Microsoft Office 2007 SHORTCUTS

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    [Ye

    ar]

    007 MICROSOFT OFFICE+ADD PUBLICATIONS Ltd

    MICROSOFT OFFICE 2007[SHORTCUTS] It will guide you according to a specific category options that help you in understanding its use easily.

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    Acknowledgments

    This Book is completely written to help the Microsoft office 2007 users by providing Shortcuts that is needed toaccomplish the work. The list of shortcuts is collected from various source in order to provide benefit to users. If anyone has any type of Problem or any question you can e-mail me on [email protected] .

    Thank you!

    mailto:[email protected]:[email protected]:[email protected]:[email protected]
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    Figure 1

    TABLE OF CONTENTS

    Microsoft Office basics..................................................................................................................... 6

    Display and use windows ................................................................................................................. 6

    Use dialog boxes .............................................................................................................................. 8

    Use edit boxes within dialog boxes ................................................................................................. 9

    Use the Open and Save As dialog boxes ........................................................................................ 10

    Access and use smart tags ............................................................................................................. 12

    Undo and redo actions ................................................................................................................... 13

    Access any command with a few keystrokes ................................................................................. 14

    Change the keyboard focus without using the mouse .................................................................. 15

    Common tasks in Microsoft Office Word ...................................................................................... 17

    Working with documents and Web pages ..................................................................................... 18

    Create, view, and save documents ................................................................................................ 18

    Find, replace, and browse through text ......................................................................................... 19

    Switch to another view .................................................................................................................. 19

    Outline view ................................................................................................................................... 20

    Print and preview documents ........................................................................................................ 21

    Review documents ......................................................................................................................... 21 Full Screen Reading view ............................................................................................................... 22

    References, footnotes, and endnotes............................................................................................ 22

    Work with Web pages .................................................................................................................... 23

    Edit and move text and graphics ................................................................................................... 23

    Delete text and graphics ................................................................................................................ 23

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    Copy and move text and graphics .................................................................................................. 24

    Insert special characters ................................................................................................................ 25

    Insert characters by using character codes ................................................................................... 26

    Select text and graphics ................................................................................................................. 27

    Extend a selection .......................................................................................................................... 27

    Select text and graphics in a table ................................................................................................. 29

    Move through your document ...................................................................................................... 29

    Move around in a table .................................................................................................................. 31

    Insert paragraphs and tab characters in a table ............................................................................ 31

    Use overtype mode ........................................................................................................................ 32

    Character and paragraph formatting ............................................................................................. 33

    Copy formatting ............................................................................................................................. 33 Change or resize the font ............................................................................................................... 33

    Apply character formats ................................................................................................................ 34

    View and copy text formats ........................................................................................................... 35

    Set the line spacing ........................................................................................................................ 35

    Align paragraphs ............................................................................................................................ 36

    Apply paragraph styles ................................................................................................................... 37

    Insert and edit objects ................................................................................................................... 38

    Insert an object .............................................................................................................................. 38

    Edit an object ................................................................................................................................. 38

    Insert SmartArt graphics ................................................................................................................ 38

    Insert WordArt ............................................................................................................................... 38

    Mail merge and fields .................................................................................................................... 39

    Perform a mail merge .................................................................................................................... 39

    Work with fields ............................................................................................................................. 39

    Language bar .................................................................................................................................. 40 Handwriting recognition ................................................................................................................ 40

    Function keys ................................................................................................................................. 42

    SHIFT+Function key ........................................................................................................................ 43

    CTRL+Function key ......................................................................................................................... 44

    CTRL+SHIFT+Function key .............................................................................................................. 45

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    ALT+Function key ........................................................................................................................... 46

    ALT+SHIFT+Function key ................................................................................................................ 47

    CTRL+ALT+Function key ................................................................................................................. 47

    Keys for using the toolbar .............................................................................................................. 68

    Keys for finding or selecting clips................................................................................................... 68

    Keys for using the shortcut menu .................................................................................................. 69

    Keys for using the dialog boxes...................................................................................................... 70

    Key.................................................................................................................................................. 71

    Description ..................................................................................................................................... 71

    Key.................................................................................................................................................. 77

    Description ..................................................................................................................................... 77

    Key.................................................................................................................................................. 81 Description ..................................................................................................................................... 81

