,y/|) National Center on Severe and Sensoi^ Disabilities Keyboard Shortcuts for Microsoft Office 2007 (Modified from: http://office.microsoft.com/en-us/help/keyboard-shortcuts-for-microsoft-office-HP010147626.aspx - retrieved 6/15/2010) Contents Microsoft Office basics 3 Display and use windows 3 Change or resize the font 4 Find and replace 4 Move around in text or cells 5 Move around in and work in tables 6 Access and use task panes 7 Resize a task pane 7 Use dialog boxes 8 Use edit boxes within dialog boxes 9 Use the Open and Save As dialog boxes 10 Navigating the Ribbon 10 Access any command with a few keystrokes 10 Change the keyboard focus without using the mouse 11 Common tasks in Microsoft Office PowerPoint 12 Move between panes 12 Work in an outline 12 Work with shapes, pictures, boxes, objects, and WordArt 12 Insert a shape 12 Insert a text box 13 Insert an object 13 Insert WordArt 13 Select a shape 13 Group or ungroup shapes, pictures, and WordArt objects 13 Show or hide a grid or guides 13 Copy the attributes of a shape 14 Select text and objects 14
Delete and copy text and objects 15 Move around in text 16 Move around in and work on tables 17 Edit a linked or embedded object 17 Format and align characters and paragraphs 18 Change or resize the font 18 Apply character formats 18 Copy text formats 19 Align paragraphs 19 Run a presentation 20 Slide show shortcuts 20 Media shortcuts during presentation 22 Browse Web presentations 22 Use the Selection pane feature 23 2 | Page Microsoft Office basics Display and use windows TO DO THIS PRESS Switch to the next window. ALT+TAB, TAB Switch to the previous window. ALT+SHIFT+TAB, TAB Close the active window. CTRL+W or CTRL+F4 Broadcast the open presentation to a remote audience using the PowerPoint web application. CTRL+F5 Move to the next task pane from another pane in the F6 program window (clockwise direction). You may need to press F6 more than once. NOTE If pressing F6 does not display the task pane that you want, press ALT to put the focus on the Ribbon, and then press CTRL+TAB to move to the task pane. Move to a pane from another pane in the program window (counterclockwise direction). SHIFT+F6 When more than one PowerPoint window is open, switch to CTRL+F6 the next PowerPoint window. Switch to the previous PowerPoint window. CTRL+SHIFT+F6 Copy a picture of the screen to the Clipboard. PRINT SCREEN Copy a picture of the selected window to the Clipboard. ALT+PRINT SCREEN 3 | Page Change or resize the font NOTE The cursor needs to be inside a text box to use these shortcuts. TO DO THIS PRESS Change the font. CTRL+SHIFT+F Change the font size. CTRL+SHIFT+P Increase the font size of the selected text. CTRL+SHIFT+> Decrease the font size of the selected text. CTRL+SHIFT+< Find and replace TO DO THIS PRESS Open the Find dialog box. CTRL+F Open the Replace dialog box. CTRL+H Repeat the last Find action. SHIFT+F4 4 | Page Move around in text or cells TO DO THIS PRESS Move one character to the left. LEFT ARROW Move one character to the right. RIGHT ARROW Move one line up. UP ARROW Move one line down. DOWN ARROW Move one word to the left. CTRL+LEFT ARROW Move one word to the right. CTRL+RIGHT ARROW Move to the end of a line. END Move to the beginning of a line. HOME Move up one paragraph. CTRL+UP ARROW Move down one paragraph. CTRL+DOWN ARROW Move to the end of a text box. CTRL+END Move to the beginning of a text box. CTRL+HOME In Microsoft Office PowerPoint, move to the next title or body text placeholder. If it is the last placeholder on a slide, CTRL+ENTER this will insert a new slide with the same slide layout as the original slide. Repeat the last Find action. SHIFT+F4 5 | Page Move around in and work in tables TO DO THIS PRESS Move to the next cell. TAB Move to the preceding cell. SHIFT+TAB Move to the next row. DOWN ARROW Move to the preceding row. UP ARROW Insert a tab in a cell. CTRL+TAB Start a new paragraph. ENTER Add a new row at the bottom of the table. TAB at the end of the last row 6 | Page Access and use task panes TO DO THIS PRESS Move to a task from another pane in the program