1. Opening Slide
2. Agenda
*
* Why Use Them
* Create a Keyboard
* Windows (Key) Shortcuts
* Most Apps
* Word
* PowerPoint
* Excel
* Finding Shortcuts
* Create Your Own
* Toolbars/Menus
3. Why Use Them
* If you use MS Windows and Office applications in your daily work, a few simple tips will help you save
* an hour of your time per week, maybe more
* Best of all, these tips are so easy to use that you can put them to use immediately
* Pick & Choose - Do not try to memorize them all
* Memorize and learn 1 at a time
* *Please note that some schools/agencies may prevent you from changing some tools/options
4. On-Screen Keyboard
* Click on the 'Start' button
* Choose the 'Run' feature and type 'osk' in the text field
* The keyboard opens on your desktop which features different typing modes that can be used to type data (settings)
* Clicking mode - click the on–screen keys
* Hovering mode - use a mouse or key to point to a key, which is then typed
* Joystick or key
5. OSK Desktop Shortcut
* Right–click desktop, select New, - Shortcut
* Create Shortcut Wizard should appear
* Type OSK in Type Location - click Next
* Type a name - click Finish
* To set up a keyboard shortcut, right click the desktop shortcut you’ve just created and click Properties
* In the Shortcut key box, click a letter like Z and CTRL+ALT+Z will appear
* That’s your customized keyboard shortcut
* Click Apply and OK
6. Windows Key
* By itself, Opens Start Menu (great to know if it disappears)
* Ctrl-Esc works too
* Either shortcut will open the Start menu
* Use the Up and Down Arrow keys to move through the menu, and the Enter key to choose an item
7. Windows (key) +
*
* + D - shows the desktop
* + E - Windows Explorer
* + M - minimizes all open windows
* + Shift + M - maximizes all open windows
* + R - shows the RUN dialog
* + F - shows Search (find) window
* + TAB - Go through taskbar apps
* + L – locks Windows when leaving
* + U – Utility Mgr (osk)
* + Pause/Break - shows System Properties box
8. Context Menu
* Context-menu is what most people think of as the right-click menu —list of options relevant to the selected object
* Using the Application key is equivalent to, but easier than using Shift-F10
* Particularly useful within programs
* You can bring up the context menu for words in Word or cells in Excel without having to reach for the mouse
9. Minimize/Maximize/Close
* Press ALT-Spacebar to open the System menu, which includes Restore, Move, Size, Minimize, Maximize, and Close
* You also can close a window quickly by pressing ALT-F4, a shortcut that is especially handy for pop-up ads that display in a browser window with no menu bar
10. Screen Prints
* Copy an image of the currently selected Window to the Clipboard: Alt-
* You can then paste the image into a document – CTRL + V
* Using Alt-
* If no dialogs are open, Alt-
11. Windows Explorer Tips (my computer) (Winkey + E)
* Task pane/folder pane
* Views
* Details View
* Move Columns/Add/Remove/Resize
* Open two windows
* Rt click file – Properties - Summary tab
* Sorting
12. Delete a File – Bypass Trash
* If you have a sensitive file or a big file that you don’t want taking up disk space, press Shift +Delete to delete it instead
* It won’t appear in the Trashcan, it’s just gone with only one confirmation dialog box to confirm
* Change your mind? You can press Ctrl+Z to Undo the delete operation, but don’t wait too long
13. Edit the Send To
* In Windows Explorer – Go to the Local Disk – (C:) drive
* Click on Documents and Settings
* User Name (your name usually)
* Double Click on Send To Folder to open
* Right click in Window (right side)
* Select New - Shortcut
14. Edit the Save As/Save In Menu
* File – Save As
* In Save In Drop Down box, find folder you want to save to, then
* Tools – Add to My Places
15. Create Dummy Text (in Word)
* First, Make sure the "Replace text as you type" option is selected by default ("Tools | AutoCorrect Options“)
* To create some dummy text for this presentation type:
* =rand(8,10) into your document
* Word instantly fills the screen with "The quick brown fox jumps over the lazy dog," over and over again
* The first number specifies the number of paragraphs, and the second tells Word how many sentences to put in each paragraph
16. Most Apps
*
* Ctrl + A – select all Ctrl + C – copy
* Ctrl + V – paste
* Ctrl + X – cut
* Ctrl + B bold
* Ctrl + I italic
* Ctrl + U underline
* Ctrl + P – Print
* Ctrl + H – Find/Replace
* Ctrl + F2 – print preview
* Ctrl + Y – repeat last command
* Ctrl + Z - undo
*
17. Most Applications
*
* Ctrl + N - New Doc
* Ctrl + O - Open File:
* Ctrl + S - Save
* Ctrl + F4 - Close Doc
* Ctrl + F6 – scrolls between open docs
* Ctrl + shift + C, Ctrl + shift +V – like format painter
* Ctrl + shift + P – change font size
* Ctrl + shift + F – change font
*
18. Most Apps
*
* F5 – Refreshes
* F7 – Spelling and grammar
* F11 – Full Screen
* F12 – Save As
* Alt + Shift + D - Insert the current date (not Excel)
* Alt + Shift + T- Insert the current time
19.
