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Computer Shortcuts
David Diskin
- Windows XP................................2 Microsoft Excel .......................... for the University of the Pacific Center for Professional and Continuing Education
- Start Menu and Shortcut Keys 2 AutoSum
- Organize your Icons..................... 2 Freeze Pane
- Desktop and Lock Workstation 3 Free Templates.........................
- Right-Click and Drag 3 Fills with Constants
- Task Swapping 3 Fills with Formulas
- Burning a CD 4 Series Fills
- Internet Explorer .........................5 Auto Format
- Accessing .com Websites............... 5 Cell Number Format
- Search from the Address Bar 5 Border Toolbar
- Open in New Window 5 Print Area
- Microsoft Office...........................6 Fit to Page
- Format Painter 6 Hiding/Unhiding Rows and Columns
- Copy and Paste 6 Clicking Cell References..............
- Scroll and Zoom 7 Formula Helper
- Microsoft Word............................8 Editing Cells
- AutoText 8 Cursor Movement
- Addressed Envelope 9 Format Cells
- Microsoft PowerPoint.................. 10 Chart-O-Matic
- Photo Album
- Design Templates......................
- Running the Show
2 Computer Shortcuts
Windows XP
Start Menu and Shortcut Keys
Windows allows you to link a shortcut key (like Ctrl-Alt-C) to any of the programs in your Start Menu (such as the Calculator). If you have a program that you frequently need to hunt down like Internet Explorer, Calculator, QuickBooks, or Notepad, just pick a letter and assign it a shortcut. Follow these steps:
- Right-click on the program from your Start Menu
- Choose Properties
- Under “Shortcut Key”, type a letter or number.
- Hit OK.
- Test it out.
Organize your Icons
Your Start Menu (what you see when you hit the Start Button) and your Quick Launch (the short list of program icons right next to the Start Button) are both very customizable. If you right-click on your Start Menu , you can modify its contents by clicking “Explore All Users”. Then, drag and drop shortcuts between folders, create new folders, and delete the shortcuts you never use. Be careful though! Delete the wrong shortcut and you may have difficulties getting it back. As for the Quick Launch toolbar, you can simply drag-and-drop shortcuts from your Start Menu right into the toolbar. To remove a shortcut, right-click on it and choose Delete.
© 2007 David Diskin
4 Computer Shortcuts
Burning a CD
Windows XP makes it easy to create your own CD – perfect for sharing photos, backing up data, or giving someone your presentation. After inserting a blank CD into your CD+R drive, simply right-click on the file (or folder) you want copied and choose “Send To...” and “CD-R Drive” (or something similar). Windows will alert you that the file(s) is ready to copy, prompting you to click on the help balloon to start the process. Before you do this, you may repeat the process for as many files/folders as you like – storing them all up for one batch job.
© 2007 David Diskin
Internet Explorer
Accessing .com Websites
Tired of typing www and .com all the time? Don’t!
If the website you’re visiting is www._______.com, just type the middle part and hit Control-Enter. Try it out by typing just “microsoft” and tapping Ctrl-Enter. No need for anything else!
Search from the Address Bar
Did you know you can search straight from your address bar? Just type your search term (like “city of lodi”), hit the down-arrow on your keyboard to choose “Search” and press enter.
Open in New Window
Ever come across a website that you want to open up, but aren’t quite done with the page you’re currently reading?
If you hold down the Shift key while clicking the link, the new page will open up in a whole new window.
Try this the next time you’re scanning your favorite news website for headlines.
David Diskin - University of the Pacific - Center for Professional and Continuing Education
- As an Object – This nifty feature will paste the source in as a “mini version” of the original program. Meaning you’ll actually embed your Excel worksheet right into your Word document. Not only does this retain formatting very well, but you can also edit your worksheet right there from within Word.
Scroll and Zoom
One of the most useful features of a new “Scroll Button” mouse isn’t the ability to scroll up and down... it’s the zoom feature you get when you hold down the Control button.
Try this from Word, Excel, Publisher, and even some pages in Internet Explorer.
David Diskin - University of the Pacific - Center for Professional and Continuing Education
8 Computer Shortcuts
Microsoft Word
AutoText
Do you have text that you type frequently, such as a long medical term or the name of your department? How about directions to your building, a list of steps that you are always adding to a document, your signature block, etc? Using Word’s AutoText feature you can turn that long section of text into a tiny shortcut. By storing text into Word’s AutoText list, your text can be automatically completed by just typing the first few characters. To use AutoText, follow these steps:
- Type the term, phrase, or paragraph(s) exactly as you want it to appear, including any formatting such as font, bold, images, etc
- Highlight the text
- Choose the Tools menu, and AutoCorrect Options. Switch to the AutoText tab.
- You will see your text displayed in the “Preview” area. Click Add, then close the window. The next time you begin typing your text, you will see a popup alerting you to simply press Enter to let Word automatically complete it for you. You can create as many of these shortcuts as you like. AutoText entries can be easily deleted by returning to the AutoCorrect options, choosing AutoText, finding the entry you created and clicking Delete. Since AutoText entries are stored on your local computer, if your switch computers or your computer is formatted you will lose your entries unless your “normal.dot” file is backed up and restored.
© 2007 David Diskin
10 Computer Shortcuts
Microsoft PowerPoint
Photo Album
Throwing together a quick photo album slideshow has never been easier. From the Insert menu, choose Picture and “Photo Album”. Then insert as many photos as you want from your hard drive, camera, or scanner, make any adjustments, and hit Create!
