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The Excel Program Screen Keyboard Shortcuts

General
Quick Access Toolbar Title Bar Formula Bar Close Button
Open a workbook ................ Ctrl + O
Create a new workbook ....... Ctrl + N
File Tab Save a workbook ................. Ctrl + S
Ribbon Print a workbook .................. Ctrl + P
Name Close a workbook ................ Ctrl + W
Box Help .................................... F1
Active Cell
Activate Tell Me field ............ Alt + Q
Columns Spell check .......................... F7
Calculate worksheets .......... F9
Create absolute reference ... F4
Scroll Bars
Rows Navigation
Move between cells ............. , , , →
Right one cell ....................... Tab
Left one cell ......................... Shift + Tab
Down one cell ...................... Enter
Up one cell .......................... Shift + Enter
Worksheet Tab Views Zoom Down one screen................. Page Down
Slider To first cell of active row ...... Home
Enable End mode ................ End
Getting Started To cell A1 ............................ Ctrl + Home
To last cell ........................... Ctrl + End
Create a Workbook: Click the File Select an Entire Worksheet: Click the
tab and select New or press Ctrl + Select All button where the Editing
N. Double-click a workbook. column and row headings meet.
Cut ...................................... Ctrl + X
Open a Workbook: Click the File tab Select Non-Adjacent Cells: Click the Copy ................................... Ctrl + C
and select Open or press Ctrl + O. first cell or cell range, hold down the
Paste ................................... Ctrl + V
Select a recent file or navigate to the Ctrl key, and select any non-adjacent
location where the file is saved. cell or cell range. Undo ................................... Ctrl + Z
Redo ................................... Ctrl + Y
Preview and Print a Workbook: Click Cell Address: Cells are referenced by
the coordinates made from their Find ..................................... Ctrl + F
the File tab and select Print.
column letter and row number, such Replace ............................... Ctrl + H
Undo: Click the Undo button on as cell A1, B2, etc. Edit active cell ..................... F2
the Quick Access Toolbar.
Clear cell contents ............... Delete
Redo or Repeat: Click the Redo
button on the Quick Access Toolbar. Formatting
The button turns to Repeat once Jump to a Cell: Click in the Name
everything has been re-done. Box, type the cell address you want Bold ..................................... Ctrl + B
to go to, and press Enter. Italics ................................... Ctrl + I
Use Zoom: Click and drag the zoom
Underline ............................. Ctrl + U
slider to the left or right. Change Views: Click a View button in
the status bar. Or, click the View tab Open Format Cells Ctrl + Shift
Select a Cell: Click a cell or use the and select a view. dialog box ............................ + F
keyboard arrow keys to select it. Select All ............................. Ctrl + A
Recover an Unsaved Workbook:
Select a Cell Range: Click and drag Restart Excel. If a workbook can be Select entire row .................. Shift + Space
to select a range of cells. Or, press recovered, it will appear in the Select entire column ............ Ctrl + Space
and hold down the Shift key while Document Recovery pane. Or, click Hide selected rows .............. Ctrl + 9
using the arrow keys to move the the File tab, click Recover unsaved
selection to the last cell of the range. workbooks to open the pane, and Hide selected columns ......... Ctrl + 0
select a workbook from the pane.

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Edit a Workbook Basic Formatting Insert Objects
Edit a Cell’s Contents: Select a cell and click in Format Text: Use the commands in the Font Complete a Series Using AutoFill: Select the
the Formula Bar or double-click the cell. Edit group on the Home tab or click the dialog box cells that define the pattern, i.e. a series of
the cell’s contents and press Enter. launcher in the Font group to open the dialog months or years. Click and drag the fill handle
box. to adjacent blank cells to complete the series.
Clear a Cell’s Contents: Select the cell(s) and
press the Delete key. Or, click the Clear Format Values: Use the commands in the
button on the Home tab and select Clear Number group on the Home tab or click the
Contents. dialog box launcher in the Number group to Insert an Image: Click the Insert tab on the
open the Format Cells dialog box. ribbon, click either the Pictures or Online
Cut or Copy Data: Select cell(s) and click the Pictures button in the Illustrations group,
Cut or Copy button on the Home tab. Wrap Text in a Cell: Select the cell(s) that select the image you want to insert, and click
contain text you want to wrap and click the Insert.
Paste Data: Select the cell where you want to Wrap Text button on the Home tab.
paste the data and click the Paste button in Insert a Shape: Click the Insert tab on the
the Clipboard group on the Home tab. Merge Cells: Select the cells you want to ribbon, click the Shapes button in the
merge. Click the Merge & Center button list Illustrations group, and select the shape you
Preview an Item Before Pasting: Place the arrow on the Home tab and select a merge wish to insert.
insertion point where you want to paste, click option.
the Paste button list arrow in the Clipboard Hyperlink: Text or Images: Select the text or
group on the Home tab, and hold the mouse Cell Borders and Shading: Select the cell(s) you graphic you want to use as a hyperlink. Click
over a paste option to preview. want to format. Click the Borders button the Insert tab, then click the Link button.
and/or the Fill Color button and select an Choose a type of hyperlink in the left pane of
Paste Special: Select the destination cell(s), option to apply to the selected cell. the Insert Hyperlink dialog box. Fill in the
click the Paste button list arrow in the necessary informational fields in the right pane,
Clipboard group on the Home tab, and select Copy Formatting with the Format Painter: then click OK.
Paste Special. Select an option and click OK. Select the cell(s) with the formatting you want
to copy. Click the Format Painter button in Modify Object Properties and Alternative Text:
Move or Copy Cells Using Drag and Drop: the Clipboard group on the Home tab. Then, Right-click an object. Select Edit Alt Text in
Select the cell(s) you want to move or copy, select the cell(s) you want to apply the copied the menu and make the necessary
position the pointer over any border of the formatting to. modifications under the Properties and Alt Text
selected cell(s), then drag to the destination headings.
cells. To copy, hold down the Ctrl key before Adjust Column Width or Row Height: Click and
starting to drag. drag the right border of the column header or
View and Manage Worksheets
the bottom border of the row header. Double-
Find and Replace Text: Click the Find & click the border to AutoFit the column or row Insert a New Worksheet: Click the Insert
Select button, select Replace. Type the text according to its contents. Worksheet button next to the sheet tabs
you want to find in the Find what box. Type the below the active sheet. Or, press Shift + F11.
replacement text in the Replace with box. Click Basic Formulas
the Replace All or Replace button. Delete a Worksheet: Right-click the sheet tab
Enter a Formula: Select the cell where you want and select Delete from the menu.
Check Spelling: Click the Review tab and click to insert the formula. Type = and enter the
the Spelling button. For each result, select formula using values, cell references, Hide a Worksheet: Right-click the sheet tab
a suggestion and click the Change/Change operators, and functions. Press Enter. and select Hide from the menu.
All button. Or, click the Ignore/Ignore All
button. Insert a Function: Select the cell where you Rename a Worksheet: Double-click the sheet
want to enter the function and click the Insert tab, enter a new name for the worksheet, and
Insert a Column or Row: Right-click to the right Function button next to the formula bar. press Enter.
of the column or below the row you want to
insert. Select Insert in the menu, or click the Reference a Cell in a Formula: Type the cell Change a Worksheet’s Tab Color: Right-click
Insert button on the Home tab. reference (for example, B5) in the formula or the sheet tab, select Tab Color, and choose
click the cell you want to reference. the color you want to apply.
Delete a Column or Row: Select the row or
column heading(s) you want to remove. Right- SUM Function: Click the cell where you want to Move or Copy a Worksheet: Click and drag a
click and select Delete from the contextual insert the total and click the Sum button in worksheet tab left or right to move it to a new
menu, or click the Delete button in the Cells the Editing group on the Home tab. Enter the location. Hold down the Ctrl key while clicking
group on the Home tab. cells you want to total, and press Enter. and dragging to copy the worksheet.

Hide Rows or Columns: Select the rows or MIN and MAX Functions: Click the cell where Switch Between Excel Windows: Click the
columns you want to hide, click the Format you want to place a minimum or maximum View tab, click the Switch Windows
button on the Home tab, select Hide & value for a given range. Click the Sum button, and select the window you want to
Unhide, and select Hide Rows or Hide button list arrow on the Home tab and select make active.
Columns. either Min or Max. Enter the cell range you
want to reference, and press Enter. Freeze Panes: Activate the cell where you want
Basic Formatting to freeze the window, click the View tab on the
COUNT Function: Click the cell where you want ribbon, click the Freeze Panes button in the
Change Cell Alignment: Select the cell(s) you to place a count of the number of cells in a Window group, and select an option from the
want to align and click a vertical alignment range that contain numbers. Click the Sum list.
, , button or a horizontal alignment button list arrow on the Home tab and select
, , button in the Alignment group on the Count Numbers. Enter the cell range you want Select a Print Area: Select the cell range you
Home tab. to reference, and press Enter. want to print, click the Page Layout tab on the
ribbon, click the Print Area button, and
select Set Print Area.

Adjust Page Margins, Orientation, Size, and

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commands in the Page
Setup group, or click the dialog box launcher
in the Page Setup group to open the Page
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Chart Elements Chart Options

Chart Chart Types
Chart Title Elements
Column: Used to compare
different values vertically side-by-
Chart side. Each value is represented in
Styles the chart by a vertical bar.

Data Line: Used to illustrate trends

Bar Chart over time (days, months, years).
Filters Each value is plotted as a point
on the chart and values are
connected by a line.

Chart Pie: Useful for showing values as

Area a percentage of a whole when all
the values add up to 100%. The
values for each item are
represented by different colors.
Gridline
Bar: Similar to column charts,
except they display information in
horizontal bars rather than in
Axis vertical columns.
Titles
Area: Similar to line charts,
except the areas beneath the
Legend
lines are filled with color.

XY (Scatter): Used to plot

Charts Charts clusters of values using single
points. Multiple items can be
Create a Chart: Select the cell range that contains Insert a Sparkline: Select the cells you want to plotted by using different colored
the data you want to chart. Click the Insert tab on summarize. Click the Insert tab and select the points or different point symbols.
the ribbon. Click a chart type button in the Charts sparkline you want to insert. In the Location Range
group and select the chart you want to insert. field, enter the cell or cell range to place the Stock: Effective for reporting the
sparkline and click OK. fluctuation of stock prices, such
Move or Resize a Chart: Select the chart. Place as the high, low, and closing
the cursor over the chart’s border and, with the 4- Create a Dual Axis Chart: Select the cell range you points for a certain day.
headed arrow showing, click and drag to move want to chart, click the Insert tab, click the
it. Or, click and drag a sizing handle to resize it. Combo button, and select a combo chart type. Surface: Useful for finding
optimum combinations between
Change the Chart Type: Select the chart and click two sets of data. Colors and
Print and Distribute patterns indicate values that are
the Design tab. Click the Change Chart Type
button and select a different chart. Set the Page Size: Click the Page Layout tab. in the same range.
Click the Size button and select a page size.
Filter a Chart: With the chart you want to filter Additional Chart Elements
selected, click the Filter button next to it. Set the Print Area: Select the cell range you want
Deselect the items you want to hide from the chart to print. Click the Page Layout tab, click the Print Data Labels: Display values from the cells
view and click the Apply button. Area button, and select Set Print Area. of the worksheet on the plot area of the
chart.
Position a Chart’s Legend: Select the chart, click Print Titles, Gridlines, and Headings: Click the
the Chart Elements button, click the Legend Page Layout tab. Click the Print Titles button Data Table: A table added next to the
button, and select a position for the legend. and set which items you wish to print. chart that shows the worksheet data the
chart is illustrating.
Show or Hide Chart Elements: Select the chart Add a Header or Footer: Click the Insert tab and
and click the Chart Elements button. Then, click the Header & Footer button. Complete the Error Bars: Help you quickly identify
use the check boxes to show or hide each header and footer fields. standard deviations and error margins.
element.
Adjust Margins and Orientation: Click the Page Trendline: Identifies the trend of the
Insert a Trendline: Select the chart where you want Layout tab. Click the Margins button to select current data, not actual values. Can also
to add a trendline. Click the Design tab on the from a list of common page margins. Click the identify forecasts for future data.
ribbon and click the Add Chart Element Orientation button to choose Portrait or
button. Select Trendline from the menu. Landscape orientation.