20. F4: So Many Uses
* In some programs – repeats last action
* Use it to close any open applications
* Make sure the program you want to close is selected, press Alt+F4
* With one application that has many different docs in it, press Ctrl+F4 & just that 1 window closes instead of whole program
* Use F4 to shut down
* Make sure all programs are closed - press Alt+F4
* Brings up "Turn off computer" box - proceed with normal shut down
* Pressing Alt + F4 is the same as Start, Turn off computer
*
21. To Open Recently Used File
* Alt + F
* 1,2,3,4, etc.
* Expand List – Tools, Options, General
22. MS Word – Title Slide
23. More Shortcuts
* Ctrl+ D – Brings up Font Dialogue Box
* Ctrl+ L - Align selection or paragraph to the left
* Ctrl+ E - Align selection or paragraph to the center
* Ctrl+ M - Indent paragraph or selection
* Ctrl+ H – Find/Replace
24. Unique Shortcuts
* Ctrl + Shift + W – Underlines text, but not spaces
* Ctrl + Shift + D – Double underlines text (& spaces)
* Ctrl + shift + A – All caps
* Ctrl + Enter – page break
25. More Word Shortcuts
* Ctrl + Zero – adds or removes 1 space before paragraph
* Ctrl+ 1 - Single-space all the lines in selection
* Ctrl+ 2 - Double-space all the lines in selection
* Ctrl+ 5 - 1.5-space all the lines in selection
26. Change Case (Word)
* Format - Change Case options - make text all lower case, all upper case, sentence case, toggle case or title case.
* Shift + F3 – Change Case
* Two Different Types Of All Caps
* To change text to small caps, simply highlight the text to be changed and then press Shift+ Ctrl + K
27. Quick Tips – Jump to It
* Say you’re on page 17, but forgot something on pg 1
* Instead of scrolling to page 1 & then scrolling back..
