This Crazy Colour Card provides some of the key

shortcuts and favourite tips found on each of our

Crazy Colour Cards for Microsoft applications. For
information on Crazy Colour Quick Reference
cards please visit www.crazycolour.com/cards.

Crazy Colour Card for Microsoft Office

Common Shortcuts
Save
Print
Select all
Copy
Cut
Paste
Next file or window
Create new document
Open existing document
Close document
Bold
Italicise

CTRL+s
CTRL+p
CTRL+a
CTRL+c
CTRL+x
CTRL+v
CTRL+F6
CTRL+n
CTRL+o (Oh)
CTRL+F4
CTRL+b
CTRL+i

CTRL+2
CTRL+ENTER
CTRL+r or l(L)
CTRL+SHIFT+f
CTRL+SHIFT+>
CTRL+SHIFT+<
CTRL+SHIFT+
CTRL+SHIFT+

PowerPoint
New slide (as previous)
New slide menu
Maximise presentation window
Black screen during slide show
Promote paragraph
Demote paragraph

Switch to visual basic editor

ALT+F11
Undo changes to current record ESC, ESC
Insert a carriage return
CTRL+ENTER
Insert todays date
CTRL+; (semicolon)
Display database window
F11
Add a new record
CTRL++ (plus sign)

Outlook
Display inbox
Forward message
Create a new message
Reply to message author
Check spelling
Send & receive all messages
Create a new contact
Open advanced find

CTRL+SHIFT+i
CTRL+f
CTRL+SHIFT+m
CTRL+r
F7
CTRL+m or F5
CTRL+SHIFT+c
CTRL+SHIFT+f

Publisher

Word
Double-space lines
Insert page break
Right or left align
Change the font
Increase font size
Decrease font size
Select to end of word
Select to beginning of word

Access

CTRL+SHIFT+m
CTRL+m
CTRL+F10
b
ALT+SHIFT+
ALT+SHIFT+

Nudge left, right, up or down

View background page
Goto page menu
Turn on snap-to-guides
Copy formatting
Past formatting

ALT+ or or or
CTRL+m
F5
CTRL+w
CTRL+SHIFT+c
CTRL+SHIFT+v

Excel
Cancel a cell entry
Display active cell
Move to first cell of worksheet
Move one screen to right
Move one screen to left
Hide columns
Unhide columns
Select - entire column

Crazy Colour Card for Microsoft Office

ESC
CTRL+BKSP
CTRL+HOME
ALT+PGDN
ALT+PGUP
CTRL+0 (zero)
CTRL+SHIFT+)
CTRL+SPACE

Crazy Colour Cards

Helping you work more effectively

Visio
Display whole page
Group items
Duplicate item
Print Preview
Turn on snap-to-grid
Save workspace

CTRL+w
CTRL+g
CTRL+d
CTRL+F2
SHIFT+F9
ALT+F12

Project
Display all tasks/resources
Link tasks
Unlink tasks
Show subtasks
Show all tasks
Task/resource info
Move to start date
Calculate the active project

F3
CTRL+F2
CTRL+SHIFT+F2
ALT+SHIFT+=
ALT+SHIFT+*
SHIFT+F2
ALT+HOME
SHIFT+F9

FrontPage
Display HTML tags
CTRL+/
Preview page in web browser CTRL+SHIFT+b
Refresh a page
F5
Apply heading N (N=1 to 6)
CTRL+ALT+N
Create auto thumbnail of image CTRL+t
Insert a table
SHIFT+CTRL+ALT+t

Key
, , or
Left, right, up or down arrow
E.g. CTRL+SHIFT+r, ESC Press the CTRL key together
with the SHIFT and r keys, release, then the ESC key.
www.crazycolour.com/cards

Scott Spence 2003, published by Crazy Colour.

PowerPoint, Word, Excel & Microsoft etc. Are either registered trademarks or trademarks of Microsoft Corp. in the USA and/or other countries.
Please do NOT photocopy or reproduce, bulk discounts are available. Crazy Colour is a trademark of CC Consulting Ltd.