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Intermediate Formulas Manage Data Tables
Absolute References: Absolute references Export Data: Click the File tab. At the left, Remove Duplicate Values: Click any cell in the
always refer to the same cell, even if the select Export and click Change File Type. table and click the Data tab on the ribbon. Click
formula is moved. In the formula bar, add dollar Select the file type you want to export the data the Remove Duplicates button. Select
signs ($) to the reference you want to remain to and click Save As. which columns you want to check for duplicates
absolute (for example, $A$1 makes the and click OK.
column and row remain constant). Import Data: Click the Data tab on the ribbon
and click the Get Data button. Select the Insert a Slicer: With any cell in the table
Name a Cell or Range: Select the cell(s), click category and data type, and then the file you selected, click the Design tab on the ribbon.
the Name box in the Formula bar, type a name want to import. Click Import, verify the Click the Insert Slicer button. Select the
for the cell or range, and press Enter. Names preview, and then click the Load button. columns you want to use as slicers and click
can be used in formulas instead of cell OK.
addresses, for example: =B4*Rate. Use the Quick Analysis Tools: Select the cell
range you want to summarize. Click the Quick Table Style Options: Click any cell in the table.
Reference Other Worksheets: To reference Analysis button that appears. Select the Click the Design tab on the ribbon and select
another worksheet in a formula, add an analysis tool you want to use. Choose from an option in the Table Style Options group.
exclamation point ‘!’ after the sheet name in formatting, charts, totals, tables, or sparklines.
the formula, for example: =FebruarySales!B4. Intermediate Formatting
Outline and Subtotal: Click the Data tab on the
Reference Other Workbooks: To reference ribbon and click the Subtotal button. Use Apply Conditional Formatting: Select the cells
another workbook in a formula, add brackets the dialog box to define which column you want you want to format. On the Home tab, click the
‘[ ]’ around the file name in the formula, for to subtotal and the calculation you want to use. Conditional Formatting button. Select a
example: Click OK. conditional formatting category and then the
=[FebruarySales.xlsx]Sheet1!$B$4. rule you want to use. Specify the format to
Use Flash Fill: Click in the cell to the right of the
apply and click OK.
Order of Operations: When calculating a cell(s) where you want to extract or combine
formula, Excel performs operations in the data. Start typing the data in the column. When Apply Cell Styles: Select the cell(s) you want to
following order: Parentheses, Exponents, a pattern is recognized, Excel predicts the format. On the Home tab, click the Cell Styles
Multiplication and Division, and finally Addition remaining values for the column. Press Enter button and select a style from the menu. You
and Subtraction (as they appear left to right). to accept the Flash Fill values. can also select New Cell Style to define a
Use this mnemonic device to remember them: custom style.
Create a Data Validation Rule: Select the cells
Please Parentheses you want to validate. Click the Data tab and Apply a Workbook Theme: Click the Page
click the Data Validation button. Click the Layout tab on the ribbon. Click the Themes
Excuse Exponents
Allow list arrow and select the data you want button and select a theme from the menu.
My Multiplication to allow. Set additional validation criteria
options and click OK.
Dear Division Collaborate with Excel
Aunt Addition Tables Add a Cell Comment: Click the cell where you
Sally Subtraction want to add a comment. Click the Review tab
Format a Cell Range as a Table: Select the on the ribbon and click the New Comment
cells you want to apply table formatting to. Click button. Type your comment and then click
Concatenate Text: Use the CONCAT function the Format as Table button in the Styles
=CONCAT(text1,text2,…) to join the text outside of it to save the text.
group of the Home tab and select a table
from multiple cells into a single cell. Use the format from the gallery. Invite People to Collaborate: Click the Share
arguments within the function to define the text
button on the ribbon. Enter the email addresses
you want to combine as well as any spaces or
of people you want to share the workbook with.
punctuation.
Click the permissions button, select a
Payment Function: Use the PMT function permission level, and click Apply. Type a short
=PMT(rate,nper,pv,…) to calculate a loan message and click Send.
amount. Use the arguments within the function
Co-author Workbooks: When another user
to define the loan rate, number of periods, and
opens the workbook, click the user’s picture or
present value and Excel calculates the
initials on the ribbon, to see what they are
payment amount.
editing. Cells being edited by others appear
Sort Data: Select a cell in the column you want with a colored border or shading.
Date Functions: Date functions are used to add
to sort. Click the Sort & Filter button on the
a specific date to a cell. Some common date
Home tab. Select a sort order or select Protect a Worksheet: Before protecting a
functions in Excel include:
Custom Sort to define specific sort criteria. worksheet, you need to unlock any cells you
Date =DATE(year,month,day) want to remain editable after the protection is
Filter Data: Click the filter arrow for the applied. Then, click the Review tab on the
Today =TODAY() column you want to filter. Uncheck the boxes ribbon and click the Protect Sheet button.
for any data you want to hide. Click OK. Select what you want to remain editable after
Now =NOW()
the sheet is protected.
Add Table Rows or Columns: Select a cell in
Display Worksheet Formulas: Click the the row or column next to where you want to Add a Workbook Password: Click the File tab
Formulas tab on the ribbon and then click the add blank cells. Click the Insert button list and select Save As. Click Browse to select a
Show Formulas button. Click the Show arrow on the Home tab. Select either Insert save location. Click the Tools button in the
Formulas button again to turn off the Table Rows Above or Insert Table Columns dialog box and select General Options. Set a
formula view. to the Left. password to open and/or modify the workbook.
Click OK.

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PivotTable Elements PivotTable Layout

PivotTable Fields PivotTable Fields Pane
Pane
The PivotTable Fields pane controls how
Active PivotTable Search PivotTable Fields Pane data is represented in the PivotTable.
Fields Options Click anywhere in the PivotTable to
activate the pane. It includes a Search
field, a scrolling list of fields (these are
Tools the column headings in the data range
Menu used to create the PivotTable), and four
areas in which fields are placed. These
four areas include:
Field Filters: If a field is placed in the
List Filters area, a menu appears above
the PivotTable. Each unique value
from the field is an item in the
menu, which can be used to filter
PivotTable data.

Column Labels: The unique

values for the fields placed in the
Columns area appear as column
headings along the top of the
PivotTable.

Row Labels: The unique values for

PivotTable Field the fields placed in the Rows area
Areas appear as row headings along the
left side of the PivotTable.
PivotTables PivotCharts Values: The values are the “meat”
Create a PivotTable: Select the data range to be Create a PivotChart: Click any cell in a PivotTable of the PivotTable, or the actual data
used by the PivotTable. Click the Insert tab on and click the Analyze tab on the ribbon. Click the that’s calculated for the fields
the ribbon and click the PivotTable button in PivotChart button in the Tools group. Select a placed in the rows and/or columns
the Tables group. Verify the range and then click PivotChart type and click OK. area. Values are most often
OK. numeric calculations.
Modify PivotChart Data: Drag fields into and out of
Add Multiple PivotTable Fields: Click a field in the the field areas in the task pane. Not all PivotTables will have a field in
field list and drag it to one of the four PivotTable each area, and sometimes there will be
areas that contains one or more fields. Refresh a PivotChart: With the PivotChart selected, multiple fields in a single area.
click the Analyze tab on the ribbon. Click the
Filter PivotTables: Click and drag a field from the Refresh button in the Data group. The Layout Group
field list into the Filters area. Click the field’s list
arrow above the PivotTable and select the Modify PivotChart Elements: With the PivotChart
value(s) you want to filter. selected, click the Design tab on the ribbon. Click
the Add Chart Element button in the Chart
Group PivotTable Values: Select a cell in the Elements group and select the item(s) you want to
PivotTable that contains a value you want to add to the chart.
group by. Click the Analyze tab on the ribbon
and click the Group Field button. Specify how Apply a PivotChart Style: Select the PivotChart and
Subtotals: Show or hide subtotals and
the PivotTable should be grouped and then click click the Design tab on the ribbon. Select a style
specify their location in the PivotTable.
OK. from the gallery in the Chart Styles group.
Grand Totals: Add or remove grand total
Refresh a PivotTable: With the PivotTable Update Chart Type: With the PivotChart selected,
rows for columns and/or rows.
selected, click the Analyze tab on the ribbon. click the Design tab on the ribbon. Click the
Click the Refresh button in the Data group. Change Chart Type button in the Type group. Report Layout: Adjust the report layout to
Select a new chart type and click OK. show in compact, outline, or tabular form.
Format a PivotTable: With the PivotTable
selected, click the Design tab. Then, select Enable PivotChart Drill Down: Click the Analyze Blank Rows: Emphasize groups of data
desired formatting options from the PivotTable tab. Click the Field Buttons list arrow in the by manually adding blank rows between
Options group and the PivotTable Styles group Show/Hide group and select Show grouped items.
Expand/Collapse Entire Field Buttons.

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Macros Advanced Formatting Advanced Formulas
Enable the Developer Tab: Click the File tab Customize Conditional Formatting: Click the VLOOKUP: Looks for and retrieves data from a
and select Options. Select Customize Conditional Formatting button on the specific column in a table.
Ribbon at the left. Check the Developer Home tab and select New Rule. Select a rule
check box and click OK. type, then edit the styles and values. Click OK.

Record a Macro: Click the Developer tab on Edit a Conditional Formatting Rule: Click the
the ribbon and click the Record Macro Conditional Formatting button on the
button. Type a name and description then Home tab and select Manage Rules. Select the
specify where to save it. Click OK. Complete rule you want to edit and click Edit Rule. Make
the steps to be recorded. Click the Stop your changes to the rule. Click OK.
Recording button on the Developer tab.
Change the Order of Conditional Formatting
Run a Macro: Click the Developer tab on the Rules: Click the Conditional Formatting
ribbon and click the Macros button. Select button on the Home tab and select Manage
the macro and click Run. Rules. Select the rule you want to re-sequence.
Click the Move Up or Move Down arrow
Edit a Macro: Click the Developer tab on the until the rule is positioned correctly. Click OK.
ribbon and click the Macros button. Select a
HLOOKUP: Looks for and retrieves data from a
macro and click the Edit button. Make the Analyze Data specific row in a table.
necessary changes to the Visual Basic code
and click the Save button. Goal Seek: Click the Data tab on the ribbon.
Click the What-If Analysis button and select
Delete a Macro: Click the Developer tab on
Goal Seek. Specify the desired value for the
the ribbon and click the Macros button.
given cell and which cell can be changed to
Select a macro and click the Delete button.
reach the desired result. Click OK.
Macro Security: Click the Developer tab on
the ribbon and click the Macro Security Advanced Formulas
UPPER, LOWER, and PROPER: Changes how
button. Select a security level and click OK.
Nested Functions: A nested function is when text is capitalized.
one function is tucked inside another function as UPPER Case | lower case | Proper Case
Troubleshoot Formulas one of its arguments, like this:
Common Formula Errors:

• ####### - The column isn’t wide enough to

display all cell data.
• #NAME? - The text in the formula isn’t IF: Performs a logical test to return one value for LEFT and RIGHT: Extracts a given number of
recognized. a true result, and another for a false result. characters from the left or right.
• #VALUE! - There is an error with one or
more formula arguments.
• #DIV/0 - The formula is trying to divide a
value by 0.
• #REF! - The formula references a cell that
no longer exists.
MID: Extracts a given number of characters
Trace Precedents: Click the cell containing the AND, OR, NOT: Often used with IF to support from the middle of text; the example below
value you want to trace and click the Formulas multiple conditions. would return “day”.
tab on the ribbon. Click the Trace Precedents
• AND requires multiple conditions.
button to see which cells affect the value in
the selected cell. • OR accepts several different conditions.

Jan Feb Total • NOT returns the opposite of the condition.

6,010 7,010 13,020

Error Checking: Select a cell containing an MATCH: Locates the position of a lookup value
error. Click the Formulas tab on the ribbon in a row or column.
and click the Error Checking button in the
SUMIF and AVERAGEIF: Calculates cells that
Formula Auditing group. Use the dialog to
meet a condition.
locate and fix the error.
• SUMIF finds the total.
The Watch Window: Select the cell you want to
• AVERAGEIF finds the average. INDEX: Returns a value or the reference to a
watch. Click the Formulas tab on the ribbon
and click the Watch Window button. Click value from within a range.
the Add Watch button. Ensure the correct
cell is identified and click Add.

Evaluate a Formula: Select a cell with a

formula. Click the Formulas tab on the ribbon
and click the Evaluate Formula button.

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The OneNote Program Screen Keyboard Shortcuts

General
Quick Pin/Unpin New Full
Access Notebook Section Page Create an item ..................... Alt + N
Toolbar Pane Tab View Close Button Open a section .................... Ctrl + O
Hel Create new page ................. Ctrl + N
Create new subpage ............ Ctrl + Shift
+ Alt + N
Ribbon
Print page ............................ Ctrl + P
Search Undo.................................... Ctrl + Z
Notes Redo .................................... Ctrl + Y
Section New Page Help ..................................... F1
Tabs Full page view ...................... F11
Author
Task pane ............................ Ctrl + F1
Page Tab Create an Outlook task ........ Ctrl + Shift
+5
Insert a link .......................... Ctrl + K
Notebook
Email page ........................... Ctrl + Shift
+E
Select page.......................... Ctrl + Shift
+A
View Sync shared notebooks........ F9
Quick
Notes Navigating
Next section ......................... Ctrl + Tab

Getting Started Previous section................... Ctrl + Shift

+ Tab
Open new window ............... Ctrl + M
Open an Existing Notebook: Click the File tab, Add a Page: Click the Add Page button above
click Open, select a save location, and click the existing page tabs and type a page name. Open Side Note window....... Ctrl + Shift
notebook. +M
Move a Page: Click a page tab and drag it to a new
Create a New Notebook: Click the File tab, click location. Editing
New, and select a save location. Type a name in
the Notebook Name field and click Create. Create a Subpage: Select one or more page tabs, Cut ...................................... Ctrl + X
right-click the selected page tab(s), and select
Copy .................................... Ctrl + C
Close a Notebook: Click the File tab, click the Make Subpage .
Settings button next to the notebook you want to Paste ................................... Ctrl + V
close, and select Close. Delete a Page: Right-click a page or page tab and Bold ..................................... Ctrl + B
select Delete .
Italic ..................................... Ctrl + I
Add a Section: Click the Create New
Section button to the right of existing sections, Change a Notebook’s Name: Click the File tab, Underline ............................. Ctrl + U
type a section name, and click outside the tab. click the Settings button, and select Highlight .............................. Ctrl + Shift
Properties . Click in the Display name field, +H
Move a Section: Click a section tab and drag it to a type a name, and click OK.
new location. Font Task pane .................... Ctrl + D
Change a Notebook’s Color: Click the File tab, Check spelling ..................... F7
Delete a Section: Right-click a section tab and click the Settings button, and select
select Delete . Properties . Click the Color list arrow, select a Tags
new color, and click OK.
Add a Section Group: Right-click in the blank To Do................................... Ctrl + 1
space next to the existing sections, select New Restore Deleted Items: Click the History tab and
Important ............................. Ctrl + 2
Section Group, and type a new name for the click the Notebook Recycle Bin button. Click
group. the current notebook’s list arrow and click the Pin Question .............................. Ctrl + 3
Notebook Pane to Side button. Expand the Remember for later .............. Ctrl + 4
Add Sections to a Section Group: Click a section notebook’s sections. Click and drag deleted pages
tab and drag it over the section group. Definition.............................. Ctrl + 5
or sections to an open notebook.
Remove all note tags ............ Ctrl + 0

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Add Notebook Content Format Notebooks Using OneNote with Office

