This video introduces some of the most common and popular shortcuts in the Office applications. This includes common keyboard shortcuts, as well as a few other small tricks that are useful to know when using these applications.
- [Instructor] Let's introduce a few useful shortcuts that work in many of the Office applications. First, if you ever do something that you immediately want to undo, like if I select this line of text and then delete it, and immediately see that that was a mistake, then you can undo. There's a button in the quick access toolbar up at the top of the screen for undo. Or you can use the keyboard shortcut. On Windows, that shortcut is control + Z. On the Mac, it's command + Z. So if I hit that, it will undo that last command.
You can even hit undo multiple times to take several steps back. Next, I wanna take a look at copy and paste. Let's say I want to select this line right here. I wanna copy and paste it somewhere else. You could use the keyboard shortcut, which is control + C on Windows or command + C on the Mac. Or you can go to the home ribbon and you can click on copy there. Then place your cursor where you want to paste it. The keyboard shortcut would be control + V on Windows or command + V on Mac, or you can hit the paste button up here in the home ribbon.
And you see it pastes that text in there. But there's something important you might want to consider here. When you paste like this, it maintains the format of the text that you copied. In this case, it's much bigger than the text around it and it's a different color. So let's undo that and look at a different way to paste something. Instead of just hitting the paste button in the home ribbon, we can click on the little arrow below that button, which opens up that menu. And depending on which version of Office you're using, you may see three or four different options.
And if you're using the Windows version, you can point at one of those options without clicking on it, just to get a preview of what it would look like. So this first option is keep source formatting and that's the default that we just saw. Now one button that I don't see, which you may have, is merge formatting. And that makes the pasted text match the format of the paragraph it's being pasted into. Next, I see this option for picture, which will turn the copied text into a picture and paste that.
And then there's this option for keep text only. That will strip out all formatting, and it will also strip out any pictures, tables, or other non-text elements that you may have copied. But it also has the extra benefit of using the format of whatever paragraph you're pasting into. So I'm going to click on that. And you'll see it has pasted that text into this paragraph. All right, let's look at a few other important shortcuts. Sometimes you need to find a specific word or phrase in your document.
In this version of Word, there is a find option up in the home ribbon, but that button will not be there in every version of Word. So instead, I recommend you use the keyboard shortcut, which is control + F on Windows, or command + F on the Mac. And you'll see it opens up this little panel here. And you can clear this and you can search for any word or phrase that you wanna find. I just wanna search for employee, hit enter, and you'll see it will highlight wherever that word appears in my document. So that will let you find something, but sometimes you want to simply replace every instance of the specific word or phrase with something else.
So I'm going to close this panel here. And I'm going to use the command for find and replace. Now this keyboard shortcut is actually the same on both Mac and Windows, it's control + H. And you'll see it opens up this little panel. And you can see it is searching for employee, which is the last word that I just searched for. And then down in this field, you can put in whatever you want to replace that with. So every time we saw the word employee, I wanna replace that with team member.
So I'll type that in. Then I'm gonna hit replace all. It replaced every time that word appeared in my document. So we can close this. And I can see if I scroll through here, every time we used to see employee, we now see team member. Next, I wanna talk about the ribbon, which is a very important of the interface in most Office applications. But it does take up a lot of screen space. If you want to close the ribbon, you can just click on this little triangle that appears in the bottom-right corner of the ribbon.
Or on the Mac version, that button appears just above the ribbon. But if you click that button, it closes the ribbon and gives you more screen space to work with. If you need the ribbon back, just click on the header for the ribbon that you want and it will open up again. Just keep in mind that if you click outside of the ribbon, it will close again. So if you want to lock the ribbon open, you should double-click on the header you want and that will make the ribbon stay open even when you click on something else. All right, one last shortcut, sometimes you will have more than one document open in different windows in the same application.
To switch between them, you can move windows around, or you can go into the view ribbon to switch windows. You can see I have two documents open in the same application. I'm gonna click on the one that I want and that will move to the top. Now there are so many more shortcuts and lots of different ways to find them. If you check out some of our other Office courses, you're sure to see some more. You can check out the help file in the application that you're using, or if you have the exercise files that came with this course, you will find some guides with helpful shortcuts for several of the core Office applications.