Day View
HOME
Select the time that begins your work day.
END
Select the time that ends your work day.
UP ARROW
Select the previous block of time.
DOWN ARROW
Select the next block of time.
PAGE UP
Select the block of time at the top of the screen.
PAGE DOWN
Select the block of time at the bottom of the screen.
SHFT+UP ARROW or SHFT+DOWN ARROW, respectively
Extend or reduce the selected time.
With the cursor in the appointment, ALT+UP ARROW or
Move an appointment up or down.
ALT+DOWN ARROW, respectively

With the cursor in the appointment, ALT+SHFT+UP ARROW or
Change an appointment's start or end time.
ALT+SHFT+DOWN ARROW, respectively

ALT+DOWN ARROW
Move selected item to the same day in the next week.
ALT+UP ARROW
Move selected item to the same day in the previous week.
Week View
HOME
Go to the start of work hours for the selected day.
END
Go to the end of work hours for the selected day.
PAGE UP
Go up one page view in the selected day.
PAGE DOWN
Go down one page view in the selected day.
ALT+UP ARROW, ALT+DOWN ARROW, ALT+LEFT ARROW, or
Move the appointment up, down, left, or right.
ALT+RIGHT ARROW, respectively

SHFT+LEFT ARROW, SHFT+RIGHT ARROW, SHFT+UP ARROW, or
Change the duration of the selected block of time.
SHFT+DOWN ARROW; or SHFT+HOME or SHFT+END
17
Month View
HOME
Go to the first day of the week.
PAGE UP
Go to the same day of the week in the previous page.
PAGE DOWN
Go to the same day of the week in the next page.
Date Navigator
ALT+HOME
Go to the first day of the current week.
ALT+END
Go to the last day of the current week.
ALT+UP ARROW
Go to the same day in the previous week.
ALT+DOWN
Go to the same day in the next week.
ARROW
18
Keyboard Shortcuts for Excel

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

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

Ctrl + F1
Closes and reopens the current task pane
Ctrl + F3
Displays the (Insert > Name > Define) dialog box
Ctrl + F4
Closes the selected workbook window
Ctrl + F5
Restores the size of the active workbook or window
Ctrl + F6
Moves to the next open workbook or window
Ctrl + F7
Activates the Move window command
Ctrl + F8
Activates the Resize window command
Ctrl + F9
Minimises the size of the active workbook or window
Ctrl + F10
Maximises the size of the active workbook or window
Ctrl + F12
Displays the (File > Open) dialog box
20
Other + Function Keys

Alt + F1
Creates a chart (on a chart sheet) using the highlighted range
Alt + F2
Alt + F4
Closes all the workbooks (saving first) and exits Excel (File > Exit)
Alt + F8
Displays the (Tools > Macro > Macros) dialog box
Alt + F11
Toggles between the Visual Basic Editor window and the Excel window
Alt + Ctrl + F9
Calculates All cells on All worksheets in All workbooks
Alt + Shift + F1
Inserts a new worksheet (before the active sheet) into the active workbook (Insert > Worksheet)
Alt + Shift + F2
Alt + Shift + F4
Closes all the workbooks (saving first) and exits Excel (File > Exit)
Alt + Shift + F10
Displays the drop + down menu for the corresponding smart tag
Alt + Shift + F11
Activates the Microsoft Script Editor window
Ctrl + Shift + F3
Displays the (Insert > Name > Create) dialog box
Ctrl + Shift + F6
Moves to the previous open workbook or window
Ctrl + Shift + F10
Activates the Menu Bar or Displays the (View > Toolbars) dialog box
Ctrl + Shift + F12
Displays the (File > Print) dialog box
Insert + F4
Read spelling errors and suggestions ??
21
Ctrl + Numbers
Ctrl + 0
Hides the columns in the current selection (Format > Column > Hide)
Ctrl + 1
Displays the (Format > Cells) dialog box
Ctrl + 2
Toggles bold on the current selection
Ctrl + 3
Toggles italics on the current selection
Ctrl + 4
Toggles underlying on the current selection
Ctrl + 5
Toggles the strikethrough of text on the current selection
Ctrl + 6
Toggles between hiding, displaying or displaying just placeholders (objects)
Ctrl + 7
Toggles the display of the Standard toolbar
Ctrl + 8
Toggles the display of Outline symbols on the active worksheet
Ctrl + 9
Hides the rows in the current selection (Format > Row > Hide)
Ctrl + Shift + 0
Unhides the columns in the current selection
Ctrl + Shift + 2
Enters the value from the cell directly above into the active cell
Ctrl + Shift + 8
Selects the current region (surrounded by blank rows and columns)
Ctrl + Shift + 9
Unhides the rows in the current selection
22
Ctrl + Letters
Ctrl + A
Displays the formula palette given a function name or selects the whole worksheet
Ctrl + B
Toggles bold on the current selection
Ctrl + C
Copies the current selection to the clipboard (Edit > Copy)
Ctrl + D
Copies the first cell in the selection downwards (Edit > Fill > Down)
Ctrl + E
Goto current Error ??
Ctrl + F
Displays the (Edit > Find) dialog box
Ctrl + G
Displays the (Edit > GoTo) dialog box
Ctrl + H
Displays the (Edit > Replace) dialog box
Ctrl + I
Toggles italics on the current selection
Ctrl + J
Toggles calculation between Manual and Automatic ??
Ctrl + K
Displays the (Insert > Hyperlink) dialog box
Ctrl + L
(Added in 2003) Displays the Create List dialog box
Ctrl + N
Creates a new workbook (File > New)
Ctrl + O
Displays the (File > Open) dialog box
Ctrl + P
Displays the (File > Print) dialog box
Ctrl + R
Copies the leftmost cell in the selection to the right (Edit > Fill > Right)
Ctrl + S
Saves, Displays the (File > Save As) dialog box if a new workbook
Ctrl + U
Toggles underlining on the current selection
Ctrl + V
Pastes the entry from the clipboard (Edit > Paste)
Ctrl + W
Closes the active workbook or window (File > Close)
Ctrl + X
Cuts the current selection to the clipboard (Edit > Cut)
Ctrl + Y
Repeats the last workbook action (Edit > Repeat)
Ctrl + Z
Undo the last workbook action (Edit > Undo)
23
Other + Letters
Alt + C
Move the selected field into the Column area (Pivot Table)
Alt + D
Displays the (Data) menu
Alt + E
Displays the (Edit) menu
Alt + F
Displays the (File) menu
Alt + H
Displays the (Help) menu
Alt + I
Displays the (Insert) menu
Alt + L
Displays the Pivot Table Field dialog box ??
Alt + O
Displays the (Format) menu
Alt + P
Move the selected field into the Page area (Pivot Table)
Alt + R
Move the selected field into the Row area (Pivot Table)
Alt + T
Displays the (Tools) menu
Alt + U
Activates the AutoShapes submenu on the Drawing toolbar (assumes the drawing toolbar is visible)
Alt + V
Displays the (View) menu
Alt + W
Displays the (Window) menu
Alt + Shift + B
Report on the cell borders ??
Alt + Shift + G
Report the gridline status ??
Ctrl + Shift + A
Inserts argument names given a function in the formula bar.
Ctrl + Shift + C
List cells in current column ???
Ctrl + Shift + F
Activates the Font Name drop + down list on the Formatting toolbar
Ctrl + Shift + H
Selects all the hyperlinks ?? where
Ctrl + Shift + O
Selects all the cells with comments
Ctrl + Shift + P
Activates the Font Size drop + down list on the Formatting toolbar
Ctrl + Shift + R
List cells in the current row ???
Ctrl + Shift + S
List all the worksheets ??
24
Entering Data
Enter
Enters the contents of the active cell and moves to the cell below (by default)
Shift + Enter
Enters the contents of the active cell and moves to the cell above (by default)
Tab
Enters the contents of the active cell and moves one cell to the right
Shift + Tab
Enters the contents of the active cell and moves one cell to the left
Alt + =
Enters the SUM() function (AutoSum) to sum the adjacent block of cells
Alt + 0128
Enters the euro symbol () (using Number keypad)
Alt + 0162
Enters the cent symbol () (using Number keypad)
Alt + 0163
Enters the pound sign symbol () (using Number keypad)
Alt + 0165
Enters the yen symbol () (using Number keypad)
Alt + Enter
Enters a new line (or carriage return) into a cell
Ctrl + '
Enters the formula from the cell directly above into the active cell
Ctrl + Shift + 2
Enters the value from the cell directly above into the active cell
Ctrl + ;
Enters the current date into the active cell
Ctrl + Enter
Enters the contents of the active cell to the selected region
Ctrl + Shift + ;
Enters the current time into the active cell
Ctrl + Shift + Enter
Enters the formula as an Array Formula
Shift + Insert
Enters the data from the clipboard
Alt + Down Arrow
Displays the Pick From List drop + down list
Esc
Cancels the cell entry and restores the original contents
25
Editing Data
Delete
Deletes the selection or one character to the right
Backspace
Deletes the selection or one character to the left
Shift + Delete
Cuts the selection to the clipboard
Ctrl + Delete
Deletes text to the end of the line
Ctrl + +
Displays the (Edit > Delete) dialog box
Ctrl + Shift + =
Displays the (Insert > Cells) dialog box
26
Selecting Data
Ctrl + \
Selects the cells in a selected row that do not match the value in the active cell
Ctrl + Shift + \
Selects the cells in a selected column that do not match the value in the active cell
Ctrl + /
Selects the array containing the active cell ??
Alt + ;
Selects the visible cells in the current selection
Ctrl + Enter
Selects the first object / chart ??
Ctrl + Shift + (8 or *)
Selects the current region (surrounded by blank rows and columns)
Ctrl + *
Selects the current region (using the * on the number keyboard)
Ctrl + [
Selects all the cells that are directly referred to by the formula in the active cell (precedents)
Ctrl + Shift + [
Selects all the cells that are directly (or indirectly) referred to by the formula in the active cell
Ctrl + ]
Selects all the cells that directly refer to the active cell (dependents)
Ctrl + Shift + ]
Selects all the cells that directly (or indirectly) refer to the active cell
Ctrl + Shift + Page Down
Selects the active worksheet and the one after it
Ctrl + Shift + Page Up
Selects the active worksheet and the one before it
Ctrl + Shift + Spacebar
Selects all the objects on the worksheet when an object is selected or selects the whole worksheet
Ctrl + Backspace
Selects the current active cell (scrolling if necessary)
Ctrl + Spacebar
Selects the current column
Shift + Arrow keys
Selects the active cell and the cell in the given direction
Shift + Backspace
Selects the active cell when multiple cells are selected
Shift + Spacebar
Selects the current row
27
Extending Data
Ctrl + Shift + Arrow Key
Extends the selection to the next cell adjacent to a blank cell in that direction
Ctrl + Shift + End
Extends the selection to the last used cell on the worksheet
Ctrl + Shift + Home
Extends the selection to the beginning of the worksheet
Shift + Arrow Keys
Extends the selection by one cell in that direction
Shift + Home
Extends the selection to the first column
Shift + Page Down
Extends the selection down one screen
Shift + Page Up
Extends the selection up one screen
End, Shift + Arrow Keys
Extends the selection to the next non + blank cell in that direction
End, Shift + End
Extends the selection to the last cell in the current row (only available with Tools > Options, Transition tab, Transition
Navigation Keys)
End, Shift + Home
Extends the selection to last used cell on the worksheet
Formatting Data
Alt + '
Displays the (Format > Style) dialog box
Ctrl + Shift + ( ' or )
Applies the Time format "hh:mm" to the selection
Ctrl + Shift + (1 or !)
Applies the Comma separated format "#,##0.00" to the selection
Ctrl + Shift + (4 or $)
Applies the Currency format "#,##0.00" to the selection
Ctrl + Shift + (5 or %)
Applies the Percentage format "0%" to the selection
Ctrl + Shift + (6 or ^)
Applies the Exponential format "#,##E+02" to the selection
Ctrl + Shift + (# or ~)
Applies the General format to the selection
Ctrl + (# or ~)
Applies the Custom Date format "dd + mmm + yy" to the selection
Ctrl + Shift + (7 or &)
Applies the outline border to the selection
Ctrl + Shift + ( + or _ )
Removes all the borders from the selection
28
Manoeuvring
Arrow Keys
Moves to the next cell in that direction
Ctrl + Tab
Moves to the next open workbook or window
Alt + Tab
Moves to the next application open on your computer
Alt + Shift + Tab
Moves to the previous application open on your computer
Enter
Moves to the cell directly below
Tab
Moves to the next cell on the right (or unprotected cell)
Home
Moves to the first column in the current row
End, Arrow Keys
Moves to the next non empty cell in that direction
End, Enter
Moves to the last cell in the current row that is not blank
End + Home
Moves to the last used cell on the active worksheet*
End, Home
Moves to the last used cell on the active worksheet*
Page Down
Moves to the next screen of rows down
Page Up
Moves to the previous screen of rows up
Shift + Enter
Moves to the cell directly above (opposite direction to Enter)
Shift + Tab
Moves to the cell directly to the left (opposite direction to Tab)
Alt + Page Down
Moves you one screen of columns to the right
Alt + Page Up
Moves you one screen of columns to the left
Ctrl + Home
Moves to cell "A1" on the active sheet
Ctrl + End
Moves to the last used cell on the active worksheet (only updated when the workbook is closed)
Ctrl + Up Arrow
Moves to the first row in the current region
Ctrl + Down Arrow
Moves to the last row in the current region
Ctrl + Left Arrow
Moves to the first column in the current region
Ctrl + Right Arrow
Moves to the last column in the current region
Ctrl + Page Up
Moves to the previous worksheet in the workbook
Ctrl + Page Down
Moves to the next worksheet in the workbook