Type Notes: Select the page where you want to Change the Font Color: Select the text, click Send Notes as Attachment: Click the File tab,
add notes, click anywhere on the page, and the Font Color list arrow, and select a new click Send, and select Send as Attachment
type your notes. color. . Add a recipient to the To field and click
Send .
Move Notes: Click the top bar of a note box Apply Bold, Italic, or an Underline: Select the
and drag it to a new location. text and click Bold , Italic , or Underline Embed a Spreadsheet: Click the Insert tab,
from the Home menu. click the Spreadsheet button, and select
Resize Notes: Click and drag the edge of a Existing Excel Spreadsheet. Select a file
note. Copy Formatting with the Format Painter: and click Insert.
Select the formatted text you want to copy.
Delete Notes: Select a note and click Click the Format Painter button on the Convert a Table to a Spreadsheet: Click the
Delete . Home tab. Then, select the text you want to table, click the Layout tab, and click Convert
apply the copied formatting to. to Excel Spreadsheet .
Write Notes: Click the Draw tab and click the
Color & Thickness button. Select a Create a List: Select the text you want to make Share and Collaborate
thickness, select a color, and click OK. Write into a list and click the Numbering or
your notes or sketch an image. Bullets button. Export a Page, Section, or Notebook: Click the
File tab, click Export, and select Page ,
Delete Writing: Click the Draw tab and select Add a Date or Time Stamp: Click where you
Section , or Notebook . Select an export
the Type or Lasso Select tool. Click an want the stamp, click the Insert tab, and click
format, click Export, select a save location,
item to remove and press the Delete key. the Date or Time button.
and click Save.
Convert Writing to Text: Click the Type or Spell Check: Click the Review tab and click
Create a New Shared Notebook: Click the File
Lasso Select tool, select the writing you the Spelling button. For each possible
tab, click New and double-click OneDrive .
want to convert, and click Ink to Text . error, click Ignore, Add, or Change. Then,
Type a name in the Notebook Name field and
click OK.
click Create.
Add a Tag: Click in the paragraph you want to
tag, click the Tag button on the Home tab, Templates Share an Existing Notebook: Click the File tab,
and select a tag. click Share, and select a shared location.
Use an Existing Template: Click the Insert tab Type a name in the Notebook Name field and
Create a Quick Note: Click the Show hidden and click the Page Templates button. Click click Move.
icons icon on the Windows System tray, a template category, select a template, and
select New quick note , type a note, and click the Templates pane’s Close button. Invite People to a Shared Notebook: Click the
click the Close button. File tab, click Share, type people’s names or
Save a Custom Template: Create a notebook email addresses in the recipient field. Click in
Open a Quick Note: Click the current page with the desired text and formatting. Click the message field, type a message, and click
notebook’s name, click Quick Notes , and the Insert tab and click the Page Templates Share .
select a page tab. button. Click Save current page as a
template, type a template name, and click Create a Sharing Link: Click the File tab, click
Capture a Screen Clipping: Click the Insert
Save. Share, and click Get a Sharing Link . Click
tab, click Screen Clipping , and click and
Create a view link or Create an edit link.
drag over a region of the screen. Use a Custom Template: Click the My
Templates expansion arrow, select the Sync Changes: Click the File tab, click View
Link to Content within OneNote: Right-click in
custom template, and click the Templates Sync Status , click Sync Now, and click
the text you want to link to and select Copy
pane’s Close button. Close.
Link to Paragraph . Navigate to and click
where you want to place the link and click View Edits by Author: Click the History tab,
Paste on the Home tab. Using OneNote with Office
click Find by Author , select a name to see
Send Notes to Word: Navigate to the page you their changes, and click a change to jump to it.
Link to External Content: Select the text you
want to link, click the Insert tab, and click the want to send, click the File tab, click Send,
View Recent Edits: Click the History tab, click
Link button. Enter the content’s address in and then click Send to Word .
Recent Edits , select a date range, and
the Address field and click OK. select a page in the Search Results pane.
Add a File Attachment: Click the Insert tab,
Insert an Image: Click the Insert tab, click click the File Attachment button, select a
Add a Password: Click the Review tab, click
Pictures or Online Pictures , locate an file to attach, and click Insert.
the Password button, and click Set
image to insert, and click Open. Password. Type a password, click in the
Add a File Printout: Click the Insert tab, click
the File Printout button, select a file, and Confirm Password field, retype the
Add a Table: Click the Insert tab, click the
click Insert. password, and click OK.
Table button, and select the number of rows
and columns. Restore a Previous Page Version: Click the
Add Outlook Meeting Details: Click where you
want to add the details, click Meeting Details History tab, click the Page Versions
Format Notebooks on the Home tab, and select Choose a button, and select an earlier version. Click the
Meeting from Another Day . Click the yellow notification above the page and select
Apply a Style: Select the text, click the Restore Version. Click the Page
calendar icon, select a date, select a
Styles button and select a style. Versions button again to hide the other
meeting, and click Insert Details.
versions.
Change the Font: Select the text, click the Font
Create Outlook Task from a Note: Select a
list arrow, and select a new font.
note, click the Outlook Tasks button, and
Change the Font Size: Select the text, click the select a task due date.
Font Size list arrow, and select a font size.

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 Home

Microsoft®

Outlook Quick Reference

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Basic Skills Visit ref.customguide.com

The Outlook Program Screen Keyboard Shortcuts

General
Print ................................. Ctrl + P
Search Field Minimize Windows
Undo ................................ Ctrl + Z
Close Copy ................................ Ctrl + C

Ribbon Cut ................................... Ctrl + X

Paste................................ Ctrl + V
New Item.......................... Ctrl + N
Delete selected item ........ Delete
Help ................................. F1
Folder Pane
Find an item ..................... F3
Spell Check...................... F7

Inbox Preview Navigation

Pane
Mail view .......................... Ctrl + 1
Calendar view .................. Ctrl + 2
Contacts view .................. Ctrl + 3
Tasks view ....................... Ctrl + 4
Navigation
Bar Notes ............................... Ctrl + 5

Zoom Mail
New Message .................. Ctrl + Shift + M
Reply................................ Ctrl + R
The Fundamentals Search Reply All........................... Ctrl + Shift + R
Navigate Outlook: Click the icon (or label) for the Search: Click in the Search field at the top of the Forward............................ Ctrl + F
view you want to open. inbox and begin typing your search. Save message as a draft . Ctrl + S
Mail view displays your inbox and lets you Send ................................ Alt + S
Refine Search Results: While searching, use the
browse your mail. The ribbon will display Find and replace text ....... Ctrl + H
options in the Scope group on the Search tab.
commands related to composing and
managing email messages. • Current Mailbox searches all folders within Check for New Messages Ctrl + M
the selected mailbox. Mark as Read .................. Ctrl + Q
Calendar view displays your calendar. The
ribbon will display commands that let you view, • Current Folder only searches within the Mark as Unread ............... Ctrl + U
create, and edit meetings and appointments. current folder.
• Subfolders expands the search to include all Calendar
People view displays your contacts list. The
ribbon will show commands that let you create the current folder’s subfolders.
New Appointment ............ Ctrl + Shift + A
and edit your contacts and contact groups. • All Outlook Items searches everything.
Go to Today ..................... Ctrl + T
Tasks view displays your task list. The ribbon • From lets you filter messages from specific
senders. Go to a Date .................... Ctrl + G
will show commands that let you create and
modify tasks. • Subject lets you filter by words in the subject
Go to Previous
Appointment...................... Ctrl + ,
line.
Use the Folder Pane: Click a folder in the Folder Go to Next Appointment .. Ctrl + .
pane to display that folder’s contents. • Has Attachments lets you filter results by
whether they have attachments. Day view .......................... Ctrl + Alt + 1
Delete an Item: Select an email, contact, • Categorized filters by categories. Work Week view .............. Ctrl + Alt + 2
appointment, or task, then click the Delete Week view ....................... Ctrl + Alt + 3
button on the Home tab of the ribbon. • This Week displays only items from the
current week. Month view....................... Ctrl + Alt + 4
Restore a Deleted Item: Click the Deleted Items • Unread searches only unread messages.
folder in the Folder pane, then click and drag an Contacts
• Flagged searches only flagged items.
item back to its original folder.
• Important only displays items set to high New Contact .................... Ctrl + Shift + C
Change Views: Click the View tab on the ribbon, importance. New Contact Group ......... Ctrl + Shift + L
then click the Change View button and select • More lets you apply advanced criteria. Open the Address Book... Ctrl + Shift + B
a view.

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Mail Mail Calendar
Compose Email: Click the New Email Insert a Link: While composing an email, click Reschedule an Appointment: Click and drag an
button on the Home tab. Enter recipients, a the Insert tab, click the Link button, select appointment on the calendar to move it to a
subject, and a message body, then click Send. a type of link, fill in where the link will lead, and different day (in Month view) or time (in Day,
click OK. Week, and Work Week view).
Types of Recipients: When composing a new
email, enter email addresses in the address Create an All-Day Event: While creating or
People
fields. editing an appointment, check the All-day
Add a New Contact: Click the New event check box.
• To contains the primary recipients, whom
the message is directed to. Contact button on the Home tab. Fill in the
Set a Reminder: While creating or editing an
fields with the information that you have, then
• Cc (Carbon Copy) sends a copy of the appointment, click the Reminder list arrow
click the Save & Close button.
message. While not the primary audience, and select how long before the event you’d like
these recipients may want to see the View the Address Book: Click the Address to be reminded.
information presented. The Cc field is Book button on the Home tab. Double-click a
visible to all recipients. Change Availability: While creating or editing
contact to open it and see more information.
an appointment, click the Show As list arrow
• Bcc (Blind Carbon Copy) sends a copy of and select an availability:
the message, while keeping the Bcc field Add a Contact from the Address Book: Click the
Address Book button on the Home tab, • Free shows that you’re available.
secret to other recipients.
double-click a contact, click the Add to • Working Elsewhere indicates that you’re
View an Email in the Reading Pane: Select an Contacts button, enter any additional working from another location.
email from the inbox to display it. information you have, then click the Save & • Tentative shows that you have tentative
Close button. plans and may or may not be available.
Open an Email in a New Window: Double-click
an email in the inbox. Edit a Contact: Double-click a contact to open it • Busy indicates that you’re busy and not
in a new window, fill in the information fields with available.
Mark an Email Read or Unread: Opening an any additional information you have, then click • Out of Office shows that you’re out of the
email, or displaying it in the Reading pane, will the Save & Close button. office and not available.
automatically mark an unread email as read.
Set Priority: While creating or editing an
Click the Unread/Read button on the Home Import Contacts: Click the File tab, click Open
appointment, click the High Importance
tab to toggle an email read or unread. & Export, and click Import/Export. Select
button or Low Importance button on the
Import from Another Program or File, then
Reply to an Email: Select an email in the inbox Appointment tab.
click Next. Select a type of file to import, then
(or open an email in its own window) and click click Next. Click Browse, select a file, click OK, Create a Meeting: While viewing the calendar,
the Reply button on the ribbon. then click Next. Select your Contacts folder, click the New Meeting button on the Home
click Next, then click Finish. tab. Click To… and double-click the contacts
Reply to All Recipients of an Email: Select an
email in the inbox (or open an email in its own you want to invite to the meeting, then click
Share a Single Contact: Select a contact, click
window) and click the Reply All button on OK. Enter the meeting subject, location, date
the Forward Contact button on the Home
the ribbon. and time, and a message, then click Send.
tab, and select a sharing format. Address and
compose the resulting email, then click Send. Track Meeting Responses: Select a meeting in
Forward an Email: Select an email in the inbox
(or open an email in its own window) and click your calendar and click the Tracking button
Create a Contact Group: Click the New
the Forward button on the ribbon. on the Meeting tab.
Contact Group button on the Home tab,
give the contact group a name, and click the Create a Recurring Appointment: While
Create a Signature: While composing an email, Add Members button. Select a source for a
click the Signature button on the Message creating or editing an appointment, click the
contact and double-click a contact to add it. Recurrence button on the Meeting tab.
tab and select Signatures. Click the New Add as many contacts as you would like, click
button, enter a name for the signature, and Choose a recurrence pattern, set a time range
OK, then click the Save & Close button. for the recurrence, then click OK.
click OK. Create the signature in the Edit
signature section and click OK. Add Members to a Contact Group: Double-click Edit a Recurring Appointment: Double-click a
a contact group to open it, click the Add recurring appointment to open it, then choose
Insert a Signature: While composing an email, Members button, select a source, and
click the Signature button on the Message whether to edit Just this one appointment or
double-click a contact to add it. Click OK, then The entire series. Edit the appointment or the
tab and select a signature. click the Save & Close button. recurrence settings, then click the Save &
Attach a File: While composing an email, click Close button.
Remove Members from a Contact Group:
the Attach File button on the Message tab. Double-click a contact group to open it, select a Delete a Recurring Appointment: Select a
Select a file, then click Insert. contact from the list, and click the Remove recurring appointment in the calendar, click the
Member button. Delete button on the Home tab, and select
Insert a Picture: While composing an email,
click the Insert tab, click the Pictures Delete Occurrence (to delete a single
button, select a picture, and click Insert. Calendar instance of the appointment) or Delete Series
(to delete the entire series).
Send Out-of-Office Replies: Click the File tab, Create an Appointment: From the Calendar
click the Automatic Replies button on the Info view, click the New Appointment button on Respond to an Invitation: Select an invitation in
tab, then click the Send Automatic Replies the Home tab. Enter the appointment’s details, your inbox, click the Accept button,
button. Set the start and end dates for the auto subject, location, and start and end time. Click Tentative button, or Decline button in the
reply, enter a message, and click OK. the Save & Close button. preview pane. Or, select an invited event in
your calendar and click the Accept button,
Set Message Priority: While composing an Edit an Appointment: Double-click an Tentative button, or Decline button on
email, click the High Importance or Low appointment to open it, edit the appointment the Meeting Series tab. Select whether to send
Importance button on the Message tab. details, then click the Save & Close button. a response and whether to edit it.

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 Home

Microsoft®

Outlook Quick Reference

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Intermediate Skills Visit ref.customguide.com

Outlook Calendar View Advanced Calendar

Schedule Meeting Rooms: In a new
Calendar Tab meeting window, click the Rooms button,
(in overlay mode) select a meeting room from the address
book, click the Rooms button, and click
OK.