    Move between panes .................................................................................................................... 87

    Work in an outline ......................................................................................................................... 87

    Work with shapes, pictures, boxes, objects, and WordArt ........................................................... 88

    Insert a shape ................................................................................................................................. 88

    Insert a box .................................................................................................................................... 88

    Insert an object .............................................................................................................................. 88

    Insert WordArt ............................................................................................................................... 88

    Select a shape ................................................................................................................................ 89

    Show or hide a grid or guides ........................................................................................................ 89

    Copy the attributes of a shape....................................................................................................... 89

    Select text and objects ................................................................................................................... 90

    Delete and copy text and objects .................................................................................................. 91

    Move around in text ...................................................................................................................... 92

    Move around in and work on tables .............................................................................................. 93 Edit a linked or embedded object .................................................................................................. 93

    Format and align characters and paragraphs ................................................................................ 93

    Run a presentation......................................................................................................................... 95

    Browse Web presentations ............................................................................................................ 97

    Use the Selection pane feature ..................................................................................................... 97

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    Switch to the previous window. CTRL+SHIFT+F6

    Maximize or restore a selected window. CTRL+F10

    Copy a picture of the screen to the Clipboard. PRINT SCREENCopy a picture of the selected window to theClipboard.

    ALT+PRINTSCREEN

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    USE DIALOG BOXES

    To do this PressMove from an open dialog box back to thedocument, for dialog boxes such as Findand Replace that support this behavior.

    ALT+F6

    Move to the next option or option group. TAB

    Move to the previous option or option group. SHIFT+TAB

    Switch to the next tab in a dialog box. CTRL+TAB

    Switch to the previous tab in a dialog box. CTRL+SHIFT+TAB

    Move between options in an open drop-downlist, or between options in a group of options.

    Arrow keys

    Perform the action assigned to the selectedbutton; select or clear the selected check box.

    SPACEBAR

    Select an option; select or clear a check box. ALT+ the letterunderlined in an option

    Open a selected drop-down list. ALT+DOWN ARROW

    Select an option from a drop-down list. First letter of an option ina drop-down list

    Close a selected drop-down list; cancel acommand and close a dialog box.

    ESC

    Run the selected command. ENTER

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    USE EDIT BOXES WITHIN DIALOG BOXES

    To do this PressMove to the beginning of the entry. HOME

    Move to the end of the entry. END

    Move one character to the left or right. LEFT ARROW or RIGHTARROW

    Move one word to the left. CTRL+LEFT ARROW

    Move one word to the right. CTRL+RIGHT ARROW

    Select or unselect one character to theleft.

    SHIFT+LEFT ARROW

    Select or unselect one character to theright.

    SHIFT+RIGHT ARROW

    Select or unselect one word to the left. CTRL+SHIFT+LEFT ARROW

    Select or unselect one word to the right. CTRL+SHIFT+RIGHTARROW

    Select from the insertion point to thebeginning of the entry.

    SHIFT+HOME

    Select from the insertion point to the endof the entry.

    SHIFT+END

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    USE THE OPEN AND SAVE AS DIALOG BOXES

    To do this PressDisplay the Open dialog box. CTRL+F12 or

    CTRL+O

    Display the Save As dialog box. F12

    Go to the previous folder. ALT+1

    Up One Level button: Open the folder one levelabove the open folder.

    ALT+2

    Delete button: Delete the selected folder or file. DELETE

    Create New Folder button: Create a newfolder.

    ALT+4

    Views button: Switch among available folderviews.

    ALT+5

    Display a shortcut menu for a selected item such asa folder or file.

    SHIFT+F10

    Move between options or areas in the dialog box. TAB

    Open the Look in list. F4 or ALT+I

    Update the file list. F5

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    Access and use task panes and galleries

    To do this PressMove to a task pane from another pane in theprogram window. (You may need to press F6 morethan once.)

    F6

    When a menu is active, move to a task pane. (Youmay need to press CTRL+TAB more than once.)

    CTRL+TAB

    When a task pane is active, select the next orprevious option in the task pane.

    TAB or SHIFT+TAB

    Display the full set of commands on the task panemenu.

    CTRL+SPACEBAR

    Perform the action assigned to the selectedbutton.

    SPACEBAR orENTER

    Open a drop-down menu for the selected galleryitem.