window. F6 (You may need to press F6 more than once.) When a task pane is active, select the next or previous option in the task pane, respectively. TAB, SHIFT+TAB Display the full set of commands on the task pane menu. CTRL+DOWN ARROW Move among choices on a selected submenu; move among certain options in a group of options in a dialog box. DOWN ARROW or UP ARROW Open the selected menu, or perform the action assigned to SPACEBAR or ENTER the selected button. Open a shortcut menu; open a drop-down menu for the selected gallery item. SHIFT+F10 When a menu or submenu is visible, select the first or last HOME, END command, respectively, on the menu or submenu. Scroll up or down in the selected gallery list, respectively. PAGE UP, PAGE DOWN Move to the top or bottom of the selected gallery list, HOME, END respectively. Close a task pane. CTRL+SPACEBAR, C Open the Clipboard. ALT+H, F, O Resize a task pane 1. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands. 2. Use the DOWN ARROW key to select the Size command, and then press ENTER. 3. Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys to resize one pixel at a time. NOTE When you finish resizing, press ESC. 7 | Page Use dialog boxes TO DO THIS PRESS 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. (A tab must already be selected in an open dialog box) DOWN ARROW Switch to the previous tab in a dialog box. (A tab must already be selected in an open dialog box) UP ARROW Open a selected drop-down list. DOWN ARROW, ALT+DOWN ARROW Open the list if it is closed and move to an option in the list. First letter of an option in a drop-down list Move between options in an open drop-down list, or between options in a group of options. UP ARROW, DOWN ARROW Perform the action assigned to the selected button; select or clear the selected check box. SPACEBAR Select an option; select or clear a check box. The letter underlined in an option Perform the action assigned to a default button in a dialog box. ENTER Close a selected drop-down list; cancel a command and close a dialog box. ESC 8 | Page Use edit boxes within dialog boxes An edit box is a blank box in which you type or paste an entry, such as your user name or the path of a folder. TO DO THIS PRESS Move to the beginning of the entry. HOME Move to the end of the entry. END Move one character to the left or right, respectively. LEFT ARROW, RIGHT ARROW Move one word to the left. CTRL+LEFT ARROW Move one word to the right. CTRL+RIGHT ARROW Select or cancel selection one character to the left. SHIFT+LEFT ARROW Select or cancel selection one character to the right. SHIFT+RIGHT ARROW Select or cancel selection one word to the left. CTRL+SHIFT+LEFT ARROW Select or cancel selection one word to the right. CTRL+SHIFT+RIGHT ARROW Select from the cursor to the beginning of the entry. SHIFT+HOME Select from the cursor to the end of the entry. SHIFT+END 9 | Page Use the Open and Save As dialog boxes TO DO THIS PRESS Open the Open dialog box ALT+F then O Open the Save As dialog box ALT+F then A Move between options in an open drop-down list, or between options in a group of options Arrow keys Display a shortcut menu for a selected item, such as a folder or file. SHIFT+F10 Move between options or areas in the dialog box. TAB Open the filepath drop-down menu F4 or ALT+I Refresh the file list. F5 Navigating the Ribbon Access any command with a few keystrokes 1. Press ALT. The KeyTips are displayed over each feature that is available in the current view. 2. Press the letter shown in the KeyTip over the feature that you want to use. 3. Depending on which letter you press, you may be shown additional KeyTips. For example, if the Home tab is active and you press N, the Insert tab is displayed, along with the KeyTips 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. For example, if the Home tab is active, press ALT+H, F, S will take you to the Size list box in the Font group. NOTE To cancel the action that you are taking and hide the KeyTips, press ALT. 10 | Page Change the keyboard focus without using the mouse Another way to use the keyboard to work with the Ribbon is