Forward a Calendar Item: Open a calendar

item, click the Forward button on the
Meeting tab, enter a contact in the To:
Mini field, then click Send.
Calendar
Send Calendar Information: Click and drag
a meeting or an appointment and drop it on
the Mail Navigation Bar option. In the
Selected message window that opens, add a
Date recipient in the To field and click the Send
button.

Access a Shared Calendar: Expand the

Manage Calendars group. Click the Add
Folder
Calendar button, select Open Shared
Pane
Calendar, enter another user’s name (or
click Name and select a user from the
address book), then click OK.

Send a Calendar Sharing Invitation:

Meeting / Appointment
Expand the Manage Calendars group.
Click the Share Calendar button and
select the calendar you want to share from
Tasks
Tasks andand Notes
Notes Tasks and Notes the list. To share the calendar, click the
Add button, select a contact, and click
Flag a Message: In Mail view, select an item, click View Tasks in the To-Do Bar: Click the View tab on OK.
the Follow Up button on the Home tab, then the ribbon, click the To-Do Bar button, and
select a flag; or, right-click a message, select select Tasks. Send your Calendar in an Email: Click the
Follow Up, and select a flag. Email Calendar button on the Home
Change Task Views: In Task view, click the tab, select a calendar and date range, and
Change a Flag: In Mail view, select a flagged item, Change View button on the Home tab (or, if click OK.
click the Follow Up button on the Home tab, available, select a view from the Views gallery).
then select a new flag. Add New Calendars: Expand the Manage
Create a Recurring Task: When creating a new Calendars group. Click the Add Calendar
Add a Reminder: In Mail view, select an item, click task, click the Recurrence button on the Task button and select Create New Blank
the Follow Up button on the Home tab, and tab. Specify a recurrence pattern, then set the Calendar, give the calendar a name, and
select Add Reminder. Choose a date, time, and recurrence pattern’s date range. Click OK. click OK.
sound in the Reminder section of the Custom • Daily tasks recur every day, every set number
dialog box, then click OK. View Multiple Calendars: Check or
of days, or every weekday. uncheck a calendar’s check box in the
Remove a Flag: In Mail view, select a flagged item, • Weekly tasks recur on the same day of the Folder pane to toggle it on and off.
click the Follow Up button on the Home tab, week every week, or every certain number of
and select Clear Flag. weeks. Overlay Calendars: While viewing multiple
calendars, click the Overlay arrow on a
Add a Task: Switch to Task view by clicking Tasks • Monthly tasks recur on the same day of the calendar tab.
on the Navigation bar, then click the month (the 10th), or the same day of a
New Task button on the Home tab (or click the specified week of the month (the third Friday). Delete a Calendar: Right-click a calendar
New Items button on the Home tab, then • Yearly tasks recur annually on the same day tab (or a calendar in the Folder pane) and
select New Task). Enter a subject, start date, due of a month every year (July 8th), or the same select Delete Calendar.
date, and other options, then click Save & Close. weekday in a specified week and month (the
Configure Calendar Settings: Click the File
second Tuesday of April).
Mark a Task Complete: In Task view, check a tab and select Options at the left. In the
task’s check box; or, select a task and click the Remove Recurrence: After opening a task with Outlook Options dialog box that appears,
Mark Complete button on the Home tab. recurrence, click the Recurrence button on the select Calendar. Customize the calendar
Task tab and click Remove Recurrence. settings and click OK.

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Tasks and Notes Advanced Mail Manage Information
Assign a Task: When creating a task, click the Create a Rule Based on an Email: Select a Edit a Category: Click the Categorize button
Assign Task button on the Task tab. Enter message, click the Rules button on the on the Home tab, select All Categories, and
an email address in the To: field, then click Home tab, and select Create Rule. Select the select a category. Click Rename, give the
Send. conditions for the rule, then select the actions category a new name, and click OK. Click the
for the rule to carry out. Click OK. Color list arrow and select a new color. Click
Accept or Decline an Assigned Task: Select a OK.
task assignment request in your Mail inbox, then Create a Rule from Scratch: Click the
click either Accept or Decline in the Rules button on the Home tab and select Create a New Category: Click the Categorize
message preview. Choose whether to edit the Manage Rules & Alerts. Click New Rule and button on the Home tab, select All
message response or not, and click OK. use the Rules Wizard to set conditions, actions, Categories, and click New. Enter a name,
and exceptions. Give the rule a name, select select a color, and click OK.
View Notes: Click the More (⋯) button in the how you want it to run, and click Finish.
Navigation bar and select Notes. Double-click a Delete a Category: Click the Categorize
note to open it. Edit a Rule: Click the Rules button on the button on the Home tab, select All Categories,
Home tab and select Manage Rules & Alerts. select a category, click Delete, and click OK.
Create a Note: While in Notes view, click the Select a rule, click Change Rule, and select
New Note button on the Home tab. Start Edit Rule Settings. Use the Rules Wizard to Sort Inbox by Category: Click the sort by list
typing within the note window, then click outside edit the rule’s conditions, actions, and arrow above the Inbox and select Categories.
the note window to save it. exceptions, then click Finish.
Create a Folder: Click the Folder tab, click the
Delete a Rule: Click the Rules button on the New Folder button, enter a name, select a
Advanced Mail
Home tab, select Manage Rules & Alerts, type of content, select a location, and click OK.
Run a Quick Step: Click a Quick Step in the select a rule, click Delete, and click Yes.
Rename a Folder: Select a folder in the Folder
Quick Steps gallery, or click the More button
Save an Email in Another Format: Double-click pane, click the Folder tab, and click the
and select a Quick Step.
an email to open it, then click the File tab and Rename Folder button. Enter a new folder
Add a New Quick Step: Click the More button select Save As. Select where you want to save name and press Enter.
in the Quick Steps gallery, then select Create the email, then click the Save as type list arrow
and select a file type. Click Save. Move a Folder: Select a folder in the Folder
New. Give the new Quick Step a name, then
pane, click the Folder tab, and click the Move
customize the actions that the Quick Step will
Delegate Mail Folders: Click the File tab, click Folder button. Select a new location, then
take. Click Finish.
Account Settings, and select Delegate click OK.
Edit a Quick Step: Click the More button in Access. Click Add, select a contact from the
address book, click Add, then click OK. Select Delete a Folder: Select a folder in the Folder
the Quick Steps gallery, then select Manage
the permissions for the delegated user, then pane, click the Folder tab, and click the Delete
Quick Steps. Select a Quick Step, then click
click OK. Click OK again. Folder button. Click Yes to confirm.
Edit. Update the Quick Step’s actions, then
click Save. • Reviewer permissions allow the user to Create a Search Folder: Click the Folder tab
read items and files, but not create or edit and click the New Search Folder button.
Create a Quick Part: Select the text or graphics
them. Select Create a Custom Search Folder, click
you want to use as a Quick Part, click the Insert
• Author permissions allow the user to create Choose, and select criteria for the search
tab, click the Quick Parts button, and select
and read items and files, and to modify and folder. Click OK in the three open dialog boxes.
Save Selection to Quick Parts Gallery. Give
the Quick Part a name, category, and delete items they’ve created.
Clean Up a Conversation: Select a conversation
description, then click OK. • Editor permissions allow the user to create, in the Inbox, click the Clean Up button on
read, modify, and delete all items and files. the Home tab, select Clean Up Conversation,
Use a Quick Part: While composing a message,
then click Clean Up.
click the Insert tab, click the Quick Parts Access a Shared Folder: Click the File tab, click
button, and select a Quick Part. Open & Export, click Other User’s Folder, Clean Up a Folder: Select a folder, click the
enter another user’s name (or click Name and Clean Up button on the Home tab, select
Redirect Replies: While composing a message,
select a user), then click OK. Clean Up Folder, then click Clean Up Folder.
click the Options tab, and click the Direct
Replies To button. Click Select Names, Create an Email Using a Theme or Stationery: Export Outlook Data: Click the File tab, click
select names from the address book, and click Click the New Items button on the Home Open & Export, and click Import/Export.
OK. Click Close. tab, select Email Message Using, and select Select Export to a file and click Next. Select a
More Stationery. Select a theme or stationery file type and click Next. Select a folder to export
Recall a Message: Click the Sent Items folder
in the dialog box, then click OK. data from and click Next. Specify where you
in the Folder pane, open a message, click the
want to save the exported file, and how you’d
Actions button on the Message tab, and Add Additional Accounts: Click the File tab and like to deal with duplicate items, and click
select Recall this Message. Select whether to click the Add Account button. Fill in the Finish. Add an optional password and click OK.
just delete the message or to replace it with a account information and click Connect. Click
new message, then click OK. Done. Import Data into Outlook: Click the File tab,
click Open & Export, and click Import/Export.
Send a Poll: In a new message window, click the Specify Which Account Email is Sent From: Select Import from another program or file
Options tab, click the Use Voting While composing an email, click the From field and click Next. Select a file type to import and
Options button, and select a poll option (or list arrow and select an email account. click Next. Click Browse and specify a file,
select Custom, specify your own poll options,
choose how to handle duplicate items, and click
then click Close).
Manage Information Next. If necessary, select a folder from the file
Track Votes: Click the Sent Items folder, open to import, and click Finish.
a message with a poll, and click the Tracking Categorize an Item: Select an item, click the
button on the Message tab. Categorize button on the Home tab, and
select a category.

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 Home

Microsoft®

PowerPoint Quick Reference

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Basic Skills Visit ref.customguide.com

The PowerPoint Program Screen Keyboard Shortcuts

General
Quick Access Toolbar Title Bar Close Button Open a presentation ............ Ctrl + O
Create a new presentation ... Ctrl + N
Save a presentation ............. Ctrl + S
File Tab Print a presentation .............. Ctrl + P
Ribbon Insert a new slide ................. Ctrl + M
Toggle the Notes pane ......... Ctrl + Shift +
H
Close a presentation ............ Ctrl + W
Exit PowerPoint .................... Ctrl + Q
Thumbnails Help ..................................... F1
Active
Pane Slide
Editing
Cut ...................................... Ctrl + X
Copy.................................... Ctrl + C
Paste ................................... Ctrl + V
Undo ................................... Ctrl + Z
Notes
Pane Redo .................................... Ctrl + Y
Group .................................. Ctrl + G
Status Bar Zoom
View Find ..................................... Ctrl + F
Buttons Slider
Replace ............................... Ctrl + H
Select All ............................. Ctrl + A

Getting Started Formatting

The File tab opens Backstage view, Close PowerPoint: Click the Close Bold ..................................... Ctrl + B
which contains commands for button in the upper-right corner. Italics ................................... Ctrl + I
working with your files like Open,
Undo: Click the Undo button on the Underline ............................. Ctrl + U
Save, New, Print, Share, and Close.
Quick Access Toolbar. Align Left ............................. Ctrl + L
Create a New Presentation: Click the Align Right ........................... Ctrl + R
File tab, select New, and click Redo or Repeat: Click the Redo
button on the Quick Access Toolbar. Center ................................. Ctrl + E
Blank Presentation. Or, press Ctrl
+ N. The button turns to Repeat once Justify .................................. Ctrl + J
everything has been re-done.
Open a Presentation: Click the File Slide Show Delivery
tab and select Open, or press Ctrl + Change Presentation Views: Click the
O. Select a location with a file you View tab and select a view, or click one Begin slide show .................. F5
want, then select a file and click of the View buttons at the bottom of the
Resume slide show .............. Shift + F5
Open. window.
End slide show ..................... Esc
Save a Presentation: Click the Save Normal View Go to next slide .................... Page Down
button on the Quick Access Go to previous slide ............. Page Up
Toolbar, or press Ctrl + S. Choose a Outline View
location where you want to save the Go to first slide ..................... Home
file. Give the file a name, then click Slide Sorter View Go to last slide ..................... End
Save. Jump to slide ....................... [Slide #] +
Reading View Enter
Preview and Print: Click the File tab,
select Print, specify print settings, Get Help: Press F1 to open the Help Toggle screen black............. B
and click Print. pane. Type your topic or question and Toggle screen white ............. W
press Enter.
Pause show ......................... S
Close a Presentation: Click the File
tab and select Close, or press Ctrl + Use Zoom: Click and drag the zoom Change arrow to pen ........... Ctrl + P
W. slider to the left or right.
Change pen to arrow ........... Ctrl + A