* Go to the first page (Ctrl + Home)
* Hold down the Shift key and press F5
* The cursor will automatically jump to the exact place where the cursor was before you moved it
* Even better - still on pg 17 - save & close doc- when you re-open it, cursor is at very top of first page -Press Shift+F5 again - you’ll immediately jump right back to where you were on page 17 or wherever
28. Copy & Paste from Web
* Here's a neat copy-and-paste trick for Word XP
* After pasting stuff from a Web page into a Word document, Word XP pops up an object
* It‘s usually on the right side of the pasted text in the form of a little square with a clipboard icon within the square
* Click the icon and choose Keep Text Only
* This does away with all the formatting that's dragged along from the Web site (and graphics)
* Can also use Match Destination formatting
29. Other Methods to Remove Formatting
* Ctrl + Space bar (after selecting all text CTRL + A)
* Ctrl Q – Removes paragraph formatting
* Ctrl + Shift + N – returns to “Normal” style
30. Doing the Backstroke
* Some people tap the backspace key continually to delete text
* Could use mouse to highlight text and delete it with a single keystroke
* Or hold down the CTRL key, and then hit backspace a few times to take out one whole word at a time (Ctrl + Del deletes forward)
* Holding down shift key and using the arrows allows you to select text
* Shift + CTRL changes this from a single character to an entire word at a time
31. Selecting Text
* Difficult to select more than a few paragraphs of text at once using only the mouse, particularly if you have a fast PC, as the text will shoot past before you notice
* Select large amounts of text by clicking where you want your to start, then go to the end of the selection using the mouse wheel or scroll bars
* Hold down Shift and click again to select the block of text
* If you have already selected a portion of text and realize that you have selected too much, hold down the SHIFT key and click on the point where you want the selection to end
* The unwanted text will not be selected any longer, while the rest of the selection will remain
32. More Text Select
* Double-click to select a word
* Select a whole sentence by double-clicking anywhere inside it while pressing the Ctrl key
* CTRL key + any number of additional text selections, even if they are not adjacent to your original selection - (then format, delete, whatever)
* At left of each paragraph is a skinny, invisible selection-strip area- your cursor becomes an arrow pointing to the right
* Once it's there, a double-click selects entire paragraph
* Three clicks there selects the whole document
33. Select What You Want
* If you start selecting a piece of text in the middle of a word and stop in the middle of another word, Word will guess that you also wish to include the beginning few letters of the first word and the end few letters of the last word in the selection,
* Holding down CTRL-SHIFT and then selecting your text will bypass the automatic word selection feature in Word and will select the text precisely to the nearest character
34. Select Vertically
* We usually select text horizontally
* Want to select vertically instead?
* Just hold down the ALT key and start dragging open a selection rectangle until you have covered the information you wish to select
* If the Research pane appears - Release the [Alt] key before you let up on the mouse button
* Word should retain the selection
* If you hold down [Alt] but release the mouse button, Word thinks “[Alt]-click” and opens the Research pane in response.
35. Double Your Pleasure
* Double-click a number in a numbered list – Opens numbered tab in Bullets & Numbering dialog box
* Double-click a bullet in a bulleted list – Opens the Bulleted tab in the dialog box
* Double-click frame of a text box – Opens the Format Text Box dialog box
* Double-click the Title Bar – toggles between maximized and restored window size
* Double-click the vertical ruler (Page Setup-print view only)
* Or Double-click the gray (maybe) area of horizontal ruler
36. Neat Text Boxes
* Change the look of boring rectangular text boxes
* Create a text box and select the border
* Make sure Drawing toolbar is displayed, - View, Toolbars, Drawing
* Drawing toolbar, - Draw, Change AutoShape, Basic Shapes -select Rounded Rectangle shape
* How about a text box with a folded corner
* Draw arrows, stars, cartoon bubbles, flowchart items, shadows, 3D shapes, etc...
37. Cool Brackets
* How do you insert cool brackets that allow you to group items?
* There's one on the keyboard, but not one that can be manipulated
* Try selecting them from the Drawing toolbar – Autoshapes – Basic Shapes
38. Create Blank Lines in Lists
* In middle of numbered/bulleted list - want to insert a blank line to make the list more readable?
* Pressing ENTER, just adds another list item
* Press ENTER twice, your cursor moves out of the list, which is not what you want
* Press SHIFT-ENTER - cursor stays in list -moves down a line w/out inserting another bullet or number
* Press ENTER and a new bullet or number will form
39. Scraps
* You can create 'scraps' which are small blocks of text from a document
* Highlight text in open document and drag to Desktop, - you will see it appear as a document scrap
* Can arrange and rename scraps on Desktop, and drop back into Word docs as you need them
* Scraps can be pasted into most other applications too
* Can also do this in PowerPoint
40. Need to Leave in a Hurry?
* Why bother closing and saving all your files individually if you have a lot open
* Press the Shift key as you open the File menu
* You've just changed the Save command to say Save All, and the Close command to say Close All
41. Word Calculate?
* Choose Tools – Customize
* Click the Commands tab and choose All Commands from the Categories list box
* Click in the Commands list box and scroll down to select ToolsCalculate
* Drag the ToolsCalculate item to the toolbar where you want it to appear
42. Word Calculate - picture
43. How to Use it
* Once you have access to the Calculate command, highlight a series of numbers (either horizontally or vertically) and click your Tools Calculate button
* Word will display the sum in the status bar
* It will also place that sum on the clipboard, so if you need to paste it into a document, just click in the desired spot and press [Ctrl]V or click Paste
44. Picture
45. Table Tips
* Pain in the neck to delete columns and rows in a table?