    SHIFT+F10

    Select the first or last item in a gallery. HOME or END

    Scroll up or down in the selected gallery list. PAGE UP or PAGEDOWN

    Close a task pane

    1. Press F6 to move to the task pane, if necessary.

    2. Press CTRL+SPACEBAR.

    3. Use the arrow keys to select Close , and then press ENTER.

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    Move a task pane

    1. Press F6 to move to the task pane, if necessary.

    2. Press CTRL+SPACEBAR.

    3. Use the arrow keys to select Move , and then press ENTER.

    4. Use the arrow keys to move the task pane, and then press ENTER.

    Resize a task pane

    1. Press F6 to move to the task pane, if necessary.

    2. Press CTRL+SPACEBAR.

    3. Use the arrow keys to select Size , and then press ENTER.

    4. Use the arrow keys to resize the task pane, and then press ENTER.

    ACCESS AND USE SMART TAGS

    To do this Press

    Display the shortcut menu for the selected item. SHIFT+F10Display the menu or message for a smart tag or forthe AutoCorrect Options button or the Pasteoptions button . If more than one smart tag ispresent, switch to the next smart tag and display itsmenu or message.

    ALT+SHIFT+F10

    Select the next item on a smart tag menu. DOWN ARROW

    Select the previous item on a smart tag menu. UP ARROWPerform the action for the selected item on a smarttag menu.

    ENTER

    Close the smart tag menu or message. ESC

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    Tips

    You can ask to be notified by a sound whenever a smart tag appears. To hear audio cues, you must have a

    sound card. You must also have Microsoft Office Sounds installed on your computer.

    If you have access to the World Wide Web, you can download Microsoft Office Sounds from the Microsoft

    Office Online Web site. After you install the sound files, do the following in Microsoft Office Access 2007,

    Microsoft Office Excel 2007, Microsoft Office PowerPoint 2007, or Microsoft Office Word 2007:

    1. Press ALT+F to open the menu under the Microsoft Office Button , and then press I to open

    Program Options .

    2. Press A to select Advanced , and then press TAB to move to the Advanced Options for workingwith Program .

    3. Press ALT+S twice to move to the Provide feedback with sound check box, which is under General ,

    and then press SPACEBAR.

    4. Press TAB repeatedly to select OK, and then press ENTER.

    UNDO AND REDO ACTIONS

    To do this Press

    Cancel an action. ESC

    Undo an action. CTRL+Z

    Redo or repeat an action. CTRL+Y

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    NAVIGATING THE OFFICE FLUENT RIBBON

    ACCESS ANY COMMAND WITH A FEW KEYSTROKES

    Access keys provide a way to quickly use a command by pressing a few keys, no matter where you are in the

    program. Every command in Office Word 2007 can be accessed by using an access key. You can get to most

    commands by using two to five keystrokes. To use an access key:

    1. Press ALT.

    The Key Tips are displayed over each feature that is available in the current view.

    The above image was excerpted from Training on Microsoft Office Online .

    2. Press the letter shown in the Key Tip over the feature that you want to use.

    3. Depending on which letter you press, you may be shown additional Key Tips. For example, if the Home tab

    is active and you press I, the Insert tab is displayed, along with the Key Tips for the groups on that tab.

    4. Continue pressing letters until you press the letter of the command or control that you want to use. In some

    cases, you must first press the letter of the group that contains the command.

    NOTE To cancel the action that you are taking and hide the Key Tips, press ALT.

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    CHANGE THE KEYBOARD FOCUS WITHOUT USING THEMOUSE

    To do this Press

    Select the active tab of the Ribbon andactivate the access keys.

    ALT or F10. Press either of these keys again to moveback to the document andcancel the access keys.

    Move to another tab of the Ribbon. F10 to select the active tab,and then LEFT ARROW orRIGHT ARROW

    Hide or show the Ribbon. CTRL+F1

    Display the shortcut menu for the selectedcommand.

    SHIFT+F10

    Move the focus to select each of thefollowing areas of the window:

    Active tab of the RibbonAny open task panesStatus bar at the bottom of thewindowYour document

    F6

    Move the focus to each command on theRibbon, forward or backward, respectively.

    TAB or SHIFT+TAB

    Move down, up, left, or right, respectively,among the items on the Ribbon.