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Work with Presentations Work with Presentations Organize a Presentation
Insert a New Slide: Click the Home tab and Add Slide Notes: Click the View tab on the Move a Slide: Click a slide in the Thumbnails
click the New Slide button in the Slides ribbon and click the Notes button in the pane and drag it to a new location.
group, or press Ctrl + M. Show group to turn on the Notes pane. Enter a
slide note to use during the presentation or for Hide or Unhide a Slide: Select a slide in the
Change the Slide Layout: Click the Home tab, slide handouts. Thumbnails pane in Normal view. Click the
click the Layout button in the Slides group, Slide Show tab on the ribbon and click the
and select a layout. Add a Comment: Click the slide where you Hide Slide button in the Set Up group to
want to add a comment. Click the Review tab toggle the slide visibility.
on the ribbon and click the New Comment
Title Slide button. Type your comment and click outside Deliver a Slide Show
the Comments pane to save it.
Start a Slide Show: Click the Slide Show tab
Compare Two Presentations: Open the first on the ribbon and click either the From
presentation you want to compare. Click the Beginning or From Current Slide
Title and Review tab on the ribbon and click the
Content button. Or, click the Slide Show button on
Compare button. Navigate to and select the status bar, or press F5.
the second presentation you want to compare.
Click the Merge button. End a Slide Show: While presenting a slide
show, click the Options button in the
Section Header Check Spelling and Grammar: Click the toolbar at the bottom left and select End
Review tab and click the Spelling button. Show. Or, press the Esc key.
Find Text: Click the Find button on the Advance to the Next Slide: Click the Next
Home tab, enter the word you want to find in Slide button, press the Spacebar, click the
Two Content the Find what field, and click the Find Next left mouse button, or press the Page Down
button to locate the word in the presentation. key.
Replace Text: Click the Replace button on Go Back to the Previous Slide: Click the
the Home tab. Enter the word you want to find Previous Slide button, press Backspace
Comparison in the Find what field, then enter the text that key, or press the Page Up key.
will replace it in the Replace with field. Click
Replace or Replace All. Click OK when Use the Laser Pointer: In Slide Show view,
finished. press and hold down the Ctrl key while
Title Only clicking and holding the left mouse button.
Edit Document Properties: Click the File tab
and ensure Info is selected. The right column Use the Pen: In Slide Show view, press Ctrl +
contains properties for the presentation such P and then draw on the screen. Press Ctrl + A
as file size, number of slides, hidden slides, to switch back to the arrow pointer. Press E to
Blank and author, among others. Click in a field to erase your annotations.
edit it.
Hide a Presentation Slide: In Slide Show view,
Password Protect a Presentation: Click the temporarily hide the current slide. Press the B
Content with File tab, click the Info tab, click the Protect key to make the screen black or the W key to
Caption Presentation button and select Encrypt with make it all white. Press the Esc key to make
Password. Enter a password to protect the the slide visible once again.
presentation and click OK. Reenter the
password and click OK. Slide Zoom: In Slide Show view, click the
Picture with Zoom button in the slide show toolbar. Click
Caption Organize a Presentation an area of the slide to zoom in. Right-click or
press the Esc key to zoom out and view the
Add a Section: Select the slide where you want entire slide.
Add Slides from Another Presentation: Click
the section to start. Click the Section button
the New Slide list arrow on the Home tab Start Presenter View: While presenting, click
on the Home tab and select Add Section from
and select Reuse Slides. Click Browse and the Options button in the slide show toolbar
the menu.
locate the file with slides you want to add. Click and select Show Presenter View.
a slide in the Reuse Slides pane to add it to the Rename Sections: Click any section heading in
current presentation. the Thumbnails pane to select it. Click the End Presenter View: While in Presenter view,
Section button on the Home tab and select click the Options button in the slide show
Duplicate Slides: Select the slide you want to toolbar and select Hide Presenter View.
Rename Section. Type a new name for the
duplicate. Click the New Slide list arrow on
section and click Rename.
the Home tab and select Duplicate Selected Create a Custom Slide Show: Click the Slide
Slides. Outline View: The Outline view allows you to Show tab on the ribbon. Click the Custom
focus on just the slide text without seeing any Slide Show button and select Custom
Copy and Paste: Select the text you want to Shows. Click the New button. Select the
pictures or graphics. Click the View tab on the
copy and click the Copy button on the slides you want to add to the custom show and
ribbon and click the Outline View button.
Home tab. Then click where you want to paste click the Add button. Click OK to save the
the text and click the Paste button. Slide Sorter View: The Slide Sorter view is the custom show.
easiest way to rearrange and organize slides
Cut and Paste: Select the text you want to cut Convert Presentations to Video: Click the File
after a presentation is created. Click the View
and click the Cut button on the Home tab. tab on the ribbon and select Export at the left.
tab on the ribbon and click the Slide Sorter
Then click where you want to paste the text Click Create a Video. Adjust the video
button.
and click the Paste button. settings and click Create Video.

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 Home

Microsoft®

PowerPoint Quick Reference

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Intermediate Skills Visit ref.customguide.com

Animations Tab & Pane Styles

Animation Styles
Preview Slide Show/Hide Copy/Paste
Animations Animation Pane Animations Text or object appears on the
slide.

Text or object fades into view.

Animations
Tab
Animat Text or object flies in from the
Reorder specified direction.
Animation
Transition/ s Text or object floats in from a
Animation specified direction and
Indicator becomes visible.
Animation Text or object becomes whole
Pane as its halves unite from a
specified direction.

Text or object is wiped on from

a specified direction.

Text or object fills in from the

edges of a specified shape
and appears.
Animation Order
Text or object rotates around
Transitions and Animations Formatting and Themes a central hub and gradually
comes into view.
Apply a Slide Transition: Select the slide(s) where Change the Font: Select the text you want to
you want to add a transition. Click the change, click the Font list arrow on the Home
Transitions tab on the ribbon and click the More tab, and select a new font.
Transition Styles
button in the Transition to This Slide group.
Select the transition you want to use. Change the Font Size: Select the text you want to The previous slide fades away,
change, click the Font Size list arrow on the revealing the current slide.
Modify a Transition: Click the Transitions tab on Home tab, and select a new font size.
the ribbon and click the Effect Options button.
Select an effect option in the menu. Change the Font Color: Select the text you want to The previous slide pushes the
change, click the Font Color list arrow, and current slide into view.
Apply an Animation: Select the text or object you select a new color.
want to animate and click the Animations tab on The previous slide disappears
the ribbon. Click the Animation Styles button Modify the Slide Background: Click the Design tab quickly as the current slide
and select the animation you want to use. Click on the ribbon and click the Format Background rolls over it.
the Add Animation button to add additional button. Make the desired changes in the Format
Background pane. The previous slide divides at a
animations to the same object.
center point and disappears,
Modify an Animation: Click the Animations tab Apply a Presentation Theme: Click the Design tab revealing the current slide.
on the ribbon and click the Effect Options on the ribbon. Click the More button in the The previous slide disappears
button. Select an option for the applied Themes group and select a theme. almost instantly and the
animation. current slide pops into view.
Modify Theme Elements: Click the Design tab,
Copy Animations: Select an object with an then, in the Variants group, click Colors, Fonts, or The previous slide moves out
animation applied. Click the Animations tab and Effects to expand the menu and select a new style of the way quickly, revealing
click the Animation Painter button. Select that coordinates with the current theme. the current slide.
the object you want the animation applied to. The previous slide disappears
Change the Slide Size: Click the Design tab, click
the Slide Size button in the Customize group, in a bright flash and the
Display the Animation Pane: Click the
and select a slide size. current slide eases into view.
Animations tab on the ribbon and click the
Animation Pane button. View and edit the Move things on the previous
timeline for animations on the current slide. Use a Presentation Template: Click the File tab on slide to their new locations on
the ribbon and select New. Select a template in the current slide.
the list and click Create.

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Pictures Graphics Slide Masters
Insert a Picture Using Content Placeholders: Insert WordArt: Click the Insert tab on the Open Slide Master View: Click the View tab on
Click a content slide’s Pictures or Online ribbon and click the WordArt button in the the ribbon and click the Slide Master
Pictures button. Navigate to the picture you Text group. Select a WordArt style in the menu button.
want to use and select it, then click Insert. and replace the placeholder text.
Edit a Slide Master Layout: While in Slide
Insert from the Ribbon: Click the Insert tab on Insert an Icon: Click the Insert tab on the ribbon Master view, select the layout you want to edit
the ribbon. Click the Pictures or Online and click the Icons button. Select an icon in the Thumbnails pane at the left. Modify
Pictures button. Navigate to the picture you and click Insert. existing placeholders, or add new ones using
want to use and select it, then click Insert. the Master Layout group on the Slide Master
Create a Drawing: Click the Draw tab on the tab of the ribbon.
Resize a Picture: Select a picture. Click and ribbon and click the Draw with Touch
drag a resize handle around the outer edge to button. Draw a shape using the mouse or Close Slide Master View: While in Slide Master
make the picture larger or smaller. touchscreen. view, click the Slide Master tab on the ribbon
and click the Close Master View button.
Crop a Picture: Select the picture you want to Insert SmartArt: Click the Insert tab on the
crop. Click the Picture Tools Format tab on the ribbon and click the SmartArt button in the Create a Custom Slide Layout: While in Slide
ribbon and click the Crop button. Click and Illustrations group. Select a graphic in the dialog Master view, click in between two existing slide
drag the crop handles to remove any unwanted box and click OK. layouts in the Thumbnails pane. Click the
areas, then click the Crop button again. Insert Layout button on the Slide Master
Insert a Chart: Click the Insert Chart button tab of the ribbon. Insert and format the desired
Insert a Screenshot: Click the Insert tab on the in a slide’s content placeholder, or click the slide placeholders.
ribbon and click the Screenshot button. Insert tab and click the Insert Chart button.
Choose an open window to capture, or select Select a chart type and click OK. Add a Master Footer: While in Slide Master
Screen Clipping. view, select the slide layout where you want to
Insert a Table: Click the Insert Table button add a footer. Click the Insert tab on the ribbon
Remove a Picture’s Background: Select a in a slide’s content placeholder, or click the and click the Header & Footer button.
picture, click the Picture Tools Format tab on Insert tab and click the Insert Table button. Modify the footer options and click Apply.
the ribbon, and click the Remove Background Specify the number of rows and columns for the
button. Resize the bounding box around table and click OK. Modify a Master or Layout Background: While
what you want to keep. If needed, use the in Slide Master view, select a slide master or
Refine group to mark specific areas to remove Self-Run Presentations layout to edit. Right-click the thumbnail and
or keep, then click the Keep Changes select Format Background. Modify the
button. Insert a Video: Click the Insert tab and click the options in the Format Background pane at the
Video button in the Media group. Select right, then close the pane when you’re finished
Apply Picture Adjustments: Select a picture, either Online Video or Video on My PC. making changes.
then click the Picture Tools Format tab on the Locate and select the video and click the Insert
ribbon. In the Adjust group, click the button. Apply a Master Theme: While in Slide Master
Corrections , Color , and/or Artistic view, select a slide master. Click the Themes
Effects button and select an adjustment Modify Video Playback Options: Select a video button on the Slide Master tab and select a
from the menu. and click the Video Tools Playback tab on the theme to apply to the selected master and all
ribbon. Use the options on this tab to perform its layouts.
Reset Picture Formatting: Select a picture. Click tasks such as trimming the video, adding a fade
the Picture Tools Format tab on the ribbon and in and out, and controlling how the video Insert an Additional Slide Master: While in Slide
click the Reset Picture button. behaves in a live presentation. Master view, click the Slide Master tab on the
ribbon and click the Insert Slide Master
Apply a Picture Style: Select a picture, then Insert an Audio Clip: Click the Insert tab and button.
click the Picture Tools Format tab on the click the Audio button in the Media group.
ribbon. Select a style in the Picture Styles Select Audio on My PC to locate an existing Rename a Slide Master or Layout: While in
gallery. audio clip, or Record Audio to create a custom Slide Master view, select a slide master or
clip right within PowerPoint. layout to rename. Click the Rename button
Graphics on the Slide Master tab of the ribbon. Type a
Insert Action Buttons: Click the Insert tab and new name and click the Rename button.
Insert a Text Box: Click the Insert tab on the click the Shapes button. In the menu, select
ribbon and click the Text Box button. The a button in the Action Buttons category. Click Delete a Slide Master or Layout: While in Slide
cursor changes to a crosshair; click and drag to and drag the cursor on the slide to place the Master view, select a slide master or layout to
place the text box on the slide. button in the desired location. In the dialog box delete. Right-click the thumbnail and select
that appears, leave the default settings or Delete Master or Delete Layout.
Insert a Shape: Click the Insert tab on the modify how the button behaves, then click OK.
ribbon and click the Shapes button. Select Edit the Handout Master: Click the View tab
the shape you want to use in the menu. Click Record Narration and Timing: Click the Slide on the ribbon and click the Handout Master
and drag to place the shape on the slide. Show tab and click the Record Slide Show button. Modify the handout master using the
button. Click the Record button. The options on the Handout Master tab of the
Merge Shapes: Select two or more shapes to presentation starts, recording narration and ribbon, then click the Close Master View
merge. Click the Drawing Tools Format tab on timing for each slide as you move through the button.
the ribbon and click the Merge Shapes presentation. Click the Stop button.
button. Select a merge option in the menu. Edit the Notes Master: Click the View tab on
Set up a Slide Show: Click the Slide Show tab the ribbon and click the Notes Master
Apply a Shape Style: Select a shape, then click on the ribbon and click the Set Up Slide Show button. Modify the notes master using the
the click Drawing Tools Format tab on the button. Modify the options in the dialog box to options on the Notes Master tab of the ribbon,
ribbon and select a style in the Shape Styles specify how you want the slide show to run and then click the Close Master View button.
gallery. click OK.

