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Mastering MS Office keyboard shortcuts can significantly enhance your productivity and efficiency. Whether you’re using Word, Excel, or Outlook, knowing the right shortcuts can save you time and streamline your workflow. In this guide, we’ll explore essential Microsoft Office keyboard shortcuts that will transform the way you work, helping you to navigate, format, and manage your documents with ease. From basic functions like copy and paste to advanced commands for data manipulation and email management, these shortcuts are designed to optimize your daily tasks. Get into the world of MS Office Shortcuts and discover how to boost your efficiency with these high-impact, time-saving techniques.
 Microsoft Office Keyboard Shortcuts Basic Office Keyboard Shortcuts
| Function |
Windows Shortcut |
Mac Shortcut |
| Copy |
Ctrl + C |
Command + C |
| Cut |
Ctrl + X |
Command + X |
| Paste |
Ctrl + V |
Command + V |
| Undo |
Ctrl + Z |
Command + Z |
| Redo |
Ctrl + Y |
Command + Shift + Z |
| Select All |
Ctrl + A |
Command + A |
| Save |
Ctrl + S |
Command + S |
| Open |
Ctrl + O |
Command + O |
| Print |
Ctrl + P |
Command + P |
| Find |
Ctrl + F |
Command + F |
| Replace |
Ctrl + H |
Command + Shift + H |
| Bold |
Ctrl + B |
Command + B |
| Italic |
Ctrl + I |
Command + I |
| Underline |
Ctrl + U |
Command + U |
| New Document/Window |
Ctrl + N |
Command + N |
| Close Document/Window |
Ctrl + W |
Command + W |
| Switch Between Windows |
Alt + Tab |
Command + Tab |
| Minimize Window |
Windows Key + Down Arrow |
Command + M |
| Maximize Window |
Windows Key + Up Arrow |
Control + Command + F |
| Lock Screen |
Windows Key + L |
Control + Command + Q |
| Open Task Manager |
Ctrl + Shift + Esc |
Command + Option + Esc |
| Refresh |
F5 or Ctrl + R |
Command + R |
| Delete |
Delete |
Command + Delete |
| Help |
F1 |
Command + Shift + / (/) |
| Rename |
F2 |
Enter |
| Screenshot |
Windows Key + Print Screen |
Command + Shift + 4 |
Keyboard Shortcuts for using the Ribbon in Microsoft Office
| Action |
Shortcut |
| Activate the Ribbon |
Alt |
| Navigate the Ribbon tabs |
Arrow keys |
| Move to specific tab |
Alt + [Letter of the tab] |
| Open File tab (Backstage view) |
Alt + F |
| Open Home tab |
Alt + H |
| Open Insert tab |
Alt + N |
| Open Design tab |
Alt + G |
| Open Layout tab |
Alt + P |
| Open References tab |
Alt + S |
| Open Mailings tab |
Alt + M |
| Open Review tab |
Alt + R |
| Open View tab |
Alt + W |
| Execute command from Ribbon |
Alt + [Tab letter] + [Command letter] |
| Hide or show the Ribbon |
Ctrl + F1 |
| Move to the next command group |
Ctrl + Right Arrow |
| Move to the previous command group |
Ctrl + Left Arrow |
| Move to the next command in a group |
Tab |
| Move to the previous command in a group |
Shift + Tab |
Keyboard Shortcuts in Excel
Here are some important Excel keyboard shortcuts:
| Function |
Windows Shortcut |
Mac Shortcut |
| Copy |
Ctrl + C |
Command + C |
| Cut |
Ctrl + X |
Command + X |
| Paste |
Ctrl + V |
Command + V |
| Undo |
Ctrl + Z |
Command + Z |
| Redo |
Ctrl + Y |
Command + Y |
| Save |
Ctrl + S |
Command + S |
| Open Workbook |
Ctrl + O |
Command + O |
| New Workbook |
Ctrl + N |
Command + N |
| Close Workbook |
Ctrl + W |
Command + W |
| Print |
Ctrl + P |
Command + P |
| Find |
Ctrl + F |
Command + F |
| Replace |
Ctrl + H |
Command + H |
| Select All |