Crazy Colours Top Tips

Microsoft Outlook

Crazy Colour Document Checklist

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Drag an e-mail message into either the Task List, or Calendar

Have you updated the version number?
folder, to create a new task or appointment with the text of the
Have you updated File > Properties to reflect the document's
To paste text without formatting when copying from a web page or email in the task or appointment.
contents?
another document, choose Edit > Paste Special, and select
Attach a file from the message's menu by selecting Insert > File,
Did you update the footer and header?
Unformatted text.
locate the file to attach, click the down arrow on the Insert
Have any automatic fields not updated?
Increase the number of recently displayed files from 4 to 9 by
button and select Insert as Attachment (or double click the file).
Does the document need page numbers? e.g. Page 1 of 6.
visiting Tools > Options, selecting the General tab and
Back up your Outlook mail, contacts etc. by going to your Outlook
Have you checked for spelling mistakes in the correct language?
changing the Recently used file list from 4 to 9.
system folder (right click on the Outlook Today icon, click
Are dates, equations and numbers correct?
Double-click on either the vertical or horizontal ruler to open the
Properties, Advanced and read the path field,) and copying all
Page Setup dialogue box.
Have you used 'automatic' dates where you should have used
the files ending in ".pst" (in particular "outlook.pst" and
'fixed'
dates?
To make two words stay together on the same line (e.g. when
"archive.pst") to a safe location.
typing phone numbers) insert a non-breaking space after the first Quickly find all emails you have received from a particular sender
If you re-used a document have you checked that there are no
word by pressing CTRL+SHIFT+SPACE.
old
terms or references?
by viewing a message from that sender and selecting
If sending the document electronically does the recipient have
Actions > Find all > Messages from Sender.
Microsoft Project
the
same version of the software as you?
Customise the first page number of the printed pages by choosing Microsoft Office 2002 Onwards

Microsoft Word

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File > Page Setup, select the Page tab and adjust the First page To select items in Word that are not next to each other, first select
number box.
the first item you want, press CTRL then select any additional
To remove the Office Assistant right-click on it, choose Options,
items you want. You can then delete them or change their
and deselect Use the Office Assistant.
formatting.
Get into the habit of entering Project > Project Information each Crazy Colour code Excel spreadsheet tabs by selecting
time you start a new project. Include Start date, Finish date and
Format > Sheet >Tab Color or right-click the sheet tab and
Schedule from date. Also enter project summary details (project
click Tab Color.
title, manager, etc.) in File > Properties.
As you start typing an e-mail address Outlook offers a list of
previous entries, use or and DELETE to remove outdated
Microsoft PowerPoint
names from this list.
Be sure to apply the latest service releases from the Microsoft web
site - to ensure you have the latest security and bug fixes.
Using Keyboard Shortcuts
To copy an object quickly select the object using the mouse, hold
Using shortcuts will help you work more efficiently and can
down CTRL on the keyboard. Left click the mouse and drag the
object to the new position. Pressing SHIFT and CTRL will keep help reduce the risk of developing repetitive strain injuries
(RSI). We suggest you review which tasks you use the mouse
the objects aligned.
for and use Crazy Colour Cards to help you learn keyboard
Microsoft Excel
shortcuts to replace them.
To automatically add up a column or row of values select the cell
Be careful not to over stretch your hands when using shortcuts,
immediately below a column of numbers or to the right of a row if necessary use both hands to perform them. Additionally move
of numbers. Press ALT + =, then ENTER.
your whole arm to press the function keys rather than just
To select scattered cells in a worksheet, hold down CTRL and click stretching your fingers.
on the cells.
Using Hot Letters
To use conditional formatting to change a cells format (e.g. the
Did you know you can also work faster by pressing ALT and the
colour of a cell or text) depending on its value, select the cell
'hot' letter rather than using the mouse? The 'hot letters are
and choose Format > Conditional Formatting.
those that are underlined in the drop down menus.

Effective & Efficient Document Management

! Save your documents frequently as crashes can occur at the most
inconvenient times (try to not rely on the fast-save option, it is
known to be unreliable).
! Back up your documents on a regular basis (at least once a
week), carefully date each back up, test it and store away from
your computer's location!
! Be sure to keep your virus protection software up-to-date and
never open files that look suspicious.
! Carefully plan your computer's directory structure and file
naming structure, e.g. by document type, recipient, date,
importance etc.
! Adopt a consistent version numbering of your documents. For
example MyFile-XX-nn where XX is a major 'release' version
number and nn is a minor 'pre-release' version number,
e.g. quote-01-11.doc is release 1 in its 11th post release edit.
! Before proofreading/editing documents in Word select
Tools > Track Changes > Highlight Changes to enable you to
see changes.
! To enable quick retrieval of
documents familiarise yourself with
Microsoft Window's find and search
tools, including using wildcard
characters, date searching and last
9 781904 782209
modified searching.
Version: of-008 (November 2003)

Scott Spence 2003, published by Crazy Colour. RRP: UK4.95, ISBN: 1-904782-20-5

Visit www.crazycolour.com/cards for a range of Crazy Colour Cards.