29
Ctrl + Shift + Tab
Moves to the previous open workbook or window
Ctrl + Backspace
Moves to the display the active cell
Scroll Lock + Arrow Keys
Moves the workbook or window one cell the corresponding direction
Scroll Lock + End
Moves to the last cell in the current window
Scroll Lock + Home
Moves to the first cell in the current window
Scroll Lock + Page Down
Moves you down one screen (current selection unchanged)
Scroll Lock + Page Up
Moves you up one screen (current selection unchanged)
Manoeuvring within a selection

Enter
Moves from top to bottom within a selection
Tab
Moves from left to right within a selection
Ctrl + .
Moves clockwise to the next corner within a selection
Shift + Tab
Moves from right to left within a selection (opposite direction to Tab)
Alt + Ctrl + Left Arrow
Moves to the left between non adjacent cells in a selection
Alt + Ctrl + Right Arrow
Moves to the right between non adjacent cells in a selection
Redundant Shortcut Keys (2003)

Ctrl + F2
Displays the Info Window (redundant)
Ctrl + F11
Inserts an Excel 4.0 macro sheet (redundant)
30
Other
=
Starts a Formula
Ctrl + `
Toggles between the value layer and the formula layer
Ctrl + Delete
Deletes to the end of the line
Ctrl + Insert
Copies the current selection to the clipboard
Ctrl + Shift + (
Unhides any hidden rows within the selection
Ctrl + Shift + )
Unhides any hidden columns within the selection
Ctrl + Shift + /
Copy value from cell above / select the array ??
Ctrl + Shift + \
Select unequal cells
Alt
Toggles the activation of the Menu Bar
Alt + Shift + Left Arrow
Displays the (Data > Group and Outline > UnGroup) dialog box
Alt + Shift + Right Arrow
Displays the (Data > Group and Outline > Group) dialog box
Alt + Backspace
Undo the last action (Edit > Undo) ??
Alt + Spacebar
Activates the Control Box in the top left hand corner
Alt + +
Displays the Excel application control menu
End
Toggles between switching End Mode on or off
Scroll Lock
Toggles between switching Scroll Lock on or off
Shift + Insert
Pastes the entry from the clipboard
31
Shortcuts by Function
Display and Use Windows
ALT+TAB
Switch to the next program.
ALT+SHFT+TAB
Switch to the previous program.
CTRL+ESC
Display the Windows Start menu.
CTRL+W or
Close the selected workbook window.
CTRL+F4
CTRL+F5
Restore the window size of the selected workbook window.
F6
Switch to the next pane in a worksheet that has been split (Window menu, Split command).
Note When the task pane (task pane: A window within an Office application that provides commonly used commands. Its
location and small size allow you to use these commands while still working on your files.) is visible, F6 includes that pane
when switching between panes.
SHFT+F6
Switch to the previous pane in a worksheet that has been split.

Note When the task pane is visible, SHIFT+F6 includes that pane when switching between panes.
CTRL+F6
When more than one workbook window is open, switch to the next workbook window.
CTRL+SHFT+F6
Switch to the previous workbook window.
CTRL+F7
When a workbook window is not maximized, perform the Move command (on the Control menu for the workbook window). Use
the arrow keys to move the window, and when finished press ESC.
CTRL+F8
When a workbook window is not maximized, perform the Size command (on the Control menu for the workbook window). Use
the arrow keys to resize the window, and when finished press ENTER.
CTRL+F9
Minimize a workbook window to an icon.
CTRL+F10
Maximize or restore the selected workbook window.
PRTSCR
Copy a picture of the screen to the Clipboard.
ALT+PRINT
Copy a picture of the selected window to the Clipboard.
SCREEN
32
Access and Use Smart Tags

ALT+SHFT+F10
Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and display
its menu or message.
DOWN ARROW
Select the next item in a smart tag menu.
UP ARROW
Select the previous item in a smart tag menu.
ENTER
Perform the action for the selected item in a smart tag menu.
ESC
Close the smart tag menu or message.
Access and Use Task Panes

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

F10 or ALT
Select the menu bar (menu bar: The horizontal bar below the title bar that contains the names of menus. A menu bar
can be the built-in menu bar or a custom menu bar.), or close an open menu and submenu at the same time.
TAB or SHFT+TAB
When a toolbar is selected, select the next or previous button or menu on the toolbar.
CTRL+TAB or
When a toolbar is selected, select the next or previous toolbar.
CTRL+SHFT+TAB
ENTER
Open the selected menu, or perform the action for the selected button or command.
SHFT+F10
Display the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To
display a shortcut menu, right-click an item or press SHIFT+F10.) for the selected item.
ALT+SPACEBAR
Display the Control menu for the Excel window.
DOWN ARROW or UP
When a menu or submenu is open, select the next or previous command.
ARROW
LEFT ARROW or RIGHT
Select the menu to the left or right. When a submenu is open, switch between the main menu and the submenu.
ARROW
HOME or END
Select the first or last command on the menu or submenu.
ESC
Close an open menu. When a submenu is open, close only the submenu.
CTRL+DOWN ARROW
Display the full set of commands on a menu.
CTRL+7
Show or hide the Standard toolbar.
34
Use the Open, Save as and Insert Picture Dialogue Boxes

ALT+1
Go to the previous folder
ALT+2
Up One Level button: open the folder up one level above the open folder
ALT+3
Search the Web button: close the dialog box and open your Web search page (search page: A page from which you can find
and go to other Internet sites or to documents on an intranet. Many search pages provide various ways to search, such as by
topic, by keyword, or by matches to user queries.)
ALT+4
Delete button: delete the selected folder or file
ALT+5
Create New Folder button: create a new folder
ALT+6
Views button: switch among available folder views
ALT+7 or ALT+L
Tools button: show the Tools menu
SHFT+F10
Display a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a
shortcut menu, right-click an item or press SHIFT+F10.) for a selected item such as a folder or file
TAB
Move between options or areas in the dialog box
F4 or ALT+I
Open the Look in list
F5
Refresh the file list
Work with Worksheets

SHFT+F11 or ALT+SHFT+F1
Insert a new worksheet.
CTRL+PAGE DOWN
Move to the next sheet in the workbook.
CTRL+PAGE UP
Move to the previous sheet in the workbook.
SHFT+CTRL+PAGE DOWN
Select the current and next sheet. To cancel selection of multiple sheets, press CTRL+PAGE DOWN or, to select a
different sheet, press CTRL+PAGE UP.
SHFT+CTRL+PAGE UP
Select the current and previous sheet.
ALT+O, H, R
Rename the current sheet (Format menu, Sheet submenu, Rename command).
ALT+E, M
Move or copy the current sheet (Edit menu, Move or Copy Sheet command).
ALT+E, L
Delete the current sheet (Edit menu, Delete Sheet command).

35
Move and Scroll within Worksheets

Arrow keys
Move one cell up, down, left, or right.
TAB
Move one cell to the right.
SHFT+TAB
Move one cell to the left.
CTRL+arrow key
Move to the edge of the current data region (data region: A range of cells that contains data and that is bounded by empty
cells or worksheet borders.).
HOME
Move to the beginning of the row.
CTRL+HOME
Move to the beginning of the worksheet.
CTRL+END
Move to the last cell on the worksheet, in the bottom-most used row of the rightmost used column.
PAGE DOWN
Move down one screen.
PAGE UP
Move up one screen.
ALT+PAGE DOWN
Move one screen to the right.
ALT+PAGE UP
Move one screen to the left.
F6
Switch to the next pane in a worksheet that has been split (Window menu, Split command).
Note When the task pane (task pane: A window within an Office application that provides commonly used commands. Its
location and small size allow you to use these commands while still working on your files.) is visible, F6 includes that pane
when switching between panes.
SHFT+F6
Switch to the previous pane in a worksheet that has been split.