    DOWN ARROW, UP ARROW,LEFT ARROW, or RIGHTARROW

    Activate the selected command or controlon the Ribbon.

    SPACEBAR or ENTER

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    Open the selected menu or gallery on theRibbon.

    SPACEBAR or ENTER

    Activate a command or control on the

    Ribbon so you can modify a value.

    ENTER

    Finish modifying a value in a control onthe Ribbon, and move focus back to thedocument.

    ENTER

    Get help on the selected command orcontrol on the Ribbon. (If no Help topic isassociated with the selected command, ageneral Help topic about the program isshown instead.)

    F1

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    QUICK REFERENCE FOR MICROSOFT OFFICE WORD

    COMMON TASKS IN MICROSOFT OFFICE WORD

    To do this Press

    Create a nonbreaking space. CTRL+SHIFT+SPACEBAR

    Create a nonbreaking hyphen. CTRL+HYPHEN

    Make letters bold. CTRL+B

    Make letters italic. CTRL+I

    Make letters underline. CTRL+U

    Decrease font size one value. CTRL+SHIFT+

    Decrease font size 1 point. CTRL+[

    Increase font size 1 point. CTRL+]

    Remove paragraph or character formatting. CTRL+SPACEBAR

    Copy the selected text or object. CTRL+C

    Cut the selected text or object. CTRL+X

    Paste text or an object. CTRL+V

    Paste special CTRL+ALT+V

    Paste formatting only CTRL+SHIFT+V

    Undo the last action. CTRL+Z

    Redo the last action. CTRL+Y

    Open the Word Count dialog box. CTRL+SHIFT+G

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    WORKING WITH DOCUMENTS AND WEB PAGES

    CREATE, VIEW, AND SAVE DOCUMENTS

    To do this Press

    Create a new document of the same type as the currentor most recent document.

    CTRL+N

    Open a document. CTRL+O

    Close a document. CTRL+WSplit the document window. ALT+CTRL+S

    Remove the document window split. ALT+SHIFT+C

    Save a document. CTRL+S

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    FIND, REPLACE, AND BROWSE THROUGH TEXT

    To do this PressFind text, formatting, and special items. CTRL+F

    Repeat find (after closing Find and Replace window).

    ALT+CTRL+Y

    Replace text, specific formatting, and special items. CTRL+H

    Go to a page, bookmark, footnote, table, comment,graphic, or other location.

    CTRL+G

    Switch between the last four places that you haveedited.

    ALT+CTRL+Z

    Open a list of browse options. Press the arrow keysto select an option, and then press ENTER tobrowse through a document by using the selectedoption.

    ALT+CTRL+HOME

    Move to the previous edit location. CTRL+PAGE UP

    Move to the next edit location. CTRL+PAGEDOWN

    SWITCH TO ANOTHER VIEW

    To do this Press

    Switch to Print Layout view. ALT+CTRL+P

    Switch to Outline view. ALT+CTRL+O

    Switch to Draft view. ALT+CTRL+N

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    OUTLINE VIEW

    To do this PressPromote a paragraph. ALT+SHIFT+LEFT ARROW

    Demote a paragraph. ALT+SHIFT+RIGHT ARROW

    Demote to body text. CTRL+SHIFT+N

    Move selected paragraphs up. ALT+SHIFT+UP ARROW

    Move selected paragraphs down. ALT+SHIFT+DOWN ARROWExpand text under a heading. ALT+SHIFT+PLUS SIGN

    Collapse text under a heading. ALT+SHIFT+MINUS SIGN

    Expand or collapse all text orheadings.

    ALT+SHIFT+A

    Hide or display character formatting. The slash (/) key on the numeric

    keypadShow the first line of body text or allbody text.

    ALT+SHIFT+L

    Show all headings with the Heading1 style.

