Switching paragraphs around in a Word document sounds like it would be a royal pain. You could of drag text around or cut and paste. However, a better method is to click on the paragraph you’d like to move, hold down Shift+Alt, and move the paragraph up or down using the arrow keys. Each press of the arrow key causes the selected paragraph to move over one adjacent paragraph.  A great time saver when getting that document to look just right.

Keyboard Shortcuts (Part 1)

October 1st, 2006

Keyboard shortcuts can be a great timesaver when performing various tasks.  Today we will focus on those from Microsoft Office.  I am going to limit the focus to Word, Excel and Outlook since they are the most widely used from this suite.

Office Keyboard Shortcuts

General

  • Ctrl+C: Copy selection.
  • Ctrl+X: Cut selection.
  • Ctrl+V: Paste copied selection.
  • Ctrl+Shift+>: Increase font size.
  • Ctrl+Shift+<: Decrease font size.
  • Alt+F11: Open Visual Basic for Applications.
  • Alt+Shift+F10: Display Smart Tag options.

Outlook

  • Ctrl+Shift+I: Switch to inbox.
  • Ctrl+Shift+O: Switch to outbox.
  • Ctrl+Enter: Send current message.
  • Ctrl+R: Reply to a message.
  • Ctrl+Shift+R: Reply All to a message.
  • Ctrl+Shift+A: Create a new appointment.
  • Ctrl+Shift+M: Create a new message.
  • Ctrl+1: Switch to Mail.
  • Ctrl+2: Switch to Calendar.
  • Ctrl+3: Switch to Contacts.
  • Ctrl+4: Switch to Tasks.
  • Alt+F1:  Toggle navigation pane

Word

  • Shift+F3: Toggle selected text between lowercase, title case, and uppercase.
  • F4: Repeat your last action.
  • Shift+F4: Repeat the most recent Find command.
  • Shift+F5: Jump to the last change you made in the document.
  • Ctrl+F6: Toggle between open documents.
  • F7: Run the spell-checker.
  • F12: Open the Save As dialog.

Excel

  • F2: Edit  cell’s contents.
  • Ctrl+1: Open the Format Cells dialog.
  • Ctrl+Page Up: Move to next sheet in the workbook.
  • Ctrl+Page Down: Move to previous sheet in the workbook.
  • Ctrl+Shift+”: Copy value from the cell above into the current cell.
  • Ctrl+R: Fill contents of active cell into selected cells to the right.
  • Ctrl+D: Fill contents of active cell into selected cells down.
  • Ctrl+`: Toggle between showing cell values and formulas in cells.
  • Ctrl+$: Set selection to currency format with two decimal places.

10 Excel Tips for Beginners

September 29th, 2006

Change The Function of the Enter Key

Normally, when you press the Enter key, Excel goes to the next cell down. The Enter key can be made to move to in any direction (up, down, left, right) or leave you in the same cell. To change this, go to Tools | Options and select the Edit tab. Change the value in the dropdown for Move selection after Enter direction setting or uncheck the box to remain in the same cell.

Change The Number of Worksheets That Excel Starts With

Excel, by default, creates new spreadsheets with three sheets. To change this number go to Tools | Options and select the General tab. Set the number for Sheets in New Workbook.

Other Tips:

How To Bypass Table Recalculation

How To Hide Formulas from Other Users

How To Copy Excel Column Widths

Copy Formatting from One Cell or Range to Another

How To Copy Formatting From One Chart To Another

How To Email an Excel Workbook

Calculating Elapsed Time

How To Reference Cells in Other Worksheets

If you find that you mainly use only the Inbox then you only need access to the navigation pane from time to time. To give you more room to work with, hide the navigation pane by pressing Alt+F1. Whenever the time comes that you need to use the navigation pane, simply press Alt+F1 again and it will toggle back.

In Excel, you can work on two worksheets (from two different workbooks) by placing them in vertical, side-by-side windows. When you have two workbooks open at the same time, select Window, Compare Side by Side With.  After you select this command, a floating Compare Side by Side toolbar will open in Excel. The toolbar includes the Close Side by Side button, which you can use to close the windows as soon as you’re done comparing or transferring data between the two. While the two workbook windows are in open in Excel, you can select different worksheets and scroll to different regions in either one by using its sheet tabs and scroll bars that appear at the edge of the window. To make workbook active, just click the title bar or one of the cells of its worksheets.

 

When linking an Excel worksheet to another MS Office file (Word document, PowerPoint slide, or another Excel worksheet) use a range name (Insert – Name – Define) rather than a range reference. The range name can tolerate changes to the worksheet that contains it, whereas a range reference remains tied to the specific cells it references. For example, if you delete rows from the worksheet, a range reference will deliver the wrong data, but a range name will deliver the right data.