Note When the task pane is visible, SHIFT+F6 includes that pane when switching between panes.
CTRL+BACKSPACE
Scroll to display the active cell.
F5
Display the Go To dialog box.
SHFT+F5
Display the Find dialog box.
SHFT+F4
Repeat the last Find action (same as Find Next).
TAB
Move between unlocked cells on a protected worksheet.
36
Move within a selected range

ENTER
Move from top to bottom within the selected range.
SHFT+ENTER
Move from bottom to top within the selected range.
TAB
Move from left to right within the selected range. If cells in a single column are selected, move down.
SHFT+TAB
Move from right to left within the selected range. If cells in a single column are selected, move up.
CTRL+PERIOD
Move clockwise to the next corner of the selected range.
CTRL+ALT+RIGHT ARROW
In nonadjacent selections, switch to the next selection to the right.
CTRL+ALT+LEFT ARROW
Switch to the next nonadjacent selection to the left.
Move and scroll with SCROLL LOCK

SCROLL LOCK
Turn SCROLL LOCK on or off.
HOME
Move to the cell in the upper-left corner of the window.
END
Move to the cell in the lower-right corner of the window.
UP ARROW or DOWN ARROW
Scroll one row up or down.
LEFT ARROW or RIGHT ARROW
Scroll one column left or right.
Select cells, rows, columns and objects

CTRL+SPACEBAR
Select the entire column.
SHFT+SPACEBAR
Select the entire row.
CTRL+A
Select the entire worksheet. If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a
second time selects the entire worksheet.
SHFT+BACKSPACE
With multiple cells selected, select only the active cell.
CTRL+SHFT+SPACEBAR
Selects the entire worksheet. If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region.
Pressing CTRL+SHIFT+SPACEBAR a second time selects the entire worksheet. When an object is selected,
CTRL+SHIFT+SPACEBAR selects all objects on a worksheet
CTRL+6
Alternate between hiding objects, displaying objects, and displaying placeholders for objects.
37
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 PivotTable report, select the entire PivotTable report.
CTRL+/
Select the array (array: Used to build single formulas that produce multiple results or that operate on a
group of arguments that are arranged in rows and columns. An array range shares a common formula; an
array constant is a group of constants used as an argument.) containing the active cell.
CTRL+SHFT+O (the letter O)
Select all cells that contain comments.
CTRL+\
In a selected row, select the cells that don't match the formula or static value in the active cell.
CTRL+SHFT+|
In a selected column, select the cells that don't match the formula or static value in the active cell.
CTRL+[ (opening bracket)
Select all cells directly referenced by formulas in the selection.
CTRL+SHFT+{ (opening brace)
Select all cells directly or indirectly referenced by formulas in the selection.
CTRL+] (closing bracket)
Select cells that contain formulas that directly reference the active cell.
CTRL+SHFT+} (closing brace)
Select cells that contain formulas that directly or indirectly reference the active cell.
ALT+; (semicolon)
Select the visible cells in the current selection.
38
Extend a selection
F8
Turn extend mode on or off. In extend mode, EXT appears in the status line, and the arrow keys extend the
selection.
SHFT+F8
Add another range of cells to the selection; or use the arrow keys to move to the start of the range you want to
add, and then press F8 and the arrow keys to select the next range.
SHFT+arrow key
Extend the selection by one cell.
CTRL+SHFT+arrow key
Extend the selection to the last nonblank cell in the same column or row as the active cell.
SHFT+HOME
Extend the selection to the beginning of the row.
CTRL+SHFT+HOME
Extend the selection to the beginning of the worksheet.
CTRL+SHFT+END
Extend the selection to the last used cell on the worksheet (lower-right corner).
SHFT+PAGE DOWN
Extend the selection down one screen.
SHFT+PAGE UP
Extend the selection up one screen.
END+SHFT+arrow key
Extend the selection to the last nonblank cell in the same column or row as the active cell.
END+SHFT+HOME
Extend the selection to the last used cell on the worksheet (lower-right corner).
END+SHFT+ENTER
Extend the selection to the last cell in the current row. This key sequence does not work if you have turned on
transition navigation keys (Tools menu, Options command, Transition tab).
SCROLL LOCK+SHFT+HOME
Extend the selection to the cell in the upper-left corner of the window.
SCROLL LOCK+SHFT+END
Extend the selection to the cell in the lower-right corner of the window.
39
Enter Data
ENTER
Complete a cell entry and select the cell below.
ALT+ENTER
Start a new line in the same cell.
CTRL+ENTER
Fill the selected cell range with the current entry.
SHFT+ENTER
Complete a cell entry and select the previous cell above.
TAB
Complete a cell entry and select the next cell to the right.
SHFT+TAB
Complete a cell entry and select the previous cell to the left.
ESC
Cancel a cell entry.
Arrow keys
Move one character up, down, left, or right.
HOME
Move to the beginning of the line.
F4 or CTRL+Y
Repeat the last action.
CTRL+SHFT+F3
Create names (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use
easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) from row
and column labels.
CTRL+D
Fill down.
CTRL+R
Fill to the right.
CTRL+F3
Define a name.
CTRL+K
Insert a hyperlink (hyperlink: Coloured and underlined text or a graphic that you click to go to a file, a location in a file, a
Web page on the World Wide Web, or a Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher,
Telnet, and FTP sites.).
CTRL+; (semicolon)
Enter the date.
CTRL+SHFT+: (colon)
Enter the time.
ALT+DOWN ARROW
Display a drop-down list of the values in the current column of a range.
CTRL+Z
Undo the last action.
40
Enter and calculate formulas

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

Note When a portion of a formula is selected, calculate the selected portion. You can then press ENTER or
CTRL+SHIFT+ENTER (for array formulas) to replace the selected portion with the calculated value.
41
CTRL+ALT+F9
Calculate all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.
CTRL+ALT+SHFT+F9
Rechecks dependent formulas and then calculates all cells in all open workbooks, including cells not marked as needing
to be calculated.
Edit data
F2
Edit the active cell and position the insertion point at the end of the cell contents.
ALT+ENTER
Start a new line in the same cell.
BACKSPACE
Edit the active cell and then clear it, or delete the preceding character in the active cell as you edit cell contents.
DELETE
Delete the character to the right of the insertion point, or delete the selection.
CTRL+DELETE
Delete text to the end of the line.
F7
Display the Spelling dialog box.
SHFT+F2
Edit a cell comment.
ENTER
Complete a cell entry and select the next cell below.
CTRL+Z
ESC
Cancel a cell entry.
CTRL+SHFT+Z
When the AutoCorrect Smart Tags is displayed, undo or redo the last automatic correction.
Insert, delete and copy cells

CTRL+C
Copy the selected cells.
CTRL+C, immediately followed by another CTRL+C
Display the Microsoft Office Clipboard (multiple copy and paste).
CTRL+X
Cut the selected cells.
CTRL+V
Paste copied cells.
DELETE
Clear the contents of the selected cells.
CTRL+HYPHEN
Delete the selected cells.
CTRL+SHFT+PLUS SIGN
Insert blank cells.
42
Format data
ALT+' (apostrophe)
Display the Style dialog box.
CTRL+1
Display the Format Cells dialog box.
CTRL+SHFT+~
Apply the General number format.
CTRL+SHFT+$
Apply the Currency format with two decimal places (negative numbers in parentheses).
CTRL+SHFT+%
Apply the Percentage format with no decimal places.
CTRL+SHFT+^
Apply the Exponential number format with two decimal places.
CTRL+SHFT+#
Apply the Date format with the day, month, and year.
CTRL+SHFT+@
Apply the Time format with the hour and minute, and AM or PM.
CTRL+SHFT+!
Apply the Number format with two decimal places, thousands separator, and minus sign (-) for negative
values.
CTRL+B
Apply or remove bold formatting.
CTRL+I
Apply or remove italic formatting.
CTRL+U
Apply or remove underlining.
CTRL+5
Apply or remove strikethrough.
CTRL+9
Hide the selected rows.
CTRL+SHFT+( (opening parenthesis)
Unhide any hidden rows within the selection.
CTRL+0 (zero)
Hide the selected columns.
CTRL+SHFT+) (closing parenthesis)
Unhide any hidden columns within the selection.
CTRL+SHFT+&
Apply the outline border to the selected cells.
CTRL+SHFT+_
Remove the outline border from the selected cells.
43
Use the Border tab in the Format Cells dialogue box

ALT+T
Apply or remove the top border.
ALT+B
Apply or remove the bottom border.
ALT+L
Apply or remove the left border.
ALT+R
Apply or remove the right border.
ALT+H
If cells in multiple rows are selected, apply or remove the horizontal divider.
ALT+V
If cells in multiple columns are selected, apply or remove the vertical divider.
ALT+D
Apply or remove the downward diagonal border.
ALT+U
Apply or remove the upward diagonal border.
Use data forms (Data Menu, Form command)

DOWN ARROW
Move to the same field in the next record.
UP ARROW
Move to the same field in the previous record.
TAB and SHFT+TAB
Move to each field in the record, then to each command button.
ENTER
Move to the first field in the next record.
SHFT+ENTER
Move to the first field in the previous record.
PAGE DOWN
Move to the same field 10 records forward.
CTRL+PAGE DOWN
Start a new, blank record.
PAGE UP
Move to the same field 10 records back.
CTRL+PAGE UP
Move to the first record.
HOME or END
Move to the beginning or end of a field.
SHFT+END
Extend selection to the end of a field.
SHFT+HOME
Extend selection to the beginning of a field.
Move one character left or right within a field.
SHFT+LEFT ARROW
Select the character to the left within a field.
SHFT+RIGHT ARROW
Select the character to the right within a field.

44
Filter ranges (Data Menu, Auto Filter command)

ALT+DOWN ARROW
In the cell that contains the drop-down arrow, displays the AutoFilter list for the current column.
DOWN ARROW
Selects the next item in the AutoFilter list.
UP ARROW
Selects the previous item in the AutoFilter list.
ALT+UP ARROW
Closes the AutoFilter list for the current column.
HOME
Selects the first item (All) in the AutoFilter list.
END
Selects the last item in the AutoFilter list.
ENTER
Filters the range based on the item selected from the AutoFilter list.
Show, hide and outline data

ALT+SHFT+RIGHT ARROW
Groups rows or columns.
ALT+SHFT+LEFT ARROW
Ungroups rows or columns.
CTRL+8
Displays or hides the outline symbols.
CTRL+9
Hides the selected rows.
CTRL+SHFT+( (opening parenthesis)
Unhides any hidden rows within the selection.
CTRL+0 (zero)
Hides the selected columns.
CTRL+SHFT+) (closing parenthesis)
Unhides any hidden columns within the selection.
45
Use the PivotTable and PivotChart Wizard - Layout dialog box

Selects the previous or next field button in the list on the right.
With two or more columns of field buttons, selects the button to the left or right.
ALT+R
Moves the selected field into the Row area.
ALT+C
Moves the selected field into the Column area.
ALT+D
Moves the selected field into the Data area.
ALT+P
Moves the selected field into the Page area.
ALT+L
Displays the PivotTable Field dialog box for the selected field.
CTRL+SHFT+* (asterisk)
Selects an entire PivotTable report.
Groups the selected items in a PivotTable field.
ALT+SHFT+LEFT ARROW
Ungroups grouped items in a PivotTable field.
Create charts and select chart elements

F11 or ALT+F1
Creates a chart of the data in the current range.
CTRL+PAGE DOWN
Selects a chart sheet: selects the next sheet in the workbook, until the chart sheet you want is selected.
CTRL+PAGE UP
Selects a chart sheet: selects the previous sheet in the workbook, until the chart sheet you want is selected.
DOWN ARROW
Select the previous group of elements in a chart.
UP ARROW
Selects the next group of elements in a chart.
RIGHT ARROW
Selects the next element within a group.
LEFT ARROW
Selects the previous element within a group.
46

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

ALT+F8
Displays the Macro dialog box.
ALT+F11
Displays the Visual Basic Editor.
CTRL+F11
Inserts a Microsoft Excel 4.0 macro sheet.
47
Keyboard Shortcuts for Word

