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Microsoft Office Quick Keys

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All of the Microsoft Office programs include the use of quick keys. Quick keys are simple short cuts for functions that are done using the ‘Ctrl’ key and a corresponding letter. There are a few quick keys that are fairly well known but there are many more that users do not use that are just as helpful. All quick keys are designed to speed up the process of document creation by eliminating the time that it takes the user to use the mouse. They also usually use a letter that is easy to remember for that quick key function (like using ‘S’ for Save). While the quick keys reviewed in this article are specifically from the Microsoft Office software many are universal and can be used in nearly all Windows based programs.

                Each quick key is listed with the keys necessary to push for the function, its name and a brief description of its meaning or use. Some additional notes may provide extra information for specific programs or functions.

1.       Save [Ctrl+S] – Saves the file. If you have not saved your file yet by the first time you use this quick key, the ‘Save As’ box will appear.

2.       Select All [Ctrl+A] – This will select, or highlight, all content within the document. This also works within form entries on websites.

3.       Copy [Ctrl+C] – Copies the selected content. Usually always used with the Paste quick key.

4.       Paste [Ctrl+V] –Paste’s the copied content into a new location or document after clicking in the desired location.

Note for Excel: If you copy on cell, you can highlight multiple cells and have the copied content pasted into each of the selected cells. This works for text and formulas.

5.       Cut [Ctrl+X] – Cut is exact like ‘Copy’ except for the fact that if removes the original content. It is as if you are literally cutting it from one location and moving it to another, while copy makes a duplicate. (If you are moving content to a new location within the same document it is also possible to select the desired content and click and drag it to its desired location.)

Notes on Cut, Copy & Paste: The letters for Cut and Paste may not seem obvious at first but here is a way to remember them. They are all in order on the key board (X,C,V), Copy is already easy to remember and Paste it right next to it (remember they are almost always used together). Cut is next to Copy in function and location and ‘X’ is similar to the shape of a pair of scissors.

6.       Underline [Ctrl+U] – Underlines selected text.

7.       Italics [Ctrl+I] – Italicizes selected text.

8.       Bold [Ctrl+B] – Bolds selected text.

9.       Undo [Ctrl+Z] – Undoes the most recent action. In some programs, including Microsoft Word, this can be done a number of times consecutively. Undoing the last, second to last, third to last item and so on.

10.   Open [Ctrl+O] – Opens the ‘Open’  box so you can open a new file.

11.   New [Ctrl+N] – Opens a new document within the program that you are currently using.

12.   New Slide[Ctrl+M] – This PowerPoint only quick key will insert a new blank slide into your presentation where you have your cursor.

The quick keys listed here are some of the most commonly used ones. As you may have noticed in just the short list above, we have used every letter in the bottom row of the keyboard plus some. There may actually be a quick key function for each letter on the keyboard. You can open the ‘Help’ section within any program to search for program specific quick keys.