* Just select and use Backspace, not Delete
* Enter - Add a space to the top of a table
* Tab - Add a row to the bottom of a table (you need to be in the last table cell)
* Ctrl + Shift + Enter – Split a table (click in the row above which you want the split to occur)
46. Table Shortcuts
* Alt + Shift + Page Up/Page Down -Selects from the current cell to the top or bottom of the column
* Alt + Shift + Home/End – Selects from the current cell to the beginning or end of the row
* Alt + double-click within table selects it
* Alt + click in column selects column
* Alt + click in column + Ctrl Alt selects non-adjacent columns
47. Sorting in Word
* Select the list to sort (make sure there is a return after each item)
* Go to Table – Sort
* Check if it has a heading
* Go to Options if need more sort options (ex. First and last name sorts)
48. Out of Sorts?
* You can cut and paste or you can retype the information… OR
* Click inside the row you want to move
* Hold down ALT + SHIFT keys - use up and down arrows on keyboard to move row to new location
* Also use these keystrokes to reorder paragraphs, bulleted lists and numbered lists
* Can sort whole list of items (Table, Sort)
49. Mouse Tricks
* Have a scroll wheel mouse - use wheel to enlarge or shrink screen size of doc or worksheet
* Hold down
* You may need to enable this feature to make it work properly; Tools – Options – General - Check
50. Mouse Magic
* Trouble locating your mouse pointer on the screen
* Windows XP has a nifty little 'mouse sonar' option available, which will cause your mouse pointer to pop-up a little concentric ring around itself to show you where it is
* Go to 'start\control panel\mouse'
* Choose the 'pointer options' tab
* Check the 'show location of pointer when I press the control key' box
51. Scroll Along
* With a mouse with scroll wheel, press your finger directly down on the wheel and see what happens
* Once you do that, you should see a big double arrow appear
* You can then just move your mouse up and down and it will do an "automatic scroll" for you
52. PowerPoint
*
* Home – First slide
* End – Last slide
* B – Black slide
* F5 – Starts slide show
* Shift + Normal View Icon – Master View
* During Slide Show, Press F1 for shortcuts
* Alt + Shift + Arrow Keys – promote/demote
* F2 –Selects text box
* Ctrl + M – New Slide
* Ctrl + G – activate guides/grid
* Ctrl + T – font menu
* Ctrl + D - Duplicate
53.
54. Text Boxes and Shapes
* Just type in the shape
* No need to overlay a text box
* Format – auto shape - text box
55. Add Pictures to AutoShapes
* This can look really nice if you use pictures within circles or stars
* Select your Auto shape such as a circle or a star
* Select the Fill Color button found on the Draw Toolbar usually found at the bottom of the screen
* Then select Fill Effects > Picture and then select Picture and Insert
* You probably also want to select Lock picture aspect ratio to keep the picture in proportion
56. Select Multiple Objects
* Click/hold/drag mouse to form a box around the objects
* Now you can move them, group them or nudge them
57. Easy Copy – (works in most apps)
* To copy an object on your page quickly and easily instead of using cut & paste, try this instead
* Select the object you want to copy by clicking on it
* Hold down the "CTRL"
* Click (with the left mouse button) and drag the object to the new position
* Try it again but press the "Shift" key at the same time as the CTRL key
* This will keep the objects aligned
* Great for making diagrams etc
58. Compress Your Presentation
*
* Click File - Save as
* Click Tools drop down menu
* Select Compress Pictures
* Select All Pictures in document
* Web/Screen unless you need to be able to print the presentation in high quality
* Select Compress pictures and Delete cropped areas of pictures
* Click OK
* Confirm you want to Compress Pictures (if the dialog appears)
* Save presentation to a new file name
* Click Save
59.