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

CTRL+F1
Open the task pane or hide the current task pane.
F6
Move to a task pane (task pane: A window within an Office application that provides commonly used commands.
Its location and small size allow you to use these commands while still working on your files.) from another pane
in the program window. (You may need to press F6 more than once.)
Note If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar,
and then pressing CTRL+TAB to move to the task pane. In addition, if you open a dialog box from the Reveal
Formatting task pane, the focus may be in your document after you close the dialog box, rather than in the task
pane. You can use F6 or CTRL+TAB to return to the task pane.
CTRL+TAB
When a menu or toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To
display a toolbar, press ALT and then SHIFT+F10.) is active, move to a task pane. (You may need to press
CTRL+TAB more than once.)
CTRL+SPACEBAR
Open the menu of task panes.
ALT+HOME
Go to the Getting Started task pane.
ALT+LEFT ARROW
Reverse the sequence of task panes you opened.
ALT+RIGHT ARROW
Repeat the sequence of task panes you opened.
ESC
Close a menu if one is currently open, or go back to the document.
TAB or SHFT+TAB
When a task pane is active, select the next or previous option in the task pane.
Move among choices in a selected submenu; move among certain options in a group of options.
SPACEBAR or ENTER
Open the selected menu, or perform the action assigned to the selected button.
49
SHFT+F10
Open a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To
display a shortcut menu, right-click an item or press SHIFT+F10.) in a document; open a drop-down menu for
the selected gallery item.
HOME or END
When a menu or submenu is visible, select the first or last command on the menu or submenu.
PAGE UP or PAGE DOWN
Scroll up or down in the selected gallery list.
CTRL+RIGHT ARROW or
Expand or collapse a collapsible item in the gallery list.
CTRL+LEFT ARROW
CTRL+HOME or CTRL+END
Move to the top or bottom of the selected gallery list.
Use the Open, Save As, and Insert Picture dialog boxes
CTRL+F12
Display the Open dialog box.
F12
Display the Save As dialog box.
ALT+1
Go to the previous folder ().
ALT+2
Open the folder up one level from the open folder (Up One Level button ).
ALT+3
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, but also graphics, sound, and video. On the Web, users can easily jump from item to item, page to
page, or site to site by using hyperlinks.) search page (Search the Web button ).
ALT+4
Delete the selected folder or file (Delete button ).
ALT+5
Create a new subfolder in the open folder (Create New Folder button ).
ALT+6
Switch between List, Details, Properties, Preview Thumbnails, Tiles, and Icons views (click the arrow next to Views ).
ALT+7 or ALT+L
Show the Tools menu (Tools button).
SHFT+F10
Display a shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a
shortcut menu, right-click an item or press SHIFT+F10.) for a selected item such as a folder or file.
TAB
Move between options or areas in the dialog box.
F4 or ALT+I
Open the Look in or Save in list.
F5
Update the files visible in the Open or Save As dialog box (File menu).
50
Common tasks done in a Microsoft Word document

CTRL+SHFT+SPACEBAR
Create a nonbreaking space.
CTRL+HYPHEN
Create a nonbreaking hyphen.
CTRL+B
Make letters bold.
CTRL+I
Make letters italic.
CTRL+U
Make letters underline.
CTRL+SHFT+<
Decrease font size.
CTRL+SHFT+>
Increase font size.
CTRL+SPACEBAR
Remove paragraph or character formatting.
CTRL+C
Copy the selected text or object.
CTRL+X
Cut the selected text or object.
CTRL+V
Paste text or an object.
CTRL+Z
CTRL+Y
Redo the last action.
Speech and handwriting recognition

Left ALT+SHFT
Switch between languages or keyboard layouts.
+V
Switch microphone on or off.
+T
Switch between Voice Command mode and Dictation mode.
+C
Display a list of correction alternatives.
51
Sending e-mail messages

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

CTRL+N
Create a new document of the same type as the current or most recent document.
CTRL+O
Open a document.
CTRL+W
Close a document.
ALT+CTRL+S
Split the document window.
ALT+SHFT+C
Remove the document window split.
CTRL+S
Save a document.
52
Find, replace, and browse through text

CTRL+F
Find text, formatting, and special items.
ALT+CTRL+Y
Repeat find (after closing Find and Replace window).
CTRL+H
Replace text, specific formatting, and special items.
CTRL+G
Go to a page, bookmark, footnote, table, comment, graphic, or other location.
ALT+CTRL+Z
Switch between documents or sections of a document, and between a document and an open e-mail message if you use
Word as your e-mail editor.
ALT+CTRL+HOME
Open a list of browse options; use the arrow keys to select an option, and then press ENTER to browse through a document
by using the selected option.
Undo and redo actions

ESC
Cancel an action.
CTRL+Z
Undo an action.
CTRL+Y
Redo or repeat an action.
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. For
example, items such as headers, footnotes, columns, and text boxes appear in their actual positions.).
ALT+CTRL+O
Switch to outline view (outline view: A view that shows the headings of a document indented to represent their level in the
document's structure. You can also use outline view to work with master documents.).
ALT+CTRL+N
Switch to normal view (normal view: A view that shows text formatting and a simplified page layout. Normal view is
convenient for most editing and formatting tasks.).
ALT+R
Switch to Reading View.
CTRL+\
Expand or collapse subdocuments in a master document.
53
Outline view
ALT+SHFT+LEFT ARROW
Promote a paragraph.
Demote a paragraph.
CTRL+SHFT+N
Demote to body text.
ALT+SHFT+UP ARROW
Move selected paragraphs up.
ALT+SHFT+DOWN ARROW
Move selected paragraphs down.
ALT+SHFT+PLUS SIGN
Expand text under a heading.
ALT+SHFT+MINUS SIGN
Collapse text under a heading.
ALT+SHFT+A
Expand or collapse all text or headings.
The slash (/) key on the numeric keypad
Hide or display character formatting.
ALT+SHFT+L
Show the first line of body text or all body text.
ALT+SHFT+1
Show all headings with the Heading 1 style.
ALT+SHFT+n
Show all headings up to Heading n.
CTRL+TAB
Insert a tab character.
Printing and previewing documents

CTRL+P
Print a document.
ALT+CTRL+I
Switch in or out of print preview (print preview: A view of a document as it will appear when you print it.).
Arrow keys
Move around the preview page when zoomed in.
PAGE UP or PAGE DOWN
Move by one preview page when zoomed out.
CTRL+HOME
Move to the first preview page when zoomed out.
CTRL+END
Move to the last preview page when zoomed out.
54
Reviewing documents
ALT+CTRL+M
Insert a comment (comment: A note or annotation that an author or reviewer adds to a document. Microsoft Word displays the
comment in a balloon in the margin of the document or in the Reviewing Pane.).
CTRL+SHFT+E
Turn track changes (tracked change: A mark that shows where a deletion, insertion, or other editing change has been made in
a document.) on or off.
ALT+SHFT+C
Close the Reviewing Pane if it is open.
Reading layout view

HOME
Go to beginning of document.
END
Go to end of document.
Number, then ENTER
Go to page number.
CTRL+]
Increase the size of selected text by one point.
CTRL+[
Decrease the size of selected text by one point.
ESC
Exit reading layout view.
References, footnotes, and endnotes

ALT+SHFT+O
Mark a table of contents entry.
ALT+SHFT+I
Mark a table of authorities entry (citation).
ALT+SHFT+X
Mark an index entry.
ALT+CTRL+F
Insert a footnote.
ALT+CTRL+D
Insert an endnote.
55
Working with Web pages

CTRL+K
Insert a hyperlink (hyperlink: Coloured and underlined text or a graphic that you click to go to a file, a location in a file, a
Web page on the World Wide Web, or a Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher,
Telnet, and FTP sites.).
ALT+LEFT ARROW
Go back one page.
ALT+RIGHT ARROW
Go forward one page.
F9
Refresh.
Delete text and graphics

BACKSPACE
Delete one character to the left.
CTRL+BACKSPACE
Delete one word to the left.
DELETE
Delete one character to the right.
CTRL+DELETE
Delete one word to the right.
CTRL+X
Cut selected text to the Office Clipboard.
CTRL+Z
CTRL+F3
Cut to the Spike (Spike: A special AutoText entry that stores multiple deletions. Microsoft Word appends one item to
another until you paste the contents as a group in a new location in your document. You can also use the Microsoft Office
Clipboard to get the same result.).
56
Copy and move text and graphics

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

ENTER
New paragraphs in a cell
CTRL+TAB
Tab characters in a cell
Copy Formatting
CTRL+SHFT+C
Copy formatting from text.
CTRL+SHFT+V
Apply copied formatting to text.
57
Insert Special Characters

CTRL+F9
A field
ENTER (after typing the first few
An AutoText (AutoText: A storage location for text or graphics you want to use again, such as a
characters of the AutoText entry name
standard contract clause or a long distribution list. Each selection of text or graphics is recorded as
and when the ScreenTip appears)
an AutoText entry and is assigned a unique name.) entry
SHFT+ENTER
A line break
CTRL+ENTER
A page break
CTRL+SHFT+ENTER
A section break
ALT+CTRL+MINUS SIGN
An em dash
CTRL+MINUS SIGN
An en dash
CTRL+HYPHEN
An optional hyphen
CTRL+SHFT+HYPHEN
A nonbreaking hyphen
CTRL+SHFT+SPACEBAR
A nonbreaking space
ALT+CTRL+C
The copyright symbol
ALT+CTRL+R
The registered trademark symbol
ALT+CTRL+T
The trademark symbol
ALT+CTRL+PERIOD
An ellipsis
CTRL+`, `
A single opening quotation mark
CTRL+', '
A single closing quotation mark
CTRL+`, SHFT+'
Double opening quotation marks
CTRL+', SHFT+'
Double closing quotation marks
58
Extend a Selection
F8
Turn extend mode on.
F8, and then press LEFT ARROW or RIGHT ARROW
Select the nearest character.
F8 (press once to select a word, twice to select a
Increase the size of a selection.
sentence, and so on)

SHFT+F8
Reduce the size of a selection.
ESC
Turn extend mode off.
SHFT+RIGHT ARROW
One character to the right
SHFT+LEFT ARROW
One character to the left
CTRL+SHFT+RIGHT ARROW
To the end of a word
CTRL+SHFT+LEFT ARROW
To the beginning of a word
SHFT+END
To the end of a line
SHFT+HOME
To the beginning of a line
SHFT+DOWN ARROW
One line down
SHFT+UP ARROW
One line up
CTRL+SHFT+DOWN ARROW
To the end of a paragraph
CTRL+SHFT+UP ARROW
To the beginning of a paragraph
SHFT+PAGE DOWN
One screen down
SHFT+PAGE UP
One screen up
CTRL+SHFT+HOME
To the beginning of a document
CTRL+SHFT+END
To the end of a document
ALT+CTRL+SHFT+PAGE DOWN
To the end of a window
CTRL+A
To include the entire document
CTRL+SHFT+F8, and then use the arrow keys;
A vertical block of text
press ESC to cancel selection mode

F8+arrow keys; press ESC to cancel selection mode
To a specific location in a document