Design Templates
Need a professional looking presentation in a jiffy? Try some of the built-in PowerPoint design templates. Choose the Format menu and “Slide Design”. Then pick any of the two dozen free templates that are installed with PowerPoint... or go online to find more! The feature will modify your entire presentation to match the new template. If you want to change the colors of your template, click the “Color Schemes” option from the Slide Design menu. And if you want to add your company logo to the template, choose View | Master | Slide Master and make your changes here. Whatever you change on the Slide Master will take effect throughout your entire presentation.
Running the Show
PowerPoint gives you a number of useful tools while presenting. Wiggle the mouse and you will see your pointer along with icons on the bottom-left of the screen. These icons allow you to blank-out the screen, jump to a specific slide, view your notes, and more.
You can also click on the pen icon to draw directly on your slides!
© 2007 David Diskin
Microsoft Excel
AutoSum
One of the easiest ways to automatically sum a range of data
is to use the AutoSum icon. Enter the cell you wish the sum to appear in, then click the icon. Excel will “guess” the area you want summarized and allow you to change it. Press enter to accept. If you’re pretty confident in Excel’s guessing abilities, just double-click the AutoSum icon and you won’t have to press enter.
On newer versions of Excel, AutoSum also lets you choose Average, Count, Min, and Max through the dropdown menu.
Freeze Pane
If part of your spreadsheet is “lost” off the edge of the screen, entering data can be tricky – especially if you cannot see the column or row headers to guide you.
To “freeze” the header rows in place, follow these steps:
- Scroll up and left so you can see the upper corner of your spreadsheet
- Place your cursor in the first “non header” cell, such as B
- Choose Window | Freeze Panes
Your spreadsheet will now always show your header row/column regardless of how far you have scrolled down or right.
Free Templates
Microsoft has made available a number of free Microsoft templates. Categories include invoices, work orders, time sheets, calendars, registers, scorecards, budgets, and even sales funnel management. To look for a template, use the New Document
David Diskin - University of the Pacific - Center for Professional and Continuing Education
Numbers, Dates, and Labels
If you give it enough data, Excel will usually be able to predict how you want your Fill to “fill up”. If you have given Excel a series of even numbers (2, 4, 6) and select that series, and then use the handle to fill downward, Excel will continue the series for you.
This works with a variety of methods, such as every seven days, every month, every fifteen minutes, quarter percentages, thousands, etc. Just remember to give it 3 to start with.
Labels
You can also incorporate labels into fills, such as “Chapter 1”, and have Excel automatically complete the rest for you.
Months and Weekdays
Enter the first of the series (like January or Sunday) and pull the handle down as far as you need it.
Custom Lists
Visit Tools | Options | Custom Lists to create your own custom lists.
Controlling your Fill
To have more control over the way Fill works, use the right mouse button as you drag the handle and options will appear. Choose Edit | Fill for even more options.
Auto Format
at can help turn a ho-hum spreadsheet
at |
Using Auto Form into something to be proud of in just three clicks.
Select the entire range of your data and choose Form Auto Format. You can then scroll through the list of available formats and choose OK.
David Diskin - University of the Pacific - Center for Professional and Continuing Education
14 Computer Shortcuts
For more control, click the Options button and you can choose what the auto formatter will and will not change.
Cell Number Format
Mastering the way Excel formats numbers can be tricky, but your time is well spent learning how this feature. You can adjust the formatting of a number with more control by going to Format | Cells, and then the Number tab. Don’t forget to choose the cell (or range of cells) you want to manipulate first. Consider that the following numbers are all identical to Excel, except the way they are formatted:
-.
© 2007 David Diskin
16 Computer Shortcuts
The quickest way to accomplish this is to change the Page settings through File | Page Setup. Locate Scaling and choose “Fit to 1 by 1”. A print preview will confirm your selection.
Hiding/Unhiding Rows and Columns
Often you may wish to hide an entire column or row from appearing when viewed on screen or on the printer. Simply right-click on the column or row header and choose Hide. To unhide, select the columns or rows on either side of the hidden area. So, if you hid column G, to unhide you would first select columns F and H. With both selected, right-click on the header and choose Unhide. Keep in mind that even if a range is hidden, a user who has the spreadsheet file can easily identify the hidden area and unhide them. Do not rely on this to hide sensitive data.
Clicking Cell References
Entering formulas all day can get tiring, but this little trick can make the time go by a lot faster. Instead of typing the cell reference (A3) in by hand, just click on the cell (after you’ve entered the = sign to start the formula off). Using this method, it’s real quick and easy to enter a formula: = (click) + (click) – (click) * (click) Not only that, but your “clicks” will be more accurate than typing the reference in manually.
Formula Helper
If you’re stuck on which formula to use, the formula helper can be a great tool. Simply start off your equation by clicking the icon on your formula bar. The helper will first ask you which formula you want to use and give you help on each one
© 2007 David Diskin
(they’re even broken down into categories). Then after you’ve chosen your formula you can get help on each of the formula’s arguments in the next screen.
Remember to complete the argument with a cell reference, just click the cell you want.
Editing Cells
Editing existing cells can be done a number of ways:
- Double-click the cell
- Select the cell and press F
- Select the cell and click into the Formula Bar
- Select the cell and retype the data
Cursor Movement
Excel provides a number of shortcuts for keyboard users to move your cursor without the use of the mouse. The Microsoft Excel Quick Reference Card provides a number of these tips, and can be downloaded for free at www.appliedoffice.net, under Resources.
Here’s a few shortcuts that are sure to save time:
- Home – Jump to column A
- Ctrl + Home – Jump to cell A
- Ctrl + End – Jump to the last cell in the spreadsheet
- Ctrl + PgUp/PgDn – Switch to another worksheet
Hold down the Shift key while moving your cursor and you will select the cells as you go!
David Diskin - University of the Pacific - Center for Professional and Continuing Education