60. Show View and Slide View
* Ctrl + Slide Show View
* Adds a tiny preview window of current slide in Slide Show view
* Esc – ends slide show
61. Excel
* F2 – Edit in cell
* HOME – Go to column A of Active Row
* END – Go to edge of the spreadsheet
* Ctrl + Home – Go to A1
* Ctrl + End – Go to last cell in used range
62. Shortcuts
* Ctrl + Shift + ~ - Apply the general number format
* Ctrl + Shift + $ - Turn numbers into dollars
* Ctrl + Shift + % - Make numbers a percentage
* Ctrl + Shift + & - Apply a border
* Ctrl + ‘ – Repeat data from cell above
63. More Excel Shortcuts
*
* Ctrl + ; - Current date
* Ctrl + Shift + : - Current date and time
* Ctrl + Spacebar - Select columns
* Shift + Spacebar - Select rows
* Ctrl + 1 - Display Format Cells dialog box
* Backspace - Erase data in current cell
* Ctrl + Shift + * - selects a block of data
* F8: expands or extends a selection by using the arrow keys
* F7 - Check spelling of titles or words within cells
64. Excel Tips
* When typing a date into Excel, just enter the month, slash, day such as 7/15 and then press Enter
* No need to type the year
* Excel assumes that it is the current year
* The display of the date depends on the formatting of the cell
65. Worksheet Options
* Right-click on any sheet tab (Sheet1, Sheet2, etc.) for a shortcut menu of worksheet options
* This is a quick way to rename, delete, add, change colors, copy, and more
* Double-click to rename quickly
* Ctrl + Page Up/Page Down – switch between worksheets
66. F4 in Excel
* If insert row or column using Insert menu, hit F4 - get a second row or column inserted
* Could also move to another part of wrksht, hit F4 - have new row or column inserted in new location
* Repeatedly hitting F4 will continue to repeat the last action - allows you to insert multiple rows or columns quickly and efficiently
* Trick works with almost any action you use, like bolding, underlining, cell format type, justification, etc.
67. Reverse Columns and Rows
*
* Click first cell of data range such as A1
* Shift-click the last cell of the range.
* Click Edit menu - Copy
* At bottom of page, click tab for blank worksheet such as Sheet2 (insert new one if needed)
* In blank worksheet, click cell A1
* Click Edit menu - Paste SpecialClick checkbox for Transpose
* Click OK
68.
69. How Can You Remember All These
* Most programs can show you the shortcut keys for any given toolbar button (if they exist):
* Choose "Tools", then "Customize“
* When the "Customize" multi-tabbed dialog box appears, choose "Options“
* Check "Show shortcut keys in Screentips“
* Press "Close“
* Now, move your mouse over a toolbar button, Word tells you what the keystrokes are
70. Show Your Shortcuts - picture
71. Make Word Your Own
* Create your own shortcuts
* Customize toolbars
* Customize right-click menus
72. Create Your Own Shortcuts
* Click Tools, Customize, - Keyboard button
* Categories, select menu where function is located
* Commands - click item for which you would like to make a shortcut
* Click Press New Shortcut Key field - then press desired key combo
* Be careful not to override other shortcuts you commonly use, such as CTRL-S, CTRL-P, or F7
* Click Assign - Close
* Click Close again
73. Change Your Right Click Menus
* Tools - Customize
* Click Toolbars tab
* Select Shortcut Menus checkbox
* Click a category on Shortcut Menu - click shortcut menu to modify - may need to explore categories to decide which shortcut menu you should modify
* Open Customize dialog box, click Commands tab
* In Categories, click a Category
* Drag command from Commands box to spot on the shortcut menu where you want it to reside
* Drop it! (Release the mouse!)
74. Find Shortcut Keys & Tips
*
* Google –Keyboard Shortcuts, Tips
* Application Help Menus – Type Shortcuts (keyboard)
* Key XL - http://www.keyxl.com/
* www.softwarepro.com
* www.internet4classrooms.com/
* http://del.icio.us/poochiesan
No comments:
Post a Comment