59
Select Text and Graphics in a Table

TAB
Select the next cell's contents.
SHFT+TAB
Select the preceding cell's contents.
Hold down SHFT and press an arrow key repeatedly
Extend a selection to adjacent cells.
Click in the column's top or bottom cell. Hold down SHFT and
Select a column.
press the UP ARROW or DOWN ARROW key repeatedly

CTRL+SHFT+F8, and then use the arrow keys; press ESC to
Extend a selection (or block).
cancel selection mode

SHFT+F8
Remove the selection.
ALT+5 on the numeric keypad (with NUM LOCK off)
Select an entire table.
Moving Around in a Table

TAB
Next cell in a row
SHFT+TAB
Previous cell in a row
ALT+HOME
First cell in a row
ALT+END
Last cell in a row
ALT+PAGE UP
First cell in a column
ALT+PAGE DOWN
Last cell in a column
UP ARROW
Previous row
DOWN ARROW
Next row
60
Move the Insertion Point

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

CTRL+SHFT+F
Change the font.
CTRL+SHFT+P
Change the font size.
CTRL+SHFT+>
Increase the font size.
CTRL+SHFT+<
Decrease the font size.
CTRL+]
Increase the font size by 1 point.
CTRL+[
Decrease the font size by 1 point.
Apply Character formats

CTRL+D
Change the formatting of characters (Font command, Format menu).
SHFT+F3
Change the case of letters.
CTRL+SHFT+A
Format letters as all capitals.
CTRL+B
Apply bold formatting.
CTRL+U
Apply an underline.
CTRL+SHFT+W
Underline words but not spaces.
CTRL+SHFT+D
Double-underline text.
CTRL+SHFT+H
Apply hidden text formatting.
CTRL+I
Apply italic formatting.
CTRL+SHFT+K
Format letters as small capitals.
CTRL+EQUAL SIGN
Apply subscript formatting (automatic spacing).
CTRL+SHFT+PLUS
Apply superscript formatting (automatic spacing).
SIGN
CTRL+SPACEBAR
Remove manual character formatting.
CTRL+SHFT+Q
Change the selection to the Symbol font.
62
Set Line Spacing

CTRL+1
Single-space lines
CTRL+2
Double-space lines
CTRL+5
Set 1.5-line spacing
CTRL+0 (zero)
Add or remove one line space preceding a paragraph
Align Paragraphs
CTRL+E
Centre a paragraph.
CTRL+J
Justify a paragraph.
CTRL+L
Left align a paragraph.
CTRL+R
Right align a paragraph.
CTRL+M
Indent a paragraph from the left.
CTRL+SHFT+M
Remove a paragraph indent from the left.
CTRL+T
Create a hanging indent.
CTRL+SHFT+T
Reduce a hanging indent.
CTRL+Q
Remove paragraph formatting.
Apply Paragraph Style

CTRL+SHFT+S
Apply a style.
ALT+CTRL+K
Start AutoFormat.
CTRL+SHFT+N
Apply the Normal style.
63
Performing a Mail Merge

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

ALT+SHFT+D
Insert a DATE field (field: A set of codes that instructs Microsoft Word to insert text, graphics, page numbers, and other
material into a document automatically. For example, the DATE field inserts the current date.).
ALT+CTRL+L
Insert a LISTNUM field.
ALT+SHFT+P
Insert a PAGE field.
ALT+SHFT+T
Insert a TIME field.
CTRL+F9
Insert an empty field.
CTRL+SHFT+F7
Update linked information in a Microsoft Word source document.
F9
Update selected fields.
CTRL+SHFT+F9
Unlink a field.
SHFT+F9
Switch between a selected field code (field code: Placeholder text that shows where specified information from your data
source will appear; the elements in a field that generate a field's result. The field code includes the field characters, field
type, and instructions.) and its result (field results: Text or graphics inserted in a document when Microsoft Word carries
out a field's instructions. When you print the document or hide field codes, the field results replace the field codes.).
ALT+F9
Switch between all field codes and their results.
ALT+SHFT+F9
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results.
F11
Go to the next field.
SHFT+F11
Go to the previous field.
CTRL+F11
Lock a field.
CTRL+SHFT+F11
Unlock a field.
65
Function keys
F1
Get Help or visit Microsoft Office Online.
F2
Move text or graphics.
F3
Insert an AutoText (AutoText: A storage location for text or graphics you want to use again, 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.) entry (after Microsoft Word displays the entry).
F4
Repeat the last action.
F5
Choose the Go To command (Edit menu).
F6
Go to the next pane or frame.
F7
Choose the Spelling command (Tools menu).
F8
Extend a selection.
F9
Update selected fields.
F10
Activate the menu bar.
F11
F12
Choose the Save As command (File menu).
66
SHIFT + Function key

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

CTRL+ALT+F1
Display Microsoft System Information.
CTRL+ALT+F2
Open command (File menu).
67
CTRL + Function key

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

CTRL+SHFT+F3
Insert the contents of the Spike.
CTRL+SHFT+F5
Edit a bookmark.
CTRL+SHFT+F6
Go to the previous window.
CTRL+SHFT+F7
Update linked information in a Microsoft Word source document.
CTRL+SHFT+F8
Extend a selection or block (then press an arrow key).
CTRL+SHFT+F9
Unlink a field.
CTRL+SHFT+F11
Unlock a field.
CTRL+SHFT+F12
Choose the Print command (File menu).
68
ALT Function key

ALT+F1
ALT+F3
Create an AutoText (AutoText: A storage location for text or graphics you want to use again, 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.) entry.
ALT+F4
Quit Microsoft Word.
ALT+F5
Restore the program window size.
ALT+F6
Move from an open dialog box back to the document for dialog boxes such as Find and Replace that support this behaviour.
ALT+F7
Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Tools menu,
Options dialog box, Spelling & Grammar tab).
ALT+F8
Run a macro.
ALT+F9
Switch between all field codes and their results.
ALT+F10
Maximize the program window.
ALT+F11
Display Microsoft Visual Basic code.
ALT + SHIFT + Function key

ALT+SHFT+F1
ALT+SHFT+F2
Choose the Save command (File menu).
ALT+SHFT+F9
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results.
ALT+SHFT+F10
Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and
display its menu or message.
ALT+SHFT+F11
Start the Microsoft Script Editor.
69
Keyboard Shortcuts for Powerpoint

Move between Panes
F6
Move clockwise among panes of normal view in Microsoft Powerpoint
SHFT+F6
Move counter clockwise among panes of normal view
CTRL+SHFT+TAB
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, such as when
you press ENTER. Each item in a bulleted or numbered list is a paragraph; a title or subtitle is also a paragraph.)
ALT SHFT RIGHT ARROW
Demote a paragraph in Microsoft Powerpoint
ALT+SHFT+UP ARROW
Move selected paragraphs up
ALT+SHFT+DOWN ARROW
Move selected paragraphs down
ALT+SHFT+1
Show heading level 1
ALT+SHFT+PLUS SIGN
Expand text below a heading
ALT SHFT MINUS SIGN
Collapse text below a heading in Microsoft Powerpoint
ALT+SHFT+A
Show all or collapse all text or headings
Show or hide a grid or guides

SHFT+F9
Show or hide the grid (grid: A set of intersecting lines used to align objects.)
ALT+F9
Show or hide guides (guides: Nonprinting straight lines, both horizontal and vertical, used to visually align objects.)
CTRL G
Change grid or guide settings in Microsoft Powerpoint
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Select text and objects

SHFT+RIGHT ARROW
SHFT+LEFT ARROW
CTRL SHFT RIGHT ARROW
To the end of a word in Microsoft Powerpoint
CTRL+SHFT+LEFT ARROW
To the beginning of a word
SHFT+UP ARROW
One line up
SHFT+DOWN ARROW
One line down
ESC
An object (with text selected inside the object)
TAB or SHFT+TAB until the object you want is selected
An object (with an object selected)
ENTER
Text within an object (with an object selected)
CTRL A (on the Slides tab)
All objects in Microsoft Powerpoint slides tab
CTRL A (in slide sorter view)
All slides in Microsoft Powerpoint
CTRL+A (on the Outline tab)
All text
Delete and copy text and objects

BACKSPACE
Delete one character to the left
CTRL+BACKSPACE
Delete one word to the left
DELETE
Delete one character to the right in Microsoft Powerpoint
CTRL+DELETE
Delete one word to the right
CTRL+X
Cut selected object
CTRL+C
Copy selected object
CTRL V
Paste cut or copied object in Microsoft Powerpoint
CTRL+Z
Undo the last action
71
Move around in text

LEFT ARROW
RIGHT ARROW
One character to the right in Microsoft Powerpoint
UP ARROW
One line up
DOWN ARROW
One line down
CTRL+LEFT ARROW
One word to the left
CTRL+RIGHT ARROW
One word to the right
END
HOME
To the beginning of a line in Microsoft Powerpoint
CTRL+UP ARROW
Up one paragraph
CTRL+DOWN ARROW
Down one paragraph
CTRL+END
To the end of a text box (text box: A movable, resizable container for text or graphics. Use text boxes to position
several blocks of text on a page or to give text a different orientation from other text in the document.)
CTRL+HOME
To the beginning of a text box
CTRL+ENTER
To the next title or body text placeholder (placeholders: Boxes with dotted or hatch-marked borders that are part of
most slide layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.). If it is the last
placeholder on a slide, this will insert a new slide with the same slide layout as the original slide.
SHFT F4
To repeat the last Find action in Microsoft Powerpoint
72
Move around in and work on tables

TAB
Move to the next cell
SHFT+TAB
Move to the preceding cell
DOWN ARROW
Move to the next row
UP ARROW
Move to the preceding row
CTRL TAB
Insert a tab in a cell in Microsoft Powerpoint
ENTER
Start a new paragraph (paragraph: Text that has a carriage return (hard return) at the end of it, such as when you
press ENTER. Each item in a bulleted or numbered list is a paragraph; a title or subtitle is also a paragraph.)
TAB at the end of the
Add a new row at the bottom of the table in Microsoft Powerpoint
last row
Format and align characters and paragraphs

CTRL+SHFT+F
Change the font
CTRL SHFT P
Change the font size in Microsoft Powerpoint
CTRL+SHFT+>
Increase the font size
CTRL SHFT <
Decrease the font size in Microsoft Powerpoint
Copy text formats

CTRL SHFT C
Copy formats in Microsoft Powerpoint
CTRL+SHFT+V
Paste formats
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Apply character formats

CTRL+T
Change the formatting of characters (Font command, Format menu) between sentence, lowercase, or uppercase
SHFT+F3
Change the case of letters
CTRL B
Apply bold formatting in Microsoft Powerpoint
CTRL+U
Apply an underline
CTRL I
Apply italic formatting in Microsoft Powerpoint
CTRL+EQUAL SIGN
Apply subscript formatting (automatic spacing)
CTRL+SHFT+PLUS SIGN
Apply superscript formatting (automatic spacing)
CTRL+SPACEBAR
Remove manual character formatting, such as subscript and superscript
Align paragraphs
CTRL+E
Centre a paragraph (paragraph: Text that has a carriage return (hard return) at the end of it, such as when you press
ENTER. Each item in a bulleted or numbered list is a paragraph; a title or subtitle is also a paragraph.)
CTRL+J
Justify a paragraph
CTRL L
Left align a paragraph in Microsoft Powerpoint
CTRL+R
Right align a paragraph
Apply superscript and subscript formatting

