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While the Ribbon makes it easy to access most of Word's commands, many people would like to invoke them without constantly taking the time to reach for the mouse. Here's how to access common techniques using your keyboard. First, let's take a look at how to do a keyboard shortcut. Control, or Ctrl, is the most common modifier key. Hold down the Ctrl key, then lightly tap the letter, don't push too hard or hold too long or you'll perform the command several times. Sometimes you'll add in or use additional keys like Shift or Alt. Shift will frequently do the opposite.
For example, to move through a table cell by cell, I press Tab. To move backwards, I'll down the Shift key and go Shift+Tab. Many of the basic functions are standardized across Microsoft Office, so most of these commands will work in Excel and PowerPoint as well. Ctrl+S Saves, Ctrl+Z is an Undo, Ctrl+O Opens your files, Ctrl+P will Print, Ctrl+X, Ctrl+C and Ctrl+V Cut, Copy and Paste. Ctrl+B, Ctrl+I and Ctrl+U, Bold, Italic and Underline.
Now here's a handy one Ctrl+Left Bracket will decrease your font by 1 point and Ctrl+Right Bracket will increase your font by 1 point and Ctrl+Spacebar will clear off all of your formatting. Now that's definitely just the tip of the iceberg, there are hundreds of keyboard shortcuts. To find more, you can either use Word's Help and search for keyboard shortcuts or go to office.microsoft.com. Here the keyboard shortcuts are organized by topic and you can click on the pluses to expand and contract the sections, or up at the top, you can also click on Show All, right here, and all of them will open up at once, so that you can scroll through to find what you're looking for.
I like to keep this page bookmarked in my browser, so that I can look up keyboard commands at anytime. Now function keys, also known as F keys, are the row of keys at the top of your keyboard. Word assigns them practical tasks and more are available by using the Ctrl+Shift and Alt modifier keys. Here are just a few useful F keys. F1 opens the help; F4 will repeat your last action. So you can click on something F4, click on something F4, instead of repeatedly going to the ribbon for the command.
F7 starts your spelling checker, F9 updates all the fields in your document and F12 is a Save As. As we saw earlier in this course, Shift+F1 opens up the Reveal Formatting Pane, which is very, very handy. Shift+F3 will rotate through all the font cases. For example, sentence case, lowercase, uppercase and title case. Shift+F5 is one that not a lot of people know about. That allows you to rotate through the last four locations where you have been editing your document. Shift+F7, opens up the thesaurus and this is one of those examples where you can see the modifier key coming into play.
F7 is spelling & grammar, Shift+F7 is the thesaurus and Ctrl+F1 will take you straight into print preview. By learning common keyboard shortcuts, you can get a lot of work done faster than you can by using your mouse.
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