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 Home

Microsoft Teams
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The Teams Program Screen Keyboard Shortcuts

General
Search /
List Pane Command Box Content Pane Profile Icon Go to Search ................... Ctrl + E
Start a New Chat ............. Ctrl + N
Show Commands ............ Ctrl + /
Show Keyboard
Shortcuts ......................... Ctrl + .
Goto ................................ Ctrl + G
Help ................................. F1
Settings .......................... Ctrl + ,
Zoom In ........................... Ctrl + =
Zoom Out ........................ Ctrl + -
App Bar
Navigation
Activity............................. Ctrl + 1
Chat ................................ Ctrl + 2
Teams ............................. Ctrl + 3
Calendar.......................... Ctrl + 4
Calls ................................ Ctrl + 5
Files ................................. Ctrl + 6
New Conversation
Messaging
button
Go to Compose box ......... C
Getting Started Chats Expand Compose box...... Ctrl + Shift + X
Send from Expanded
Sign In: Enter your email address in the Sign In Start a New Chat: Click the Chat button on the Compose Box .................. Ctrl + Enter
field, then click Sign In. Enter your password in App bar, then click the New Chat button at the
Attach file ........................ Ctrl + O
the Password field, then click Sign In. top of the list pane. Start typing the name of the
person you want to chat with, then select their New Line ......................... Shift + Enter
Sign Out: Click your account icon in the upper-right, name from the search results. Enter a message in
then select Sign Out. the Compose box, then click Send. Meetings and Calls
Set Your Status: Click your account icon in the Resume a Recent Chat: Click the Chat button on Accept Video Call ............ Ctrl + Shift + A
upper-right, click your current status, then select a the App bar, then select a contact from under the Accept Audio Call ............ Ctrl + Shift + S
new status from the menu. Recent heading. Decline Call ..................... Ctrl + Shift + D
Available Online and available Start a Chat with a Contact: Click the Chat button Start Audio Call ................ Ctrl + Shift + C
on the App bar. Click the Chat heading at the top Start Video Call ................ Ctrl + Shift + U
Busy On a call, in a
meeting, or otherwise of the list pane, select Contacts, then select
Toggle Mute .................... Ctrl + Shift + M
busy someone from the Contacts list.
Toggle Video ................... Ctrl + Shift + O
Do Not Online, but does not Start a Group Chat: Click the Chat button on the Toggle Fullscreen ............ Ctrl + Shift + F
Disturb want to be disturbed App bar, then click the New Chat button at the
top of the list pane. Start typing a person’s name, Toggle Background Blur . Ctrl + Shift + P
Be Right Will return shorty then select their name from the search results.
Back Start typing another name, then select another Calendar
contact from the search results. Repeat until you
Schedule a Meeting ......... Alt + Shift + N
Appear Currently away from have all the contacts you want.
Away computer or idle Go to Current Time ......... Alt + .
Format Text: Click the Format button below the Previous Day/Week ........ Ctrl + Alt + 
Set a Status Message: Click your account icon in Compose box. Select the text you want to format,
the upper-right, then select Set Status Message. Next Day/Week ............... Ctrl + Alt + →
then use the formatting options available. Click the
Enter a message into the text field, then click the ••• More Options button to access additional View Day ........................ Ctrl + Alt + 1
Clear status message after list arrow and select formatting options. View Workweek .............. Ctrl + Alt + 2
when the message should expire. Click Done.
View Week ...................... Ctrl + Alt + 3

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Chats Teams Meetings
Send Important and Urgent Messages: Click the React to a Message: Hover your mouse over a View Meeting Notes: View the team channel
Set Delivery Options button, then select message in a team channel, then click a that a meeting took place in, then click the
Important or Urgent. reaction from the menu that appears. Meeting Notes tab.
• Important messages will be marked with a
symbol. Save a Message: Hover your mouse over a Record a Meeting: While in a meeting, click the
• Urgent messages will be marked with a message in a team channel, click the ••• More ••• More Actions button on the controls toolbar
symbol and will repeatedly notify the recipient Options button, then select Save this and select Start Recording. Click the ••• More
until the message is read. message. Actions button again and select Stop
Recording when you’re finished.
Insert an Emoji: Click the Emoji button and View Saved Messages: Click your account icon
select an emoji from the menu. in the upper-right, then select Saved. Click a View a Meeting Recording: View the team
saved message to view it. channel that a meeting took place in, locate the
Insert a GIF: Click the GIF button, then meeting in the Content pane, click the
search for a GIF. Select a GIF from the search Create a New Channel: Hover your mouse over recording, then click the Play button.
results. a team in the list pane, click the ••• More
Options button, then select Add channel. Toggle Camera: While in a meeting or call, click
Insert a Sticker: Click the Sticker button, Give the channel a name and description, set its the Camera button on the controls toolbar to
select a sticker category or search for a sticker, privacy settings, then click Add. turn it on or off.
then click a sticker.
View a Channel File Library: While viewing a Toggle Microphone: While in a meeting or call,
Invite People to a Group Chat: Click the Add team channel, click the Files tab. click the Microphone button on the controls
People button at the top of a chat screen. Start toolbar to turn it on or off.
typing a person’s name, then select their name Upload a File to a Library: While viewing a file
from the search results. Choose how much of library, click the Upload button, select Files, Change the Camera Background: While in a
the conversation they’ll be allowed to see, then navigate to and select a file, then click Open. meeting or call, click the ••• More Actions
click the Add button. button on the controls toolbar and select Apply
Create a New File in a Library: While viewing a Background Effects. Select an effect, then
Pin a Chat to the Top of the List Pane: Hover file library, click the New button, select a file click Apply.
your mouse over a chat in the list pane, click the type, then enter a file name and click Create.
••• More Options button, then select Pin. Change Audio and Video Devices: While in a
Share a Link to a Library: While viewing a file meeting or call, click the ••• More Actions
Mute a Chat’s Notifications: Hover your mouse library, click the Copy Link button, select button on the controls toolbar and select
over a chat in the list pane, click the ••• More whether you want a Teams link or a Device Settings. Click the list arrows for audio
Options button, then select Mute. SharePoint link, then click the Copy button. devices and the camera to select a device.

Share a File: Click the Attach File button Meetings Share Your Screen: While in a meeting or call,
below the Compose box, select a file source, click the Share Content button on the
select a file, click Open, then click Send. Schedule a Meeting: Click the Calendar button controls toolbar. Select your whole screen, a
on the App bar, then click the New meeting specific window, or a PowerPoint presentation
Teams button. Enter a meeting’s name, date, and time, from the screen sharing pane. Click the Stop
then choose a location or team channel. Click Sharing button when you’re done.
Join a Team: Click the Teams button on the Save.
App bar, then click Join or create a team at Calls
the bottom of the list pane. Select a public team, Join a Meeting from a Channel: View the team
search for a team, or enter a team code in the channel the meeting is taking place in, locate Make a Call: Click the Calls button on the App
Enter code field. Click a team’s Join Team the meeting in the Content pane, then click a bar. Enter a contacts name in the Type a name
button. meeting’s Join Now button. Or, click the field, select them, then click the Call button;
meeting to view its details and then click the or click the Contacts tab in the list pane and
Create a Team: Click the Teams button on the Join button. click a contact’s Call button.
App bar, then click Join or create a team at
the bottom of the list pane. Click the Create Join a Meeting from the Calendar: Click the Answer a Call: When someone calls you, a
Team button, then click From scratch. Select Calendar button on the App bar, click a notification will appear.
a privacy level, enter a team name and meeting, then click the Join button. • Click to answer as a video call.
description, then click Create. Add team • Click to answer as an audio call.
members by searching for their names and View a Meeting Conversation: While in a
• Click to decline the call.
selecting them from the search results, click meeting, click the Show Conversation
Add, then click Close. button on the controls toolbar. Place a Call on Hold: While on a call, click the
••• More Actions button on the controls toolbar
View a Team Channel: Click the Teams button Show Meeting Participants: While in a meeting,
and select Hold. Click the Resume button
on the App bar, then click a team channel in the click the Show Participants button on the
when you can return to the call.
list pane. controls toolbar to display the People pane.
Transfer a Call: While on a call, click the
Start a Channel Conversation: While viewing a Mute a Meeting Participant: While the meeting’s
••• More Actions button on the controls toolbar
team channel, click the New Conversation People pane is displayed, click a participant’s
and select Transfer. Type the name of who you
button. Enter a message in the Compose box, ••• More Options button and select Mute
want to transfer the call to, select their name
then click Send. Participant.
from the search results, then click Transfer.

Reply to a Channel Conversation: Click a Take Meeting Notes: While in a meeting, click
Check Your Voicemail: Click the Calls button
conversation’s Reply button, then enter a the ••• More Actions button on the controls
on the App bar and click Voicemail tab above
message and click Send. toolbar and select Meeting Notes. Click the
the History group. Click a voicemail message,
Take Notes button, then begin taking notes. then click the Play button to play it.

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 Home

Microsoft®

Windows 11
Quick Reference Guide Free Cheat Sheets
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Windows Desktop and Start Menu Keyboard Shortcuts

General
Open the Start Menu ...........
Search Field Pinned Apps All Apps Button
Copy a file or folder .............. Ctrl + C
Cut a file or folder ................. Ctrl + X
Paste a file or folder ............. Ctrl + V
Quick Settings Menu ............ +A
Task view ............................. + Tab
Close an app ....................... Alt + F4
Lock computer ..................... +L
Print ..................................... Ctrl + P
Start
Menu Open File Explorer ............... +E
Open the Run dialog box...... +R
Open the Task Manager ..... Ctrl + Shift
Esc
Capture screenshot ............. + PrtScn
Open Search ....................... +S
Open Narrator ..................... + Ctrl +
Enter

Settings Shortcuts
Start System Date and
Button Taskbar System settings.................... +I
Tray Time
Accessibility Settings. .......... +U
Start Menu Apps Voice Typing ........................ +H
Cast pane ............................ +K
Open the Start Menu: Click the Start button Launch an App: Click the app’s icon in the Pinned
Display options for
on the taskbar; or, press the key. group in the Start menu; or, click the All Apps
second screen ..................... +P
button in the Start menu, scroll through the list of
View All Apps: Click the All Apps button in the apps, and select the app you want to open. Quick Link menu .................. +X
Start menu.
Search for an App: Click the Search button on Desktop Shortcuts
Pin an App to the Start Menu: Right-click an app the taskbar and type the name of the app you
in the All Apps list and select Pin to Start. want to open. Show/hide desktop .............. +D
Maximize window ................. +
Pin an App to the Taskbar: Right-click an app in Jump to an Open App: Click the Task View
the All Apps list and select Pin to Taskbar. button on the taskbar and select an open app; or, Minimize/Restore window ..... +
press + Tab. Minimize all windows ............ +M
Unpin an App from the Start Menu: Right-click an Note: You can also right-click an app in Task view
app in the Pinned group and select Unpin Snap window to left .............. +
to see additional options for viewing and closing
from Start. the app. Snap window to right............ +→
Snap Layouts Menu ............. +Z
Lock Your Computer: Click your User Icon Install an App: Click the Microsoft Store icon on
button and select Lock. View open apps ................... Ctrl + Alt +
the taskbar. Browse or search for the app you Tab
want and click it. Click Get to install a free app or
Sign Out of Windows: Click your User Icon Switch between apps ........... Alt + Tab
Buy to install a paid app.
button and select Sign Out.
New desktop ........................ + Ctrl + D
Update an App: Click the Microsoft Store icon
Switch Users: Click your User Icon button and Switch desktops ................... + Ctrl +
on the taskbar and click the Library tab in the
select another user. /→
bottom-left corner of the window. Click the Get
updates button at the top of the window. Close active desktop ............ + Ctrl + F4
Put Your PC to Sleep: Click the Power button
and select Sleep. Peek at the desktop ............. +,
Uninstall an App: Right-click an app’s icon in the
Pinned group in the Start menu or in the All Apps Minimize all but the
Shut Down or Restart Your PC: Click the active window ...................... + Home
Power button and select either Shut down list, then select Uninstall.
Refresh active window ......... F5
or Restart.

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The Fundamentals Folders and Files Maintain Your Computer
View the Notification Center: Click the Date Delete Files or Folders: Select the file or folder Pair a Bluetooth Device: Click the
and Time on the right end of the taskbar. you want to rename in File Explorer and click Start button and open the Settings app.
Notifications are grouped by the app that the Delete button on the toolbar. Click Bluetooth & Devices, click the Add
triggered them. Device button, click Bluetooth, select a
Search in a Folder: Click in the Search field in device, then click Done.
• Click a notification to open it in the the upper-right corner of the File Explorer
associated app. window. Type a search term, then press Enter. Connect a Paired Bluetooth Device: Click the
• Click a notification’s Clear button to Start button and open the Settings app.
clear the notification. Sort Icons: Click the Sort button on the Click Bluetooth & Devices, click the
• Click an app’s Clear button to clear all toolbar, then select a sorting method (name, More Options button for a paired device,
that app’s notifications. type, date modified, etc.). Click the Sort then select Connect.
• Click the Clear All button to clear all button again and select a sort order
notifications at once. (ascending or descending). Disconnect a Paired Bluetooth Device: Click
the Start button and open the Settings
View the Quick Settings Menu: Click the File Explorer Views: Click the View button app. Click Bluetooth & Devices, click the
Network, Volume, and Battery icons in the on the toolbar. Use the options here to change More Options button for a connected device,
system tray. how your files are viewed—as a grid of icons, then select Disconnect. You can also select
simple or detailed lists, or tiles that display a Remove Device, then click Yes to unpair the
• Click a feature’s button to toggle that file’s contents. device.
feature on or off.
• Click and drag the Brightness slider to Compress Files or Folders: Select the files or Check for Windows Updates: Click the
adjust screen brightness. folders you want to compress, then click the ••• Start button and open the Settings app.
• Click and drag the Volume slider to See More button on the toolbar. Select Click Windows Update and then click the
adjust system audio volume. Compress to ZIP file, type a name for the Check for updates button.
compressed folder, then press Enter.
Connect to a Wireless Network: Click the Open the Task Manager: Right-click the
Network, Volume, and Battery icons in the Create a Shortcut: Right-click the file or folder Start button and select Task Manager; or,
system tray to open the Quick Settings menu, you want to create a shortcut to, select press Ctrl + Shift + Esc. If a task is no longer
click the Manage Wi-Fi Connections Show More Options, then select Create responding, select it and click End task.
button (next to the Wi-Fi toggle button), Shortcut. Move the shortcut to the desktop, or
select a network from the list, click Connect, another folder. View Power and Battery Settings: Click the
enter the network’s password, then click Next. Network, Volume, and Battery icons in the
Restore a Deleted File or Folder: Double-click system tray to open the Quick Settings menu,
Add a Virtual Desktop: Click the Task the Recycle Bin icon on the desktop. Select then click the Battery icon. Adjust the time
View button on the taskbar, then click the the file(s) or folder(s) you want to restore, then needed for your display and computer to sleep,
New Desktop button. click the Restore the Selected Items adjust power modes, and configure Battery
button on the toolbar. Saver mode here.
Switch Between Virtual Desktops: Click the
Task View button on the taskbar, then select Restore All Deleted Files and Folders: Double- Adjust App Privacy Permissions: Click the
another virtual desktop from the row of click the Recycle Bin icon on the desktop, Start button, open the Settings app, and
desktops along the bottom of the screen; or, then click the Restore All Items button on click Privacy & Security. Click a specific
press + Ctrl +  or → to cycle through the toolbar. permission category (location, camera,
virtual desktops. microphone, etc.) to choose which apps can
Empty the Recycle Bin: Double-click the and cannot access that data.
Rename a Virtual Desktop: Click the Recycle Bin icon the desktop and click the
Task View button on the taskbar, right- Empty Recycle Bin button on the toolbar; Keep Windows Secure: Click Show
click a desktop thumbnail, select Rename, or, right-click the Recycle Bin icon and select Hidden Icons in the system tray (if
enter a new name, then press Enter. Empty Recycle Bin. necessary), then click the Windows
Security icon; or, in the Settings app, click
Folders and Files Connect to a Network Computer: Click the Privacy & Security, click Windows
Network category in the File Explorer Security, then click the Open Windows
Open File Explorer: Click the File Navigation Pane to expand it, then double-click Security button.
Explorer icon on the taskbar. Double-click a the computer you want to connect to. Enter a
user name and password for a user on that Some of the categories available that will help
file or folder to open it.
computer, then click OK. ensure Windows is secure include:
Move or Copy Files and Folders: Select the • Virus & threat protection checks your
file or folder you want to move, then click the Personalize Windows computer for viruses and other malicious
Cut button (to move) or the Copy button files.
(to copy) on the toolbar. Navigate to the folder Change the Desktop Background: Click the • Firewall & network protection configures
you want to move or copy the file or folder to, Start button and open the Settings app. Click network firewalls for both private and public
then click the Paste button. Personalization, then click Background. networks to keep your computer safe from
Use the options here to select a new network attacks.
Rename Files and Folders: Select the file or background color or image. • App & browser control configures
folder you want to rename in File Explorer and warnings for suspicious files, applications,
click the Rename button on the toolbar. Customize the Lock Screen: Click the
and websites that you download and visit.
Type a new name for the file or folder, then Start button and open the Settings app.
• Device performance & health keeps track
press Enter. Click Personalization and then click Lock
of system, software, and driver updates,
Screen. Use the options here to select a new
while monitoring storage space and battery
background image and status information.
life.