CTRL EQUAL SIGN
Apply subscript formatting (automatic spacing) in Microsoft Powerpoint
CTRL+SHFT+PLUS SIGN
Apply superscript formatting (automatic spacing)
74
Run a slide show presentation

N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or
Perform the next animation or advance to the next slide
the SPACEBAR (or click the mouse)

P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE
Perform the previous animation or return to the previous slide in Microsoft

Powerpoint
number+ENTER
Go to slide number
B or FULL STOP
Display a black screen, or return to the slide show from a black screen in
Microsoft Powerpoint
W or COMMA
Display a white screen, or return to the slide show from a white screen
S or PLUS SIGN
Stop or restart a Microsoft Powerpoint automatic slide show
ESC, CTRL+BREAK, or HYPHEN
End a slide show
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
1+ENTER (or press both mouse buttons for 2 seconds)
Return to the first slide in Microsoft Powerpoint
CTRL+P
Redisplay hidden pointer and/or change the pointer to a pen
CTRL+A
Redisplay hidden pointer and/or change the pointer to an arrow
CTRL+H
Hide the pointer and navigation button immediately
CTRL+U
Hide the pointer and navigation button in 15 seconds
SHFT+F10 (or right-click)
Display the shortcut menu (shortcut menu: A menu that shows a list of
commands relevant to a particular item. To display a shortcut menu, rightclick an item or press SHFT+F10.)
75
TAB
Go to the first or next hyperlink (hyperlink: Coloured and underlined text or

a graphic that you click to go to a file, a location in a file, a Web page on the
World Wide Web, or a Web page on an intranet. Hyperlinks can also go to
newsgroups and to Gopher, Telnet, and FTP sites.) on a slide
SHFT TAB
Go to the last or previous hyperlink on a slide in Microsoft Powerpoint
ENTER while a hyperlink is selected
Perform the mouse click behaviour of the selected hyperlink
SHFT+ENTER while a hyperlink is selected
Perform the mouse over behaviour of the selected hyperlink
Browse hyperlinks in a slide show presentation

TAB
Go to the first or next hyperlink per slide
SHFT+TAB
Go to the last or previous hyperlink per slide
ENTER while a hyperlink is selected
Perform the mouse click behaviour of the selected hyperlink in Microsoft Powerpoint
SHFT+ENTER while a hyperlink is selected
Perform the mouse over behaviour of the selected hyperlink
Browse Web presentations

TAB
Move forward through the hyperlinks in a Web presentation, the Address bar, and the Links bar
SHFT+TAB
Move back through the hyperlinks in a Web presentation, the Address bar, and the Links bar
ENTER
Perform the mouse click behaviour of the selected hyperlink
SPACEBAR
Go to the next slide in Microsoft Powerpoint
BACKSPACE
Go to the previous slide
76
Send a presentation in an e-mail

ALT+S
Send the current presentation as an e-mail message
CTRL SHFT B
Open the Address Book when in Microsoft Powerpoint
ALT+K
Check the names on the To, Cc, and Bcc lines against the Address Book
TAB
Select the next box in the e-mail header or the body of the message when the last box in the e-mail header is active
SHFT+TAB
Select the previous field or button in the e-mail header

ALT+TAB
Switch to the next window
ALT+SHFT+TAB
Switch to the previous window
CTRL+W or CTRL+F4
Close the active window
CTRL+F5
Restore the size of the active window after you've maximized it
F6
Move to a task pane (task pane: A window within an Office application that provides commonly used commands. Its
location and small size allow you to use these commands while still working on your files.) from another pane in the
program window (clockwise direction). You may need to press F6 more than once. Note If pressing F6 doesn't
display the task pane you want, try pressing ALT to place focus on the menu bar, and then pressing CTRL+TAB to
move to the task pane.
SHFT+F6
Move to a pane from another pane in the program window (counterclockwise direction)
CTRL+F6
When more than one window is open, switch to the next window
CTRL+SHFT+F6
Switch to the previous window
CTRL+F7
When a document window is not maximized, performs the Move command (on the Control menu for the window).
Use the arrow keys to move the window, and, when finished, press ESC.
CTRL+F8
When a document window is not maximized, performs the Size command (on the Control menu for the window).
Use the arrow keys to resize the window, and, when finished, press ESC.
CTRL+F9
Minimize a window to an icon (works only for some Microsoft Office programs)
77
CTRL+F10
Maximize or restore a selected window
PRINT SCREEN
Copy a picture of the screen to the Clipboard
ALT+PRINT SCREEN
Copy a picture of the selected window to the Clipboard
78
Keyboard Shortcuts for Publisher

Edit or Format Text
F3 or CTRL+F or
Display the Find and Replace task pane, with the Find option selected under
SHFT+F4
Find or Replace. These keyboard shortcuts might not work if another task
pane is already open.
CTRL+H
Display the Find and Replace task pane, with the Replace option selected
under Find or Replace. These keyboard shortcuts might not work if another
task pane is already open.
F7
Check spelling.
SHFT+F7
Display the Research task pane to find synonyms.
CTRL+A
If there is an insertion point in a text box, this keyboard shortcut selects all
text in the current story (story: Text that's contained within a single text box
or a chain of linked text boxes.). If there is no insertion point in any text
box, it selects all the objects on a page.
CTRL+B
Make text bold.
CTRL+I
Italicize text.
CTRL+U
Underline text.
CTRL+SHFT+K
Make text small capital letters, or return small capital letters to upper and
lower case. This keyboard shortcut is not available in Web view.
CTRL+SHFT+S
Select the Style box on the Formatting toolbar.
CTRL+SHFT+F
Select the Font box on the Formatting toolbar.
CTRL+SHFT+P
Select the Font Size box on the Formatting toolbar.
CTRL+SHFT+C
Copy formatting.
CTRL+SHFT+V
Paste formatting.
CTRL+SHFT+Y
Turn Special Characters on or off.
CTRL+SPACEBAR
Return character formatting to the current text style.
CTRL+=
Apply or remove subscript formatting.
CTRL+SHFT+=
Apply or remove superscript formatting.
CTRL+SHFT+]
Increase space between letters in a word (kerning).
CTRL+SHFT+[
Decrease space between letters in a word (kerning).
CTRL+]
Increase font size by 1.0 point.
CTRL+[
Decrease font size by 1.0 point.
CTRL+SHFT+>
Increase to the next size in the Font Size box.
CTRL+SHFT+<
Decrease to the next size in the Font Size box.
CTRL+E
Set center alignment for a paragraph.
CTRL+L
Set left-alignment for a paragraph.
CTRL+R
Set right-alignment for a paragraph.
CTRL+J
Set justified alignment for a paragraph.

79
CTRL+SHFT+D
Set distributed alignment for a paragraph. This keyboard shortcut is only

available if support for Japanese, Simplified Chinese, Traditional Chinese, or
Korean is enabled through Microsoft Office Language Settings.
CTRL+SHFT+J
Set newspaper alignment for a paragraph (East Asian languages only).
CTRL+SHFT+H
Display the Hyphenation dialog box. This keyboard shortcut is not available
in Web view.
ALT+SHFT+T
Insert the current time.
ALT+SHFT+D
Insert the current date.
ALT+SHFT+P
Insert the current page number.
CTRL+SHFT+I
Display the Mail and Catalog Merge task pane open to step 3 of the mail
merge procedure, if you have previously specified a data source.
CTRL+SHFT+0
Insert a zero-width non-breaking space.
(zero)
CTRL+1
Set the current paragraph to single spacing.
CTRL+2
Set the current paragraph to double spacing.
CTRL+5
Set the current paragraph to 1.5 line spacing.
Copy text formats

CTRL+SHFT+C
Copy formatting from text.
CTRL+SHFT+V
Apply copied formatting to text.
Copy, cut, paste or delete text or objects

CTRL+C or CTRL+INSERT
Copy the selected text or object.
CTRL+X or SHFT+DELETE
Cut the selected text or object.
CTRL+V or SHFT+INSERT
Paste text or an object.
CTRL+SHFT+X
Delete selected object.
Undo or redo an action

CTRL+Z or
ALT+BACKSPACE
CTRL+Y or F4
Redo the last action.
ESC
If text is selected, deselects the text, but the object that contains the text
remains selected. If an object is selected, deselects the object. If an object
within a group is selected, deselects the object but the group remains
selected. If text within a grouped object is selected, selects the object
within the group. If the Preview Gallery is open, closes the Preview Gallery.
80
Nudge an object
Arrow keys
Nudge a selected object up, down, left, or right.
ALT+Arrow keys
If the selected object has an insertion point in its text, nudges the selected object up, down, left, or right.
Zoom
F9
Switch between the current view and the actual size.
CTRL+SHFT+L
Zoom to full page view.
Layer objects
ALT+F6
Bring object to front.
Snap objects
CTRL+SHFT+W
Turn Snap to Guides on or off.
Select or group objects

CTRL+A
Select all objects on the page.
CTRL+SHFT+G
Group selected objects, or ungroup grouped objects.
Make an object transparent

CTRL+T
Switch between making an object transparent or opaque (with a white fill).
81
Show or hide boundaries or guides

CTRL+SHFT+O
Turn Boundaries and Guides on or off.
CTRL+F7
Turn Horizontal Baseline Guides on or off. This keyboard shortcut is not available in Web view.
CTRL+SHFT+F7
Turn Vertical Baseline Guides on or off. This keyboard shortcut is not available in Web view.
Insert an object
CTRL+ENTER
Insert an object of the type selected on the Objects Toolbar or Insert menu.
Select or insert pages

F5 or CTRL+G
Display the Go To Page dialog box.
CTRL+SHFT+N
Insert a page after the selected page.
CTRL+SHFT+U
Insert duplicate page after the selected page.
Move between pages

F5 or CTRL+G
CTRL+PAGE
Go to the next page.
DOWN
CTRL+PAGE UP
Go to the previous page.
CTRL+M
Switch between the current page and the master page.
Use the master page

CTRL+M
Switch between the current page and the master page

82
Creating, opening, closing, or saving a publication

CTRL+N
Create a new blank publication.
CTRL+O
Open a publication.
CTRL+F4 or
Close the current publication.
CTRL+W
CTRL+S
Save the current publication.
Use Print Preview