Ctrl + A |
Command + A |
| Bold |
Ctrl + B |
Command + B |
| Italic |
Ctrl + I |
Command + I |
| Underline |
Ctrl + U |
Command + U |
| Insert current date |
Ctrl + ; |
Command + ; |
| Insert current time |
Ctrl + Shift + ; |
Command + Shift + ; |
| Autosum |
Alt + = |
Command + Shift + T |
To Learn more Excel Keyboard shortcuts Click here
Keyboard Shortcuts in MS Word
Below are some MS Word Keyboard shortcuts:
| Function |
Windows Shortcut |
Mac Shortcut |
| Copy |
Ctrl + C |
Command + C |
| Cut |
Ctrl + X |
Command + X |
| Paste |
Ctrl + V |
Command + V |
| Undo |
Ctrl + Z |
Command + Z |
| Save |
Ctrl + S |
Command + S |
| Select All |
Ctrl + A |
Command + A |
| Bold |
Ctrl + B |
Command + B |
| Find |
Ctrl + F |
Command + F |
| Open |
Ctrl + O |
Command + O |
| Print |
Ctrl + P |
Command + P |
To Learn more MS Word Keyboard Shortcuts Click here
Keyboard Shortcuts for Microsoft Outlook
| Function |
Windows Shortcut |
Mac Shortcut |
| New Email |
Ctrl + N |
Command + N |
| Send Email |
Ctrl + Enter |
Command + Return |
| Reply |
Ctrl + R |
Command + R |
| Reply All |
Ctrl + Shift + R |
Command + Shift + R |
| Forward |
Ctrl + F |
Command + J |
| Move to Folder |
Ctrl + Shift + V |
Command + Shift + M |
| Delete Email |
Delete |
Delete |
| Search |
Ctrl + E |
Command + E |
| Open Email |
Enter |
Command + O |
| Mark as Read |
Ctrl + Q |
Command + T |
| Mark as Unread |
Ctrl + U |
Command + Shift + T |
| Flag for Follow Up |
Ctrl + Shift + G |
Command + Shift + L |
| Open Calendar |
Ctrl + 2 |
Command + 2 |
| Open Contacts |
Ctrl + 3 |
Command + 3 |
Microsoft Office Productivity Tips
Microsoft Office is one of the best productivity tools for individuals and businesses alike. But with so much functionality packed into each program, it’s easy to get down in repetitive tasks. Here are some tips to help you learn the full potential of Microsoft Office and become a productivity powerhouse.
General Workflow Hacks
- Master keyboard shortcuts for frequently used actions (covered in a previous article). This eliminates time spent navigating menus and clicking icons.
- Utilize pre-designed templates for documents, presentations, and spreadsheets.
- Keep multiple documents, spreadsheets, or presentations open within a single window using tabs. This allows for effortless switching between tasks.
Conclusion
Mastering keyboard shortcuts within Microsoft Office applications like Word, Excel, PowerPoint, and Outlook is a game-changer. By utilizing these shortcuts, you can easily reduce the time spent navigating menus and clicking icons, allowing you to focus on what truly matters – creating impactful documents, presentations, spreadsheets, and emails. This article has equipped you with a foundational understanding of essential Microsoft Office keyboard shortcuts.
FAQs – Microsoft Office Keyboard Shortcuts
What are Microsoft Office shortcuts?
Microsoft Office shortcuts are key combinations used to perform tasks quickly, such as formatting text, navigating between sections, or executing commands without using the mouse.
What is Ctrl+J in Word?
In Word, Ctrl+J is the shortcut for “Justify” alignment, which aligns text evenly along both the left and right margins.
What is Ctrl+A to Z in Microsoft Word?
Ctrl+R in Word is the shortcut for “Right align,” which aligns text to the right margin of the document.
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