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Word Quick Reference

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Basic Skills Visit ref.customguide.com

The Word Program Screen Keyboard Shortcuts

General
Quick Access Toolbar Title bar Minimize Window Open a document ................ Ctrl + O
Create a new document ....... Ctrl + N
Close Save a document ................. Ctrl + S
Print a document ................. Ctrl + P
Close a document ................ Ctrl + W
Ribbon
Navigation
Move the text cursor ............ , , , →
Rulers Up one screen ..................... Page Up
Down one screen ................. Page Down
Beginning of a line................ Home
End of a line ......................... End
Beginning of a document ..... Ctrl + Home
End of a document ............... Ctrl + End
Open Go To dialog box ........ Ctrl + G

Editing
Views Zoom Cut ...................................... Ctrl + X
Status bar
Copy.................................... Ctrl + C
Paste ................................... Ctrl + V
Undo ................................... Ctrl + Z
Word Fundamentals Select and Edit Text Redo .................................... Ctrl + Y
Create a Blank Document: Click the File tab, Select a Block of Text: Click and drag across the Find ..................................... Ctrl + F
select New, and click Blank document; or, press text you want to select; or, click at the beginning of Replace ............................... Ctrl + H
Ctrl + N. a text block, hold down the Shift key, and click at
Select All ............................. Ctrl + A
the end of a text block.
Open a Document: Click the File tab and select Check Spelling and
Open, or press Ctrl + O. Select a location with a Select a Sentence: Press the Ctrl key and click in a Grammar ............................. F7
file you want, then select a file and click Open. sentence.
Formatting
Save a Document: Click the Save button on the Select a Line of Text: Click in the left margin for the
Quick Access Toolbar, or press Ctrl + S. Choose line you want to select. Bold ..................................... Ctrl + B
a location where you want to save the file. Give the Italics ................................... Ctrl + I
file a name, then click Save. Select a Paragraph: Double-click in the left margin
for the paragraph you want to select. Underline ............................. Ctrl + U
Recover an Unsaved Document: Restart Word Align Left ............................. Ctrl + L
after a crash. If a document can be recovered, the Select Everything: Click the Select button on the
Home tab and click Select All, or press Ctrl + A. Align Center ......................... Ctrl + E
Recover unsaved documents link will appear on
the start screen. Click the link to open the Align Right ........................... Ctrl + R
Document Recovery pane, then select an Edit Text: Select the text you want to replace and
Justify .................................. Ctrl + J
autorecovered document. type new text.
Indent a paragraph .............. Ctrl + M
Change Document Views: Click the View tab and Cut, Copy and Paste: Select the text you want to Remove an indent ................ Ctrl + Shift + M
select a view, or click one of the View buttons at cut or copy and click the Cut or Copy button
Increase font size ................. Ctrl + Shift + >
the bottom of the window. on the Home tab. Click where you want to paste
the text, and click the Paste button. Decrease font size ............... Ctrl + Shift + <
Reading View Increase font size 1pt ........... Ctrl + ]
Undo: Click the Undo button on the Quick
Access Toolbar. Decrease font size 1pt ......... Ctrl + [
Print Layout View
Copy formatting ................... Ctrl + Shift + C
Web Layout View Redo or Repeat: Click the Redo button on the
Paste formatting................... Ctrl + Shift + V
Quick Access Toolbar. The button turns to Repeat
Print: Click the File tab, select Print, specify print once everything has been re-done. Show/Hide Formatting
settings, and click Print. Marks .................................. Ctrl + Shift + *

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Select and Edit Text Format Text and Paragraphs Format Text and Paragraphs
Spelling and Grammar Errors: Potential spelling Create a Bulleted List: Select the text you want Types of Tab Stops: Pressing the Tab key will
errors are underlined in red and potential to make into a bulleted list, and click the Bullets advance the cursor to the next tab stop and
grammar errors are underlined in blue. button. align the text at that point, depending on the
type of tab stop.
Correct a Spelling or Grammar Error: Manually Change a Bulleted List Style: Select a bulleted
make the correction, or right-click the error and list, click the Bullets button list arrow, and Left aligned will align the left side of
select a suggestion you want to use. select a bullet symbol. the text with the tab stop.
Ignore a Spelling or Grammar Error: Right-click Create a Numbered List: Select the text you Center aligned will align the text so
the error and select Ignore All. want to make into a numbered list, and click the that it’s centered under the tab stop.
Numbering button.
Check Spelling and Grammar: Click Right aligned will align the right side of
the Review tab and click the Spelling & Change a Numbered List Style: Select a the text with the tab stop.
Grammar button. numbered list, click the Numbering button
Decimal aligned will align text and
list arrow, and select a numbered list style.
Find the Word Count: Click the word count in numbers by a decimal point.
the lower-left corner; or click the Review tab Align a Paragraph: Click anywhere in the
and click the Word Count button. paragraph you want to align and click an Remove a Tab Stop: Click and drag a tab stop
alignment option in the Paragraph group on the off of the ruler.
Use the Thesaurus: Click the word you want to Home tab.
replace, click the Thesaurus button on the Format the Page
Review tab, click a word’s list arrow, and select Left aligned
Insert; or, right-click the word you want to Choose a Margin Size: Click the Layout tab,
replace, select Synonyms, and select a word Center aligned click the Margins button, and select a
from the menu. common margin setting. Or, click and drag the
Right aligned Adjust Left, Adjust Right, Adjust Top, or
Find Text: Click the Find button on the Home Adjust Bottom line on the Ruler.
tab, type the text you want to find in the Search Add a Border: Click in the paragraph where you
box, and click an item to jump to it in the want to add a border, click the Borders button Change Paper Size: Click the Layout tab, click
document. list arrow, and select a border. the Size button, and select the size you want
to use.
Replace Text: Click the Replace button on Add Shading: Click in the paragraph where you
the Home tab. Enter the word you want to find in want to add shading, click the Shading Change Paper Orientation: Click the Layout
the Find What field, then enter the text that will button list arrow, and select a shading color. tab, click the Orientation button, and select
replace it in the Replace With field. Click Portrait or Landscape.
Change Line Spacing: Select the paragraph you
Replace or Replace All. Click OK when
want to adjust, click the Line Spacing Use a Header or Footer: Click the Insert tab,
finished.
button, and select a spacing option. click either the Header or Footer button,
Insert a Symbol: Click where you want to insert and select an option.
Change Paragraph Spacing: Click the
the symbol. Click the Insert tab and click the
Paragraph group’s dialog box launcher , Add Page Numbers: Click the Insert tab, click
Symbol button. Either select a symbol from
change the values in the Before or After the Page Number button, select a part of the
the menu or select More Symbols, select a
spacing fields, and click OK. page, and select a page number style.
symbol, and click Insert.
Copy Formatting: Select the formatted text you Format Columns: Click the Layout tab, click the
Insert Text from Another File: Place the cursor
want to copy, click the Format Painter Columns button, and select a column
where you want to insert the text. Click the
button, and select the text you want to apply option.
Insert tab, click the Object button list
formatting to.
arrow, and select Text from File. Select the file
containing the text you want to insert, then click Insert Column Breaks: Place your cursor where
Indent Paragraphs: Click anywhere in the you want to start a new column, click the
the Insert button. paragraph you want to indent and click the Layout tab, click the Breaks button, then
Increase Indent or Decrease Indent select Column.
Format Text and Paragraphs button on the Home tab.
Insert Page Breaks: Place your cursor where
Change the Font: Select the text you want to Set Custom Indents: Click anywhere in the you want to start a new page, click the Insert
change, click the Font list arrow, and select a paragraph you want to indent and click the tab, and click the Page Break button.
new font. Paragraph group’s dialog box launcher .
Adjust the values in the Left and Right fields, Add a Watermark: Click the Design tab, click
Change the Font Size: Select the text you want then click OK. the Watermark button, and select a
to change, click the Font Size list arrow, and watermark style.
select a new font size. Enable the Ruler: Click the View tab, then
check the Ruler check box. Add Page Color: Click the Design tab, click the
Change the Font Color: Select the text you want Page Color button, and select a page color.
to change, click the Font Color button list Set a Tab Stop: Click anywhere in the
arrow, and select a new color. paragraph you want to add a tab stop to, then Add Page Borders: Click the Design tab, then
click a spot on the ruler. Or, click the Paragraph click the Page Borders button. In the
Apply Bold, Italic, or an Underline: Click the group’s dialog box launcher , click the Tabs Borders and Shading dialog box, customize the
Bold , Italic or Underline button in the button, enter a tab stop position in the text field, border style, color, and width, as well as which
Font group on the Home tab. and then click Set. Click OK when you’re sides the border will appear on, and then click
finished adding tab stops. OK.
Clear Formatting: Select the text you want to
clear formatting from, then click the Clear All
Formatting button.

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Word Quick Reference

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Elements of a Table Navigating a Table

Navigating a Table
Next cell .......................... Tab
Previous cell .................... Shift + Tab
Table Selector Next row .......................... 
Column Previous row .................... 
Header Row First cell in a row .............. Alt + Home
Last cell in a row .............. Alt + End
First cell in a column ........ Alt + Page Up
Last cell in a column ........ Alt + Page Down
Selected Cell Selecting Cells in a Table
Select a Single Cell: Click in the lower-left
Row corner of a cell, when the cursor changes
to an arrow ; or triple-click a cell; or click
Total Row the Table Tools Layout tab, click Select ,
and choose Select Cell.
Resize Handle Select a Row: Click to the left of the table
row (just outside the table itself); or click
the Table Tools Layout tab, click
Select , and choose Select Row.
Select a Column: Click above a column,
Tables when the cursor changes to an arrow ; or
click the Table Tools Layout tab, click
Select , and choose Select Column.
Insert a Table: Click the Insert tab, click the Table Split Cells: Select a cell, click the Table Tools
Select an Entire Table: Click the table
button, and select the number of rows and Layout tab, click the Split Cells button, enter
selector button in the upper-left corner
columns that you want. the number of rows and columns, and then click
of a table; or click the Table Tools Layout
OK.
Add a Row or Column: Click in a cell next to where tab, click Select , and choose Select
you want to add a row or column. Click the Table Distribute Rows and Columns: Click within the Table.
Tools Layout tab, then click Insert Above , table, click the Table Tools Layout tab, click the
Insert Below , Insert Left , or Insert Right Distribute Rows button to distribute the rows Table Style Options
, depending on where you want the row or evenly, or click the Distribute Columns
column to be added. button to distribute the columns evenly. Configure Table Style Options: Place the
text cursor within the table, click the Table
Delete a Row or Column: Click in a cell in the row Apply a Table Style: Click inside the table, click Tools Design tab, then check the check
or column you want to delete, click the Table Tools the Table Tools Design tab, and select a style boxes in the Table Style Options group to
Layout tab, click the Delete button, then select from the Table Styles gallery. toggle certain table elements.
Delete Row or Delete Column . The appearance of these elements will
Apply Text Alignment: Select the cell(s), click the
vary, based on the current Table Style.
Convert a Table to Text: Select the table, click the Table Tools Layout tab, and select an option
Table Tools Layout tab, click the Convert to Text from the Alignment group. • Header Row applies special
button, choose how to separate the cells, and formatting to the first row of a table.
click OK. Add a Border to a Table: Select a table, click the
• Total Row applies special formatting
Table Tools Design tab, click the Border Styles
to the final row of a table.
Manually Resize a Table Row or Column: Click and button list arrow, select a border style, click the
drag the cell border. Borders button list arrow, and select a border • Banded Rows alternates the shading
option. for the body rows between two
Automatically Resize a Table Row or Column: different colors.
Click within the table, click the Table Tools Layout Add Cell Shading: Select the cell(s), click the
• First Column applies special
tab, click the AutoFit button, and select an Shading button list arrow, and select a color.
formatting to the first column in a table.
option.
Split a Table: Click in the row where the second • Last Column applies a special
Merge Cells: Select multiple cells that share a table will start, click the Table Tools Layout tab, formatting to the last column in a table.
border, click the Table Tools Layout tab, and click and click the Split Table button.
• Banded Columns alternates the
the Merge Cells button.
shading for body columns between two
different colors.