F9
Switch between the current view and the actual

size.
Scroll up or down.
Scroll left or right .
PAGE UP or CTRL+UP ARROW
Scroll up in large increments.
PAGE DOWN or CTRL+DOWN ARROW
Scroll down in large increments.
CTRL+LEFT ARROW
Scroll left in large increments.
CTRL+RIGHT ARROW
Scroll right in large increments.
HOME
Scroll to the upper left corner of the page.
END
Scroll to the lower right corner of the page.
F5 or CTRL+G
CTRL+PAGE UP
Go to the previous page.
CTRL+PAGE DOWN
Go to the next page.
CTRL+F6
Go to the next window.
ALT+F8
Display the Macros dialog box.
ALT+F11
Display the Visual Basic editor.
CTRL+P
Print the current publication.
ESC
Exit Print Preview.
CTRL+P
Print current publication.
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, a location in a file, a Web page on the World Wide
Web, or a Web page on an intranet. Hyperlinks can also go to newsgroups
and to Gopher, Telnet, and FTP sites.) at the insertion point in a text box.
CTRL+SHFT+B
Preview Web page.
83
Sending e-mail
ALT+S
Send the current page or publication.
CTRL+SHFT+B
When the insertion point is in the message header, open the Address Book.
ALT+K or CTRL+K
When the insertion point is anyplace in the message header, check the names on the To, Cc, and Bcc lines against the
Address Book.
ALT+. (period)
When the insertion point is anyplace in the message header, open the Address Book in the To field.
ALT+C
When the insertion point is anyplace in the message header, open the Address Book in the Cc field.
ALT+B
If the Bcc field is visible, open the Address Book in the Bcc field. To display the Bcc field, open the Address Book for any
field and insert or type a name in the Bcc box.
ALT+J
Go to the Subject field.
ALT+P
Open the Microsoft Outlook Message Options dialog box.
CTRL+SHFT+G
Create a message flag.
TAB
When the insertion point is in the message header, select the next box in the message header.
SHFT+TAB
Select the previous field or button in the message header.
CTRL+TAB
If the insertion point is in an object that contains text, and you then choose the Send This Page as Message or Send
Publication as Attachment command (File menu, Send E-mail command), the insertion point moves to the To field in the
message header. You can then press CTRL+TAB to select the Send button in the message header toolbar, and use the
arrow keys to move to the other buttons. To perform the action for the selected button or command, press ENTER.
84

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

Opening Databases
CTRL+N
To open a new database
CTRL O
To open an existing database in Microsoft Access
ALT+F4
To quit Microsoft Access
Printing and Saving

CTRL+P
To print the current or selected object
P or CTRL+P
To open the Print dialog box
To open the Page Setup dialog box
C or ESC
To cancel Print Preview or Layout Preview in Microsoft Access
CTRL+S or SHFT+F12 or ALT+SHFT+F2
To save a database object
F12 or ALT+F2
To open the Save As dialog box
Finding and Replacing Text or Data

CTRL F
To open the Find tab in the Find and Replace dialog box in Microsoft Access (Datasheet view and Form view only)
CTRL+H
To open the Replace tab in the Find and Replace dialog box (Datasheet view and Form view only)
SHFT+F4
To find the next occurrence of the text specified in the Find and Replace dialog box when the dialog box is closed
(Datasheet view and Form view only)
86
Using a Combo Box or List Box

F4 or ALT+DOWN
To open a combo box
ARROW
F9
To refresh the contents of a Lookup field (Lookup field: A field, 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.) list box or combo box
DOWN ARROW
To move down one line
PAGE DOWN
To move down one page
UP ARROW
To move up one line
PAGE UP
To move up one page
TAB
To exit the combo box or list 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, you can move
between fields by using the arrow keys.)
F4
To switch to the property sheet (Design view in forms and reports in databases and Access projects)
F5
To switch to Form view from form Design view in Microsoft Access
F6
To switch between the upper and lower portions of a window (Design view of tables, macros, and queries and the Advanced
Filter/Sort window only)
F7
To switch to the Code Builder from form or report Design view (Design view window or property sheet)
SHFT+F7
To switch from the Visual Basic Editor to form or report Design view
ALT V P
To open property sheet for a selected object in Microsoft Access
87
Editing controls in form and report Design view

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

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

F2
To rename a selected object in Microsoft Access
DOWN ARROW
To move down one line
PAGE DOWN
To move down one window
END
To move to the last object
UP ARROW
To move up one line
PAGE UP
To move up one window
HOME
To move to the first object
Database window - Navigating and opening objects

CTRL+TAB
To cycle through the Objects bar top to bottom
SHFT+CTRL+TAB
To cycle through the Objects bar bottom to top
ENTER or ALT O
To open the selected table or query in Datasheet view, or form in Form view in Microsoft Access
ENTER
To open the selected report in Print Preview
ENTER
To open the selected data access page in Page view
ENTER
To run the selected macro in Microsoft Access
CTRL+ENTER or ALT+D
To open the selected table, query, form, report, data access page, macro, or module in Design view
ALT+N
To create a new table, query, form, report, data access page, macro, or module
F5
To refresh the Database window in Microsoft Access
CTRL+G
To display the Immediate window in the Visual Basic Editor
90
Work with menus

SHFT+F10
To show the shortcut menu
F10
To make the menu bar active in Microsoft Access
ALT+SPACEBAR
To show the program icon menu (on the program title bar)
With the menu or submenu is visible, to select the next or previous command
To select the menu to the left or right; or, when a submenu is visible, to switch between the main menu
and the submenu
HOME or END
To select the first or last command on the menu or submenu
ALT
To close the visible menu and submenu at the same time
ESC
To close the visible menu; or, with a submenu visible, to close the submenu only
Work with toolbars

CTRL TAB or CTRL SHFT TAB
To select the next or previous toolbar in Microsoft Access
TAB or SHFT+TAB
When a toolbar is active, to select the next or previous button or menu on the toolbar
ENTER
When a menu on a toolbar is selected, to open the menu
ENTER
When a button is selected, to perform the action assigned to a button
91
Using a program window

LT+TAB
To switch to the next program
ALT+SHFT+TAB
To switch to the previous program
CTRL+ESC
To show the Windows Start menu
CTRL W
To close the active database window in Microsoft Access
CTRL+F6
To switch to the next database window
CTRL SHFT F6
To switch to the previous database window in Microsoft Access
ENTER
To restore the selected minimized window when all windows are minimized

ALT F D A
Send the active Microsoft Access database object as an e-mail message
CTRL+SHFT+B
Open the Address Book
ALT+K
Check the names in the To, Cc, and Bcc boxes against the Address Book
TAB
Select the next box in the e-mail header or the body of the message when the last box in the e-mail header is active
SHFT+TAB
Select the previous field or button in the e-mail header
Selecting a field or record

TAB
To select the next field
F2
To switch between Edit mode (with insertion point displayed) and Navigation mode (Navigation mode:
The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In
Navigation mode, you can move between fields by using the arrow keys.)
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, if the current record is selected

92
SHFT+DOWN ARROW
To extend selection to the next record, if the current record is selected
CTRL A or CTRL SHFT SPACEBAR
To select all records in Microsoft Access
Extending a selection
F8
To turn on Extend mode (EXT appears in the lower-right corner of the window); pressing F8 repeatedly
extends the selection to the word, the field, the record (in Datasheet view only), and all records
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
SHFT+F8
To undo the previous extension
ESC
To cancel Extend mode
Selecting and moving a column in Datasheet view

CTRL+SPACEBAR
To select the current column or cancel the column selection, in Navigation mode (Navigation mode: The mode in Microsoft
Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between
fields by using the arrow keys.) only
SHFT+RIGHT
To select the column to the right, if the current column is selected
ARROW
SHFT LEFT
To select the column to the left, if the current column is selected in Microsoft Access
ARROW
CTRL+SHFT+F8
To turn on Move mode (Move mode: The mode in which you can move column(s) in Datasheet view by using the left and
right arrow keys.); then press the RIGHT ARROW or LEFT ARROW key to move selected column(s) to the right or left
93
Moving the insertion point in a field

RIGHT ARROW
To move it one character to the right
CTRL+RIGHT ARROW
To move it one word to the right
LEFT ARROW
To move it one character to the left
CTRL+LEFT ARROW
To move it one word to the left
END
To move it to the end of the field, in single-line fields
CTRL+END
To move it to the end of the field, in multiple-line fields
HOME
To move it to the beginning of the field, in single-line fields
CTRL HOME
To move it to the beginning of the field, in multiple-line fields in Microsoft Access
Copying, moving, or deleting text

CTRL+C
To copy the selection to the Clipboard
CTRL+X
To cut the selection and copy it to the Clipboard
CTRL V
To paste the contents of the Clipboard at the insertion point in Microsoft Access
BACKSPACE
To delete the selection or the character to the left of the insertion point
DELETE
To delete the selection or the character to the right of the insertion point
CTRL+DELETE
To delete all characters to the right of the insertion point
Undoing Changes
CTRL Z or ALT
To undo typing in Microsoft Access
BACKSPACE
ESC
To undo changes in the current field or current record; if both have been changed, press ESC twice to undo changes, first
in the current field and then in the current record
94
Entering data in Datasheet or Form view

CTRL+SEMICOLON (;)
To insert the current date
CTRL+SHFT+COLON (:)
To insert the current time
CTRL ALT SPACEBAR
To insert the default value for a field in Microsoft Access
CTRL+APOSTROPHE (')
To insert the value from the same field in the previous record
CTRL+PLUS SIGN (+)
To add a new record
CTRL MINUS SIGN (-)
To delete the current record in Microsoft Access
SHFT+ENTER
To save changes to the current record
SPACEBAR
To switch between the values in a check box or option button
CTRL+ENTER
To insert a new line
Refreshing fields with current data

F9
To recalculate the fields in the window in Microsoft Access
SHFT+F9
To requery (requery: To rerun a query underlying the active form or datasheet in order to reflect changes to the records,
display newly added records, and eliminate deleted records.) the underlying tables; in a subform, this requeries the
underlying table for the subform only
F9
Refresh the contents of a Lookup field (Lookup field: A field, 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.) list box or combo box
95
Navigate in Design view

F5
To move to the record number box; then type the record number and press ENTER
F2
To switch between Edit mode (with insertion point displayed) and Navigation mode
F5
To switch to Form view from form Design view in Microsoft Access
F6
To switch between the upper and lower portions of a window (Design view of the Advanced Filter/Sort window only)
F7
To switch to the Code Builder from form or report Design view (Design view window or property sheet)
F8
Invokes the field list in a form, report , or data access page. If field list is already open, moves focus to field list
SHFT+F7
To switch from the Visual Basic Editor to form or report Design view
SHFT+F7
To switch from a control's property sheet in form or report Design view to the design surface without changing the
control focus
ALT ENTER
To display a property sheet in Design view in Microsoft Access
ENTER or ALT+O
To open the selected form in Form view
CTRL+ENTER or
To open the selected table, query, form, report, data access page, macro, or module in Design view
ALT+D
CTRL+TAB
With focus set to a section, will move the focus to a subsection
SHFT ENTER
To add a control to a section in Microsoft Access
CTRL+C
To copy the selected control to the Clipboard
CTRL+X
To cut the selected control and copy it to the Clipboard
CTRL+V
To paste the contents of the Clipboard in the upper-left corner of the selected section
RIGHT ARROW
To move the selected control to the right by a pixel along the page's grid
LEFT ARROW
To move the selected control to the left by a pixel along the page's grid
UP ARROW
To move the selected control up by a pixel along the page's grid
DOWN ARROW
To move the selected control down by a pixel along the page's grid
CTRL+RIGHT ARROW
To move the selected control to the right by a pixel (irrespective of the page's grid)
CTRL+LEFT ARROW
To move the selected control to the left by a pixel (irrespective of the page's grid)
96
CTRL+UP ARROW
To move the selected control up by a pixel (irrespective of the page's grid)
CTRL DOWN ARROW
To move the selected Microsoft Access control down by a pixel (irrespective of the page's grid)
SHFT+RIGHT ARROW
To increase the width of the selected control (to the right) by a pixel
SHFT+LEFT ARROW
To decrease the width of the selected control (to the left) by a pixel
SHFT UP ARROW
To decrease the height of the selected Microsoft Access control (from the bottom) by a pixel
SHFT+DOWN ARROW
To increase the height of the selected control (from the bottom) by a pixel
SHFT+TAB
To move the focus from the page design surface to the address/subject dialog box when sending a page as an e-mail
ESC
To move the focus from the Field List or Data Outline back to the data access page design surface
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 (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.)
SHFT+TAB, or LEFT ARROW
To move to the previous field
HOME
To move to the first field in the current record, in Navigation mode
DOWN ARROW
To move to the current field in the next record
CTRL+DOWN ARROW
To move to the current field in the last record, in Navigation mode
CTRL+END
To move to the last field in the last record, in Navigation mode
UP ARROW
To move to the current field in the previous record in Microsoft Access
CTRL+UP ARROW
To move to the current field in the first record, in Navigation mode
CTRL+HOME
To move to the first field in the first record, in Navigation mode
97
Navigating to another screen of data