    ALT+SHIFT+1

    Show all headings up to Heading n . ALT+SHIFT+n

    Insert a tab character. CTRL+TAB

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    FULL SCREEN READING VIEW

    To do this PressGo to beginning of document. HOME

    Go to end of document. END

    Go to page n . n , ENTER

    Exit reading layout view. ESC

    REFERENCES, FOOTNOTES, AND ENDNOTES

    To do this Press

    Mark a table of contents entry. ALT+SHIFT+O

    Mark a table of authorities entry (citation). ALT+SHIFT+I

    Mark an index entry. ALT+SHIFT+X

    Insert a footnote. ALT+CTRL+F

    Insert an endnote. ALT+CTRL+D

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    WORK WITH WEB PAGES

    To do this PressInsert a hyperlink. CTRL+K

    Go back one page. ALT+LEFT ARROW

    Go forward one page. ALT+RIGHT ARROW

    Refresh. F9

    EDIT AND MOVE TEXT AND GRAPHICS

    DELETE TEXT AND GRAPHICS

    To do this Press

    Delete one character to the left. BACKSPACEDelete one word to the left. CTRL+BACKSPACE

    Delete one character to the right. DELETE

    Delete one word to the right. CTRL+DELETE

    Cut selected text to the Office Clipboard. CTRL+X

    Undo the last action. CTRL+Z

    Cut to the Spike. CTRL+F3

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    COPY AND MOVE TEXT AND GRAPHICS

    To do this PressOpen the Office Clipboard Press ALT+H to move to the

    Home tab, and then pressF,O.

    Copy selected text or graphics to theOffice Clipboard.

    CTRL+C

    Cut selected text or graphics to the OfficeClipboard.

    CTRL+X

    Paste the most recent addition to theOffice Clipboard.

    CTRL+V

    Move text or graphics once. F2 (then move the cursorand press ENTER)

    Copy text or graphics once. SHIFT+F2 (then move thecursor and press ENTER)

    When text or an object is selected, openthe Create New Building Block dialogbox.

    ALT+F3

    When the building block for example, aSmart Art graphic is selected, displaythe shortcut menu that is associated withit.

    SHIFT+F10

    Cut to the Spike. CTRL+F3

    Paste the Spike contents. CTRL+SHIFT+F3

    Copy the header or footer used in theprevious section of the document.

    ALT+SHIFT+R

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    INSERT SPECIAL CHARACTERS

    To insert this PressA field CTRL+F9

    A line break SHIFT+ENTER

    A page break CTRL+ENTER

    A column break CTRL+SHIFT+ENTER

    An em dash ALT+CTRL+MINUS SIGNAn en dash CTRL+MINUS SIGN

    An optionalhyphen

    CTRL+HYPHEN

    A nonbreakinghyphen

    CTRL+SHIFT+HYPHEN

    A nonbreakingspace CTRL+SHIFT+SPACEBAR

    The copyrightsymbol

    ALT+CTRL+C

    The registeredtrademark symbol

    ALT+CTRL+R

    The trademark

    symbol

    ALT+CTRL+T

    An ellipsis ALT+CTRL+PERIOD

    A single openingquotation mark

    CTRL+`(single quotation mark), `(single quotationmark)

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    A single closingquotation mark

    CTRL+' (single quotation mark), ' (single quotationmark)

    Double opening

    quotation marks

    CTRL+` (single quotation mark), SHIFT+' (single

    quotation mark)Double closingquotation marks

    CTRL+' (single quotation mark), SHIFT+' (singlequotation mark)

    An AutoText entry ENTER (after you type the first few characters of the AutoText entry name and when the ScreenTipappears)

    INSERT CHARACTERS BY USING CHARACTER CODES

    To do this Press

    Insert the Unicode character for the specifiedUnicode (hexadecimal) character code. For example,to insert the euro currency symbol ( ), type 20AC ,and then hold down ALT and press X.

    The character code , ALT+X

    Find out the Unicode character code for the selectedcharacter

    ALT+X

    Insert the ANSI character for the specified ANSI(decimal) character code. For example, to insert theeuro currency symbol, hold down ALT and press0128 on the numeric keypad.

    ALT+the character code (on the numerickeypad)

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    beginning of a line.

    Extend a selection oneline down.

    SHIFT+DOWN ARROW

    Extend a selection oneline up.

    SHIFT+UP ARROW

    Extend a selection to theend of a paragraph.

    CTRL+SHIFT+DOWN ARROW

    Extend a selection to thebeginning of a paragraph.

    CTRL+SHIFT+UP ARROW

    Extend a selection onescreen down. SHIFT+PAGE DOWN

    Extend a selection onescreen up.

    SHIFT+PAGE UP

    Extend a selection to thebeginning of a document.