to move the focus among the tabs and commands until you find the feature that you want to use. The following table lists some ways to move the keyboard focus without using the mouse. TO DO THIS PRESS Select the active tab of the Ribbon and activate the access keys. ALT or F10. Press either of these keys again to move back to the document and cancel the access keys. Move left or right to another tab of the Ribbon, respectively. F10 to select the active tab, and then LEFT ARROW, RIGHT ARROW Hide or show the Ribbon. CTRL+F1 Display the shortcut menu for the selected command. SHIFT+F10 Move the focus to select each of the following areas of the F6 window: Active tab of the Ribbon Any open task Your document Move the focus to each command on the Ribbon, forward or backward respectively. TAB, SHIFT+TAB Move down, up, left, or right among the items on the Ribbon, respectively. DOWN ARROW, UP ARROW, LEFT ARROW, RIGHT ARROW Activate the selected command or control on the Ribbon. SPACE BAR or ENTER Open the selected menu or gallery on the Ribbon. SPACE BAR or ENTER Activate a command or control on the Ribbon so you can modify a value. ENTER Finish modifying a value in a control on the Ribbon, and move ENTER the focus back to the document. Get help on the selected command or control on the Ribbon. (If no Help topic is associated with the selected command, a general Help topic about the program is shown instead.) F1 11 | Page Common tasks in Microsoft Office PowerPoint Move between panes TO DO THIS PRESS Move clockwise among panes in Normal view. F6 Move counterclockwise among panes in Normal view. SHIFT+F6 Switch between Slides and Outline tabs in the Outline and Slides pane in Normal view. CTRL+SHIFT+TAB Work in an outline TO DO THIS PRESS Promote a paragraph. ALT+SHIFT+LEFT ARROW Demote a paragraph. ALT+SHIFT+RIGHT ARROW Move selected paragraphs up. ALT+SHIFT+UP ARROW Move selected paragraphs down.ALT+SHIFT+DOWN ARROW Show heading level 1. ALT+SHIFT+1 Expand text below a heading. ALT+SHIFT+PLUS SIGN Collapse text below a heading. ALT+SHIFT+MINUS SIGN Work with shapes, pictures, boxes, objects, and WordArt Insert a shape 1. Press and release ALT, then N, then S, then H to select Shapes. 2. Use the arrow keys to move through the categories of shapes, and select the shape that you want. 3. Press CTRL+ENTER to insert the shape that you selected. 12 | Page Insert a text box 1. Press and release ALT, then N, and then X. 2. Press CTRL+ENTER to insert the text box. Insert an object 1. Press and release ALT, then N, then J to select Object. 2. Use the arrow keys to move through the objects. 3. Press CTRL+ENTER to insert the object that you want. Insert WordArt 1. Press and release ALT, then N, then W to select WordArt. 2. Use the arrow keys to select the WordArt style that you want, and then press ENTER. 3. Type the text that you want. Select a shape NOTE If your cursor is within text, press ESC. • To select a single shape, press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects until sizing handles appear on the object that you want to select. • To select multiple items, use the selection pane. Group or ungroup shapes, pictures, and WordArt objects • To group shapes, pictures, or WordArt objects, select the items that you want to group, and then press CTRL+G. • To ungroup a group, select the group, and then press CTRL+SHIFT+G. Show or hide a grid or guides TO DO THIS PRESS Show or hide the grid. SHIFT+F9 Show or hide guides. ALT+F9 13 | Page Copy the attributes of a shape 1. Select the shape with the attributes that you want to copy. NOTE If you select a shape with text, you copy the look and style of the text in addition to the attributes of the shape. 2. Press CTRL+SHIFT+C to copy the object attributes. 