Tag Archives: shortcuts

IT Tip No 2 | MS Office | Customizing the Quick Access Toolbar

The Quick Access Toolbar is one of the most useful tools within MS Office. It sits at the top of each window and gives you access to ANY shortcut within the application.

The default buttons are a good start but you can add so much more to it. You can also change the order in which they are displayed.

My Word 2007 toolbar below shows the shortcuts I use on a regular basis. You can see Open, New, Save, Save As, Undo, Redo, Quick Print, Print Preview, Sort A to Z, Sort Z to A, Use a form, Insert a hyperlink and Switch Windows.

Quick Access Toolbar

To add a new shortcut or to reorder them click on the arrow on the far right of the toolbar and then More Commands

To reorder highlight the shortcut you want to move and click the up or down arrow on the right and click on OK when done.

To add a Popular Command highlight the shortcut you want to add and then click on Add and click on OK when done.

To add a shortcut from All Commands click on Popular Commands and then choose All Commands and go down the list until you find the one you want and then click on Add, reorder if necessary by clicking on the up and down arrows and click on OK when done.

The above steps apply to any MS Office application from version 2007 onwards but MS Outlook does not have the Quick Access Toolbar unless you use Word as your email editor.

We can provide training on how to automate tasks within MS Office.

Use Keyboard Shortcuts to speed up administration

I’ve been using computers for rather a long time now (it must be over 20 years!) and when I started there was a lot more emphasis on using a keyboard rather than a mouse.

Sometimes I am asked how I do things so quickly and one of my tips is to use Keyboard Shortcuts.

If you are selecting text and then copying or cutting and pasting it is easy to do with the following keystrokes (pressing two or more at the same time):

  • Ctrl A – will select everything – if you have a page of text you want to copy select this.
  • Press  Shift and End and that will select everything on the line you are currently in
  • Shift Ctrl and End will select everything on the line you are currently in and everything beyond this to the end of the document
  • Shift and Right Arrow will select a word and pressing again selects the next word. This also works with Shift and Left Arrow if you want to go in the opposite direction
  • Ctrl C copies what you have selected or  Ctrl X will cut the selection
  • Ctrl V pastes what you have selected

If you want to print try Ctrl P

If you want to make something stand out then Ctrl B will make it bold

To bring up Windows Explorer use the Windows key  and E

If you want to minimize all your open windows and show the desktop again try Windows key  and M

If you would like to learn more about keyboard shortcuts or MS Windows in general and have a personal training session please contact us to arrange a mutually convenient time.