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While the ribbon makes it easy to access most of Word's commands, most power users would rather activate frequent techniques without constantly having to reach for the mouse. This is particularly helpful if you're repeating the same set of steps over and over again. Once you get the keyboard sequence in muscle memory, it's much faster than clicking. Here's how to navigate ribbons in dialog boxes using your keyboard. The first technique is called Key Tips. So here, I have two sets of text that I would like to resize to 20. I'll highlight the first one, hold down my Ctrl key, and highlight the second one.
I'll press the Alt key on the left side of my keyboard, and you can see letters appear on all the ribbons. The Quick Access Toolbar has a 1, 2, 3. Many of the tabs begin with their first letters. Any context-sensitive tabs will always begin with the letter J. So I want to be on the Home ribbon, so I'll tap H. Now, Font Size is labeled with an FS. So, I'll type FS. I'll type-in 20, and then I'll press Enter, and my text got bigger. That seemed to take long but watch me do it again.
I'm going to press Ctrl+Z and undo that, and I'm going to start over again; Alt+H, FS 20. Now, click on the background of the document so that nothing is highlighted. We can also use the keyboard to navigate the ribbon. This time, we're going to insert an image without even touching the mouse. Press Alt on your keyboard to activate the ribbon. This time, I'm going to use the right arrow to move over to the Insert tab. Then, I'm going to press the down arrow to move the focus into the ribbon itself, and then, I'll use my right arrow to move over to picture, and hit Enter.
You may need to reach for your mouse to do a little bit of file navigation. I have to go into the Chapter 3 folder of my Exercise Files. But, once I'm there, I can press Tab or Shift+Tab depending on your situation. To move the focus into the file area and then use your down arrow until you find the file that you want and it's highlighted in blue. The Insert button is outlined in blue. So I can just hit Enter, and my picture is inserted into my document. Now, I could use my arrows to move my picture, but in this case, it's got a long way to go.
So I am just going to pick it up and drag it into place. Next, let's explore how to navigate a dialog box. I'll start again by making sure that nothing is highlighted, so I'll click on the background of my document. I'll press Alt+P to go to my Page Layout tab, and notice that the Launch button has the initials SP and now I've opened up the Page Setup dialog box. I want to change my top and my bottom margins. So I'll just type 1.25, and then hit the Tab key to go to the next box, then type 1.25 again.
You can tab through your boxes or hold down the Shift key, and do a Shift+Tab and go backwards through your boxes. Also notice that many of the commands have an underline somewhere in the word. If I hold down the Alt key, for example, I can change this to Portrait by doing Alt+P, or if I want to keep it as Landscape, Alt+S. Again, my OK button has a blue circle around it, so all I have to do is press Enter, and now my document has new margins. By learning to navigate ribbons and dialog boxes with your keyboard, you can get a lot of your frequent tasks done faster than you can by reaching for your mouse every time.
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Access exercise files from a button right under the course name.
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