    CTRL+SHIFT+HOME

    Extend a selection to the

    end of a document.

    CTRL+SHIFT+END

    Extend a selection to theend of a window.

    ALT+CTRL+SHIFT+PAGE DOWN

    Extend a selection toinclude the entiredocument.

    CTRL+A

    Select a vertical block of

    text.

    CTRL+SHIFT+F8, and then use the arrow

    keys; press ESC to cancel selection modeExtend a selection to aspecific location in adocument.

    F8+arrow keys; press ESC to cancel selectionmode

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    SELECT TEXT AND GRAPHICS IN A TABLE

    To do this PressSelect the nextcell's contents.

    TAB

    Select thepreceding cell'scontents.

    SHIFT+TAB

    Extend a selectionto adjacent cells.

    Hold down SHIFT and press an arrow keyrepeatedly

    Select a column. Use the arrow keys to move to the column's top orbottom cell, and then do one of the following:

    Press SHIFT+ALT+PAGE DOWN to select thecolumn from top to bottom.Press SHIFT+ALT+PAGE UP to select thecolumn from bottom to top.

    Extend a selection(or block).

    CTRL+SHIFT+F8, and then use the arrow keys;press ESC to cancel selection mode

    Select an entiretable.

    ALT+5 on the numeric keypad (with NUM LOCK off)

    MOVE THROUGH YOUR DOCUMENT

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    To move Press

    One character to the left LEFT ARROW

    One character to the right RIGHT ARROW

    One word to the left CTRL+LEFT ARROW

    One word to the right CTRL+RIGHTARROW

    One paragraph up CTRL+UP ARROW

    One paragraph down CTRL+DOWNARROW

    One cell to the left (in a table) SHIFT+TAB

    One cell to the right (in a table) TAB

    Up one line UP ARROW

    Down one line DOWN ARROW

    To the end of a line END

    To the beginning of a line HOME

    To the top of the window ALT+CTRL+PAGEUP

    To the end of the window ALT+CTRL+PAGEDOWN

    Up one screen (scrolling) PAGE UP

    Down one screen (scrolling) PAGE DOWN

    To the top of the next page CTRL+PAGE DOWN

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    To the top of the previous page CTRL+PAGE UP

    To the end of a document CTRL+END

    To the beginning of a document CTRL+HOMETo a previous revision SHIFT+F5

    After opening a document, to the location youwere working in when the document was lastclosed

    SHIFT+F5

    MOVE AROUND IN A TABLE

    To move Press

    To the next cell in a row TAB

    To the previous cell in a row SHIFT+TAB

    To the first cell in a row ALT+HOME

    To the last cell in a row ALT+END

    To the first cell in a column ALT+PAGE UP

    To the last cell in a column ALT+PAGE DOWN

    To the previous row UP ARROW

    To the next row DOWN ARROW

    One row up ALT+SHIFT+UP ARROWOne row down ALT+SHIFT+DOWN ARROW

    INSERT PARAGRAPHS AND TAB CHARACTERS IN A TABLE

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    To insert Press

    New paragraphs in a cell ENTER

    Tab characters in a cell CTRL+TAB

    USE OVERTYPE MODE

    To change the overtype settings so that you can access overtype mode by pressing INSERT, do the following:

    1. Press ALT+F to open the menu under the Microsoft Office Button , and then press I to open Word

    Options .

    2. Press A to select ADVANCED, and then press TAB.

    3. Press ALT+O to move to the Use the Insert key to control overtype mode check box.

    4. Press SPACEBAR to select the check box, and then press ENTER.

    To turn overtype mode on or off, press INSERT

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    SHORTCUTS

    +ADD PUBLICATIONS Ltd. Page 33

    CHARACTER AND PARAGRAPH FORMATTING

    COPY FORMATTING

    To do this Press

    Copy formatting from text. CTRL+SHIFT+C

    Apply copied formatting to text. CTRL+SHIFT+V

    CHANGE OR RESIZE THE FONTNOTE The following keyboard shortcuts do not work in Full Screen Reading mode.

    To do this Press

    Open the Font dialog box to change the font. CTRL+SHIFT+F

    Increase the font size. CTRL+SHIFT+>

    Decrease the font size. CTRL+SHIFT+

    Adjust thesuperscript/subscript offsetdown.

    CTRL+ALT+SHIFT+