3. Press the TAB key or SHIFT+TAB to select the object that you want to copy the attributes to. 4. Press CTRL+SHIFT+V. Select text and objects TO DO THIS PRESS Select one character to the right. SHIFT+RIGHT ARROW Select one character to the left. SHIFT+LEFT ARROW Select to the end of a word. CTRL+SHIFT+RIGHT ARROW Select to the beginning of a word. CTRL+SHIFT+LEFT ARROW Select one line up (with the cursor at the beginning of a line). SHIFT+UP ARROW Select one line down (with the cursor at the beginning of a line). SHIFT+DOWN ARROW Select an object (when the text inside the object is selected). ESC Select another object (when one object is selected). TAB or SHIFT+TAB until the object you want is selected Select text within an object (with an object selected). ENTER Select all objects. CTRL+A (on the Slides tab) Select all slides. CTRL+A (in Slide Sorter view) Select all text. CTRL+A (on the Outline tab) 14 | Page Delete and copy text and objects TO DO THIS PRESS Delete one character to the left. BACKSPACE Delete one word to the left. CTRL+BACKSPACE Delete one character to the right. DELETE Delete one word to the right. NOTE The cursor must be between words to do this. CTRL+DELETE Cut selected object or text. CTRL+X Copy selected object or text. CTRL+C Paste cut or copied object or text. CTRL+V Undo the last action. CTRL+Z Redo the last action. CTRL+Y Copy formatting only. CTRL+SHIFT+C Paste formatting only. CTRL+SHIFT+V Open Paste Special dialog box. CTRL+ALT+V 15 | Page Move around in text TO DO THIS PRESS Move one character to the left. LEFT ARROW Move one character to the right. RIGHT ARROW Move one line up. UP ARROW Move one line down. DOWN ARROW Move one word to the left. CTRL+LEFT ARROW Move one word to the right. CTRL+RIGHT ARROW Move to the end of a line. END Move to the beginning of a line. HOME Move up one paragraph. CTRL+UP ARROW Move down one paragraph. CTRL+DOWN ARROW Move to the end of a text box. CTRL+END Move to the beginning of a text box. CTRL+HOME Move to the next title or body text placeholder. If it is the last placeholder on a slide, this will insert a new slide with the CTRL+ENTER same slide layout as the original slide. Move to repeat the last Find action. SHIFT+F4 16 | Page Move around in and work on tables TO DO THIS PRESS Move to the next cell. TAB Move to the preceding cell. SHIFT+TAB Move to the next row. DOWN ARROW Move to the preceding row. UP ARROW Insert a tab in a cell. CTRL+TAB Start a new paragraph. ENTER Add a new row at the bottom of the table. TAB at the end of the last row Edit a linked or embedded object 1. Press TAB OR SHIFT+TAB to select the object that you want. 2. Press SHIFT+F10 for the shortcut menu. 3. Use the DOWN ARROW until Worksheet Object is selected, press RIGHT ARROW to select Edit, and press ENTER. NOTE The name of the command in the shortcut menu depends on the type of embedded or linked object. For example, an embedded Microsoft Office Excel worksheet has the command Worksheet Object, whereas an embedded Microsoft Office Visio Drawing has the command Visio Object. 17 | Page Format and align characters and paragraphs Change or resize the font NOTE You must first select the text that you wish to change to use these keyboard shortcuts. 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+< Apply character formats TO DO THIS PRESS Open the Font dialog box to change the formatting of characters. CTRL+T Change the case of letters between sentence, lowercase, or uppercase. SHIFT+F3 Apply bold formatting. CTRL+B Apply an underline. CTRL+U Apply italic formatting. CTRL+I Apply subscript formatting (automatic spacing). CTRL+EQUAL SIGN Apply superscript formatting (automatic spacing). CTRL+SHIFT+PLUS SIGN Remove manual character formatting, such as subscript and superscript. CTRL+SPACEBAR Insert a hyperlink. CTRL+K 18 | Page Copy text formats TO DO THIS PRESS Copy formats. CTRL+SHIFT+C Paste formats. CTRL+SHIFT+V Align paragraphs TO DO THIS PRESS Center a paragraph. CTRL+E Justify a paragraph. CTRL+J Left align a paragraph. CTRL+L Right align a paragraph. CTRL+R 19 | Page Run a presentation You can use the following keyboard shortcuts while you are running your presentation in Slide Show view. Slide show shortcuts Start a presentation from the beginning. F5 Perform the next animation or advance to the next slide. N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or SPACEBAR Perform the previous animation or return to the previous P, PAGE UP, LEFT