PAGE DOWN
To go down one screen
PAGE UP
To go up one screen in Microsoft Access
CTRL+PAGE
To go right one screen
DOWN
CTRL+PAGE UP
To go left one screen
F5
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. To move to a specific record, you can type the
record number in the box, and press ENTER.); then type the record number and press ENTER
Expanding and collapsing subdatasheet

CTRL+SHFT+DOWN ARROW
From the datasheet to expand the record's subdatasheet
CTRL SHFT UP ARROW
To collapse the subdatasheet in Microsoft Access
Navigating between the datasheet and subdatasheet

TAB
To enter the subdatasheet from the last field of the previous record in the datasheet
SHFT TAB
To enter the subdatasheet from the first field of the following record in the datasheet in Microsoft Access
CTRL+TAB
To exit the subdatasheet and move to the first field of the next record in the datasheet
CTRL+SHFT+TAB
To exit the subdatasheet and move to the last field of the previous record in the datasheet
TAB
From the last field in the subdatasheet to enter the next field in the datasheet
DOWN ARROW
From the datasheet to bypass the subdatasheet and move to the next record in the datasheet in Microsoft Access
UP ARROW
From the datasheet to bypass the subdatasheet and move to the previous record in the datasheet
98
Form view - navigating between fields and records

TAB
To move to the next field
SHFT TAB
To move to the previous field in Microsoft Access
END
To move to the last field in the current record, in Navigation mode (Navigation mode: The mode in Microsoft Access
in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between
fields by using the arrow keys.)
CTRL+END
To move to the last field in the last record, in Navigation mode
HOME
To move to the first field in the current record, in Navigation mode
CTRL+HOME
To move to the first field in the first record, in Navigation mode
CTRL PAGE DOWN
To move to the current field in the next record in Microsoft Access
CTRL+PAGE UP
To move to the current field in the previous record
Form view - navigating in forms with more than one page

PAGE DOWN
To go down one page; at the end of the record, moves to the equivalent page on the next record
PAGE UP
To go up one page; at the end of the record, moves to the equivalent page on the previous record in Microsoft Access
Print/Layout preview - dialog box and window operations

P or CTRL P
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
C or ESC
To cancel Print Preview or Layout Preview in Microsoft Access
99
Print/Layout preview - Viewing different pages

F5
To move to the page number box; then type the page number and press ENTER
PAGE DOWN or DOWN ARROW
To view the next page (when Fit To Window is selected)
PAGE UP or UP ARROW
To view the previous page (when Fit To Window is selected) in Microsoft Access print preview
DOWN ARROW
To scroll down in small increments
PAGE DOWN
To scroll down one full screen
CTRL+DOWN ARROW
To move to the bottom of the page
UP ARROW
To scroll up in small increments
PAGE UP
To scroll up one full screen
CTRL+UP ARROW
To move to the top of the page
RIGHT ARROW
To scroll to the right in small increments
END or CTRL+RIGHT ARROW
To move to the right edge of the page
CTRL+END
To move to the lower-right corner of the page
LEFT ARROW
To scroll to the left in small increments
HOME or CTRL+LEFT ARROW
To move to the left edge of the page
CTRL+HOME
To move to the upper-left corner of the page
Query designer - diagram Pane

F6,SHFT F6
Move among the Query Designer panes in Microsoft Access
TAB, or SHFT+TAB
Move among tables, views, and functions, (and to join lines, if available)
Arrow keys
Move between columns in a table, view, or function
SPACEBAR or PLUS key
Choose the selected data column for output in Microsoft Access
SPACEBAR or MINUS key
Remove the selected data column from the query output
DELETE
Remove the selected table, view, or function, or join line from the query
100
Query designer - Grid Pane

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

The TAB key
Move the selection from left to right, and then down
ENTER
Move the selection from top to bottom, and then to the right
SHFT+TAB
Select the cell to the left. If the current cell is the leftmost cell, SHFT+TAB selects the last cell in the previous row.
SHFT+ENTER
Select the cell above the current cell. If the current cell is the topmost cell, SHFT+ENTER selects the last cell in the
previous column.
CTRL ENTER
Select the detail cells for the next item in the row area in Microsoft Access
SHFT+CTRL+ENTER
Select the detail cells for the previous item in the row area
Arrow keys
Move the selection in the direction of the arrow key. If a row or column field is selected, press DOWN ARROW to move to
the first item of data in the field, and then press an arrow key to move to the next or previous item or back to the field. If
a detail field is selected, press DOWN ARROW or RIGHT ARROW to move to the first cell in the detail area.
SHFT+arrow key
Extend or reduce the selection in the direction of the arrow key
CTRL+arrow key
Move the selection to the last cell in the direction of the arrow key
SHFT ALT arrow key
Move the selected item in the direction of the arrow key in Microsoft Access
HOME
Select the leftmost cell of the current row
END
Select the rightmost cell of the current row
CTRL+HOME
Select the leftmost cell of the first row
CTRL+END
Select the last cell of the last row
SHFT+CTRL+HOME
Extend selection to the leftmost cell of the first row
SHFT CTRL END
Extend selection to the last cell of the last row in Microsoft Access
CTRL+SPACEBAR
Select the field for the currently selected item of data, total, or detail
SHFT+SPACEBAR
Select the entire row containing the currently selected cell
CTRL+A
Select the entire PivotTable view (PivotTable view: A view that summarizes and analyzes data in a datasheet or form. You
can use different levels of detail or organize data by dragging the fields and items or by showing and hiding items in the
drop-down lists for the fields.)
PAGE DOWN
Display the next screen

102
PAGE UP
Display the previous screen
SHFT+PAGE DOWN
Extend a selection down one screen
SHFT+PAGE UP
Reduce a selection by one screen
ALT+PAGE DOWN
Display the next screen to the right
ALT+PAGE UP
Display the previous screen to the left
SHFT+ALT+PAGE
Extend selection to the page on the right
DOWN
SHFT+ALT+PAGE UP
Extend selection to the page on the left
Keys for carrying out commands

F1
Display Help topics.
SHFT+F10
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
Carry out a command on the shortcut menu
ESC
Close the Microsoft Access shortcut menu without carrying out a command
ALT+ENTER
Display the Properties dialog box
ALT+F4
Close the Properties dialog box
ESC
Cancel a refresh operation in progress
CTRL+C
Copy the selected data from the PivotTable view to the Clipboard
CTRL+E
Export the contents of the PivotTable view to Microsoft Excel
103
Keys for displaying, hiding, filtering, or sorting data

CTRL+8
Show or hide the expand indicators ( and boxes) beside items
CTRL+PLUS SIGN
Expand the currently selected item
CTRL+MINUS SIGN
Hide the currently selected item
ALT+DOWN ARROW
Open the list for the currently selected field
The TAB key
Alternately move to the most recently selected item, the OK button, and the Cancel button in the drop-down list
for a field
Arrow keys
Move to the next item in the drop-down list for a field
SPACEBAR
Select or clear the check box for the current item in the drop-down list for a field
ENTER
Close the drop-down list for a field and apply any changes you made
ESC
Close the drop-down list for a field without applying your changes
CTRL T
Turn AutoFilter on or off in Microsoft Access
CTRL+SHFT+A
Sort data in the selected field or total in ascending order (A-Z 0-9)
CTRL+SHFT+Z
Sort data in the selected field or total in descending order (Z-A 9-0)
ALT+SHFT+UP ARROW or
Move the selected member up or left
ALT+SHFT+LEFT ARROW
ALT+SHFT+DOWN ARROW or
Move the selected member down or right
104

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

CTRL+SHFT+S
Add a new total field for the selected field in the PivotTable view (PivotTable view: A view that summarizes and analyzes data
in a datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by showing
and hiding items in the drop-down lists for the fields.) by using the Sum summary function
CTRL+SHFT+C
Add a new total field for the selected field in the PivotTable view by using the Count summary function
CTRL+SHFT+M
Add a new total field for the selected field in the PivotTable view by using the Min summary function
CTRL+SHFT+X
Add a new total field for the selected field in the PivotTable view by using the Max summary function
CTRL SHFT E
Add a new total field for the selected field in the PivotTable view by using the Average summary function in Microsoft Access
CTRL+SHFT+D
Add a new total field for the selected field in the PivotTable view by using the Standard Deviation summary function
CTRL+SHFT+T
Add a new total field for the selected field in the PivotTable view by using the Standard Deviation Population summary function
CTRL+SHFT+V
Add a new total field for the selected field in the PivotTable view by using the Variance summary function
CTRL+SHFT+R
Add a new total field for the selected field in the PivotTable view by using the Variance Population summary function
CTRL+SHFT+B
Turn subtotals and grand totals on or off for the selected field in the PivotTable view
CTRL+F
Add a calculated detail field
Keys for changing the layout

CTRL+1
Move the selected field in the PivotTable view (PivotTable view: A view that summarizes and analyzes data in a
datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by
showing and hiding items in the drop-down lists for the fields.) to the row area
CTRL+2
Move the selected field in the PivotTable view to the column area
CTRL 3
Move the selected field in the PivotTable view to the filter area in Microsoft Access
CTRL+4
Move the selected field in the PivotTable view to the detail area
CTRL+LEFT ARROW
Move the selected row or column field in the PivotTable view to a higher level
CTRL+RIGHT ARROW
Move the selected row or column field in the PivotTable view to a lower level
106

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

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A Fairly Comprehensive Reference Guide

Create an Item or File

Electronic Business Cards Dialogue Box

Add Web Information to Items

Send & Receive

Table View General Use

Table View with a group selected

Table View All Groups

Calendar Day/Week/Month View

Keyboard Shortcuts for Excel

Shift + Function Keys

Ctrl + Function Keys

Other + Function Keys

Manoeuvring within a selection

Redundant Shortcut Keys (2003)

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

Enter and calculate formulas

Insert, delete and copy cells

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

Keyboard Shortcuts for Word

Access and use menus and toolbars

Access and use task panes

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

Undo and redo actions

Switch to another view

Printing and previewing documents

Reading layout view

References, 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

Insert Special Characters

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

Apply Paragraph Style

Performing a Mail Merge

Working with Fields