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Graphics Graphics Long Documents
Insert a Picture: Place the text cursor where you Flip an Object: Select an object, click the Use Outline View: Click the View tab and click
want to insert a picture, click the Insert tab, Format tab, click the Rotate Objects the Outline button. Click the Close Outline
click the Pictures button, select a picture, button and select Flip Vertical or Flip View button to return to the previous view.
and click Insert. Horizontal.
Demote Items: While in Outline view, click the
Remove a Picture’s Background: Select a Position an Object on the Page: Select an item you want to demote and click the Demote
picture, click the Format tab, and click the object, click the Format tab, click the Position button (or the Demote to Body Text
Remove Background button. Areas that will button, and select a position. button).
be removed are highlighted. Click the Mark
Areas to Keep button to draw over any area Wrap Text Around an Object: Select an object, Promote Items: While in Outline view, click the
accidentally highlighted, and click the Mark click the Format tab, click the Wrap Text item you want to promote and click the
Areas to Remove button to draw over any button, and select a text wrapping style. Promote button (or the Promote to
area that needs to be removed. Click the Keep Heading 1 button).
Changes button. Move an Object Up or Down One Layer: Select
an object, click the Format tab, and click the Navigate Long Documents: Click the View tab,
Insert a Text Box: Click the Insert tab, click the Bring Forward button to move the object check the Navigation Pane check box, and use
Text Box button, and select a text box style. forward one layer, or click the Send Backward the Pages tab to browse by page, or use the
button to send the object backward one Headings tab to navigate by headings.
Insert a Shape: Click the Insert tab, click the layer.
Shapes button, select a shape, then click to Add a Bookmark: Select the text you want to
place a shape (or click and drag to place the Group Objects: Select multiple objects, click the bookmark, click the Insert tab, click the
shape at a certain size). Format tab, click the Group Objects button, Bookmark button in the Links group, give the
and select Group. bookmark a name, and click Add.
Insert a Drawing: Click the Draw tab, click the
Draw with Touch button, then click and drag Ungroup Objects: Select a group, click the Insert a Section Break: Place the cursor where
the mouse (or use your finger on a touchscreen) Format tab, click the Group Objects button, you want the section to start, click the Layout
to draw a shape. Click the Draw with Touch and select Ungroup. tab, click the Breaks button, and select a
button again when you’re done drawing. type of section break.
Align Objects: Select multiple objects, click the
Format a Shape: Select a shape, then click the Format tab, click the Align button, and Insert a Link: Select the text you want to use as
Format tab and use the options in the Shape select an alignment option. a link, click the Insert tab, click the
Styles group to customize the appearance of the Link button, choose what type of link to
shape. Distribute Objects: Select multiple objects, click create, choose where to link to, and click OK.
the Format tab, click the Align button, and
• Click the Shape Fill button and select a select Distribute Horizontally or Distribute Create Footnotes and Endnotes: Click the text
color to change the shape’s fill color. Vertically. that you want the footnote / endnote to refer to,
click the References tab, click the Insert
• Click the Shape Outline button and Footnote (or Insert Endnote ) button,
select a color and weight for the shape’s Styles, Themes, and Templates
and type your footnote / endnote.
outline, as well as dash and arrow styles.
Apply a Style: Place the text cursor in a
• Click the Shape Effects button and paragraph and select a style from the Styles Insert a Table of Contents: Place the text cursor
select a shape effect, such as shadow, gallery on the Home tab. Click the gallery’s where you want to insert a table of contents,
glow, or bevel. More button to see additional styles. click the References tab, click the Table of
Contents button, and select a table of
• Select a shape style preset from the Shape contents style.
Display the Styles Pane: Click the dialog box
Styles gallery. Click the gallery’s More
launcher in the Styles group on the Home
button to see more presets. Insert an Index Entry: Select the text you want
tab.
the index entry to refer to, click the References
Insert WordArt: Click the Insert tab, click the tab, and click the Mark Entry button. Set any
Create a Style: Select some text that’s
Insert WordArt button, and select a style of index entry options you want, then click Mark
formatted the way you want the style to appear,
WordArt. (or, click Mark All to mark all instances of the
then click the Styles gallery’s More button
and select Create a Style (or, click the New text). Click Close.
Insert a Chart: Click the Insert tab, click the
Add a Chart button, select a chart category Style button in the Styles pane). Give the new
style a name and click OK. Insert an Index: Place the text cursor where you
on the left, select a chart type, and click OK. want to insert an index, click the References
Edit the chart data in the window that opens. tab, click the Insert Index button. Set up the
Modify a Style: Change the formatting for some
text with a style applied, right-click the style in index’s options, then click OK.
Resize an Object: Select an object, then click
and drag the sizing handles on the sides and the Styles gallery (or in the Styles pane) and
select Update ___ to Match Selection. Create a Citation: Click the References tab,
corners until it’s the size you want. click the Insert Citation button, and select
Apply a Theme: Click the Design tab, click the Add New Source. Enter the source’s
Move an Object: Select an object, then click and
Themes button, and select a theme. information, then click OK.
drag it to a new location.
Use a Document Template: Click the File tab, Insert a Citation: Click the References tab, click
Rotate an Object: Select an object, then click
click New, search for a template in the search the Insert Citation button, and select a
and drag the rotate handle to the left or right.
field or select a recommended template, select citation from the menu.
Or, select an object, click the Format tab, click
the Rotate Objects button, and select a a template, and click Create.
Insert a Bibliography: Click the References tab,
rotation option. click the Bibliography button, then select a
Create a Document Template: Click the File
tab, click Save As, select a location, give the bibliography style.
Delete an Object: Select an object, then press
the Delete key. file a name, click the Save As Type list arrow,
select Word Template, and click Save.

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Word Quick Reference

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The Developer Tab Forms

Add Forms to a Document
The Mapping Enable the Developer Tab: Before adding
The Add-ins group lets you The Templates forms, you must enable the Developer tab
group configures link content group lets you on the ribbon. Click the File tab, click
add-ins to extend controls to switch document Options, click Customize Ribbon, check
the functionality external XML templates and the Developer check box, and click OK.
of Word. data. other add-ins.
Add a Form Control: Place the text cursor
where you want the form control, click the
Developer tab, click the Design Mode
button in the Controls group, and click the
button for the form control you want to add.
Click the Design Mode button again
when you’re finished adding form controls.
The Code group The Controls group lets The Protect group
Finalize a Form: Click the Developer tab
contains commands you add form controls to a lets you restrict the
and click the Restrict Editing button to
to record and edit document. Click Design ability to make
open the Restrict Editing pane. Check the
macros, as well as Mode, then click a form changes to a
Editing Restrictions check box, click the
control the level of control button to insert it. document (or certain
Editing Restrictions list arrow, and select
macro security in Click Design Mode again parts of a
Filling in forms. Click the Yes, Start
Word. when you’re finished. document).
Enforcing Protections button, enter a
password (optional), and click OK.

Types of Form Controls

Form Controls: You can add different types
Collaborate in Word of form controls that allow a user to enter
different types of data into a form.
Share a Document: Make sure the document is Show / Hide Comments: Click the Review tab and
• Rich Text allows users to enter
shared to an online-accessible location, such as click the Show Comments button to toggle it
text that can be formatted with different
OneDrive or SharePoint. Click the Share button on or off.
fonts and font styles.
above the ribbon and enter someone’s email
address in the Invite People field (or, click the Toggle Track Changes: Click the Review tab and • Plain Text allows users to enter
Address Book button and select someone in click the Track Changes button in the Tracking text, but not to format that text.
the Address Book dialog box). Choose their group. • Picture allows the user to add a
permission level by clicking the permissions list picture from their computer or an
View Markup: Click the Review tab, click the
arrow and selecting a level. Enter a short online location to the form.
Show Markup button in the Tracking group,
message (optional), then click the Share button.
and select a type of markup to show or hide. • Check Box places a form with a
Highlight Text: Select the text you want to check box that the user can check or
Review Revisions: Click the Review tab, then click uncheck.
highlight, click the Text Highlight Color
the Next Change and Previous Change • Combo Box adds a list with a text
button list arrow on the Home tab, and select a
buttons in the Changes group. Click the Accept
highlight color. box, where users can choose an option
button to accept a change, or the Reject button
or enter their own.
Insert a Comment: Select the text you want to to reject it.
add a comment to, click the Review tab, click the • Drop-Down List adds a list with
Compare Two Documents: Click the Review tab,
New Comment button, and add your several options that a user can choose
click the Compare button, and select
comment. Click outside of the comment field from.
Compare. Select the original document from the
when you’re finished. • Date Picker lets the user choose a
Original Document list arrow (or click the
Browse icon and select it), then select the revised date from a calendar.
Delete a Comment: Click a comment to select it,
click the Review tab, and click the Delete document from the Revised Document list arrow • Repeating Section contains other
button. (or click the Browse icon and select it). Click the types of content controls and repeats
More button and select what types of differences as many times as you need it.
Reply to a Comment: Click a comment to select to look for (optional). Click OK.
• Legacy Types of content controls
it, and click the Reply button in the comment. were used in older versions of Word.
Type your response, then click outside the Add Line Numbers: Click the Layout tab, click the
Line Numbers button, and select an option. You can still use them in a Word 97-
comment field when you’re finished. 2003 document.

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Collaborate in Word Advanced Documents Advanced Documents
Customize Line Numbers: Click the Layout tab, Change Word’s Default Font: Start in a new, Insert a Field: Click the Insert tab, click the
click the Line Numbers button, and select blank document. Open the Font dialog box by Explore Quick Parts button, and select
Line Numbering Options. Click the Line clicking the Font group’s dialog box launcher Field. Select a field category, then a field. Click
Numbers button. Customize where the line . Choose the new default font or font style, OK.
numbers start, how far they appear from the then click the Set as Default button. Select All
text, and how often they appear. Click OK, then documents based on the Normal template, View Field Codes: Right-click a field and select
click OK again. then click OK. Toggle Field Codes.

Protect a Document: Click the File tab, click the Create a Building Block: Select the text or
Mail Merge
Protect Document button, and select Mark objects you want to use as a building block.
as Final. Click OK in both the confirmation Then, click the Insert tab, click the Explore 1 – Start the Mail Merge Wizard: Click the
dialog boxes. Quick Parts button, and select Save Mailings tab, click the Start Mail Merge
Selection to Quick Part Gallery. button, and select Step-by-Step Mail Merge
Password Protect a Document: Click the File Wizard.
tab, click the Protect Document button, and Insert a Building Block: Place the text cursor
select Encrypt with Password. Enter a where you want a building block placed. Click 2 – Choose a Document Type: In the Mail Merge
password, click OK, then enter that password the Insert tab, click the Explore Quick Parts pane, select a document type, then click Next.
again to confirm it, and click OK again. button, and either select a building block from
the menu, or select Building Blocks 3 – Select a Document: In the Mail Merge pane,
Remove a Password: Click the File tab, click Organizer. Select a building block, and then select whether to use the current document,
the Protect Document button, select click Insert. start a new document from a template, or use
Encrypt with Password, remove the password another existing file, then click Next.
from the text field and click OK. Find and Replace Using Wildcards: Click the
Find button list arrow, select Advanced 4 – Select Recipients: In the Mail Merge pane,
Inspect a Document: Click the File tab, click the Find, and expand the dialog box by clicking the select whether to use an existing list, select
Check for Issues button, and select Inspect More button. Check the Use Wildcards check contacts from Outlook, or type a new list.
Document. Select the types of content you box, then while entering a search phrase in the
want to check for, then click Inspect. After Find What field, click the Special button and If using an existing list, click the Browse button,
inspection, click Remove All for any content select a wildcard. select a file with a list of recipients, and click
that you want to remove, then click Close. Open. Select which contacts in the list you want
Wildcard Examples to use by checking or unchecking them, then
Macros ? any single character click OK.
* any number of characters If selecting contacts from Outlook, click the
Enable the Developer Tab: Before adding
macros, you must enable the Developer tab on [] one of these characters Choose Contacts Folder button, select a
the ribbon. Click the File tab, click Options, one of these characters in a contacts folder to import, and click OK. Select
[-] which contacts in the list you want to use by
click Customize Ribbon, check the Developer range
check box, and click OK. [! ] none of the specified characters checking or unchecking them, then click OK.
< beginning of a word If typing a new list, click the Create button, then
Record a Macro: Click the Developer tab, click
the Record Macro button, and give the > end of a word fill out the fields for each address. Click OK
macro a name. Click either Button or one or more instances of a when finished.
@
Keyboard to assign a button or keyboard character
Click Next.
shortcut to the new macro (optional). Click OK. {n} exactly n instances of a character
Perform the tasks you want to record, then click {n, } at least n instances of a character 5 – Write Your Letter: Place the text cursor
the Stop Recording button. where you want an element, then click the
between n and m instances of a
{n, m} button for the element you want to add (such as
Run a Macro: Place the text cursor where you character
an Address Block or a Greeting Line), choose
want the macro to run. Click the Developer
Find and Replace Special Characters: Click the an element’s options, then click OK. Or, click
tab, click the Macros button, select a macro,
Find button list arrow, select Advanced the More Items button, select a specific field to
and click Run.
Find, and expand the dialog box by clicking the insert, click Insert, and then click Close. When
Edit a Macro: Click the Developer tab, click the More button. While entering a search phrase in you’ve added all the fields you need, click Next.
Macros button, select a macro, and click the Find What field, click the Special button
and select a special character. 6 – Preview Your Letter: In the Mail Merge pane,
Edit. Modify the macro using the Visual Basic
click the << and >> buttons to preview the
editor, then close Visual Basic.
Edit a Document in Multiple Languages: Select placeholders filled in with a recipient’s data.
the text in another language, click the Review When you’re finished previewing, click Next.
Advanced Documents tab, click the Language button, and select
Set Proofing Language. Select a language 7 – Complete the Merge: In the Mail Merge
Customize Word’s Options: Click the File tab pane, click Print to print the finished mail
and click OK.
and click Options. Select a category on the left, merged documents, or click Edit individual
and then customize options on the right. Click Add Additional Editing Languages: Click the letters to create a new document for all or
OK when you’re finished. Review tab, click the Language button, and some of the records.
select Language Preferences. Click the Add
Customize the Ribbon: Click the File tab, click Close the Mail Merge pane when you’re finished
additional editing languages list arrow and
Options, then click the Customize Ribbon with the merge.
select a language. Click Add, then click OK.
tab. Select and expand a ribbon tab, then select
and expand a group. Select a command from Insert a Date and Time Field: Click the Insert
the left column, then click Add to add it, or tab, click the Date and Time button, select a
select a command from the right column and date format, check the Update Automatically
click Remove to remove it from the ribbon. check box, and click OK.

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