ARROW, UP ARROW, slide. or BACKSPACE Go to slide number. number+ENTER Display a blank black slide, or return to the presentation from B or PERIOD a blank black slide. Display a blank white slide, or return to the presentation from W or COMMA a blank white slide. Stop or restart an automatic presentation. S End a presentation. ESC or HYPHEN Erase on-screen annotations. E Go to the next slide, if the next slide is hidden. H Set new timings while rehearsing. T Use original timings while rehearsing. O Use mouse-click to advance while rehearsing. M Re-record slide narration and timing R 20 | Page TO DO THIS PRESS Return to the first slide. Press and hold Right and Left Mouse buttons for 2 seconds Show or hide the arrow pointer A or = Change the pointer to a pen. CTRL+P Change the pointer to an arrow. CTRL+A Change the pointer to an eraser CTRL+E Show or hide ink markup CTRL+M Hide the pointer and navigation button immediately. CTRL+H Hide the pointer and navigation button in 15 seconds. CTRL+U View the All Slides dialog box CTRL+S View the computer task bar CTRL+T Display the shortcut menu. SHIFT+F10 Go to the first or next hyperlink on a slide. TAB Go to the last or previous hyperlink on a slide. SHIFT+TAB Perform the "mouse click" behavior of the selected hyperlink. ENTER while a hyperlink is selected 21 | Page Media shortcuts during presentation TO DO THIS PRESS Stop media playback ALT+Q Toggle between play and pause ALT+P Go to the next bookmark ALT+END Go to the previous bookmark ALT+HOME Increase the sound volume ALT+Up Decrease the sound volume ALT+Down Seek forward ALT+SHIFT+PAGE DOWN Seek backward ALT+SHIFT+PAGE UP Mute the sound ALT+U TIP You can press F1 during your presentation to see a list of controls. Browse Web presentations The following keys are for viewing your Web presentation in Microsoft Internet Explorer 4.0 or later. TO DO THIS PRESS Move forward through the hyperlinks in a Web presentation, the Address bar, and the Links bar. TAB Move back through the hyperlinks in a Web presentation, the Address bar, and the Links bar. SHIFT+TAB Perform the "mouse click" behavior of the selected hyperlink. ENTER Go to the next slide. SPACEBAR 22 | Page Use the Selection pane feature Use the following keyboard shortcuts in the Selection pane. To launch the Selection pane, press Alt, then H, then S, then L, and then P. TO DO THIS PRESS Cycle the focus through the different panes. F6 Display the context menu. SHIFT+F10 Move the focus to a single item or group. UP ARROW or DOWN ARROW Move the focus from an item in a group to its parent group. LEFT ARROW Move the focus from a group to the first item in that group. RIGHT ARROW Expand a focused group and all its child groups. * (on numeric keypad only) Expand a focused group. + (on numeric keypad only) Collapse a focused group. - (on numeric keypad only) Move the focus to an item and select it. SHIFT+UP ARROW or SHIFT+DOWN ARROW Select a focused item. SPACEBAR or ENTER Cancel selection of a focused item. SHIFT+SPACEBAR or SHIFT+ENTER Move a selected item forward. CTRL+SHIFT+F Move a selected item backward. CTRL+SHIFT+B Show or hide a focused item. CTRL+SHIFT+S Rename a focused item. F2 Switch the keyboard focus within the Selection pane between tree view and the Show All and Hide All buttons. TAB or SHIFT+TAB 23 | Page TO DO THIS PRESS Collapse all groups. ALT+SHIFT+1 NOTE The focus must be in the tree view of the Selection pane to use this shortcut. Expand all groups. ALT+SHIFT+9 24 | Page Register at the dedicated AccessIndia list for discussing accessibility of mobile phones / Tabs on: http://mail.accessindia.org.in/mailman/listinfo/mobile.accessindia_accessindia.org.in Search for old postings at: http://www.mail-archive.com/accessindia@accessindia.org.in/ To unsubscribe send a message to accessindia-requ...@accessindia.org.in with the subject unsubscribe. To change your subscription to digest mode or make any other changes, please visit the list home page at http://accessindia.org.in/mailman/listinfo/accessindia_accessindia.org.in Disclaimer: 1. 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