10 Hidden Shortcuts in Microsoft Office That Will Save You Time

1. Format Painter in Word

Shortcut: Ctrl + Shift + C and Ctrl + Shift + V

The Format Painter is a powerful tool in Microsoft Word that allows you to copy formatting from one part of your document and apply it to another. While the toolbar button is commonly used, you can streamline this process with keyboard shortcuts.

How to Use:

1. Highlight the text with the formatting you want to copy.
2. Press Ctrl + Shift + C to copy the formatting.
3. Highlight the text where you want to apply the formatting.
4. Press Ctrl + Shift + V to paste the formatting.

This method eliminates the need to navigate through the toolbar, saving you valuable time.

2. Navigate Between Worksheets in Excel

Shortcut: Ctrl + Page Up and Ctrl + Page Down

When working with multiple worksheets in Excel, switching between them can be time-consuming if done manually. These keyboard shortcuts allow you to quickly navigate between worksheets without using the mouse.

How to Use:

1. Press Ctrl + Page Up to move to the previous worksheet.
2. Press Ctrl + Page Down to move to the next worksheet.

These shortcuts enhance your efficiency, especially when managing large Excel workbooks.

3. Insert New Slide Quickly in PowerPoint

Shortcut: Ctrl + M

Creating presentations often requires inserting new slides. Instead of navigating through the ribbon, use this simple keyboard shortcut to add a new slide instantly.

How to Use:

1. Open your PowerPoint presentation.
2. Press Ctrl + M to insert a new slide.

This shortcut helps maintain your flow while designing presentations, reducing interruptions caused by mouse navigation.

4. Send Email Quickly in Outlook

Shortcut: Ctrl + Enter

In Microsoft Outlook, composing and sending emails can be expedited with the Ctrl + Enter shortcut. This allows you to send an email without navigating to the send button.

How to Use:

1. Compose your email in Outlook.
2. Once you’re ready to send, simply press Ctrl + Enter.

Be cautious when using this shortcut to avoid sending incomplete or incorrect emails accidentally.

5. Switch Between Open Applications

Shortcut: Alt + Tab

Switching between open applications can be streamlined using the Alt + Tab shortcut. This allows you to cycle through all active applications quickly.

How to Use:

1. Press and hold the Alt key.
2. Press the Tab key to cycle through open applications.
3. Release both keys when the desired application is highlighted.

This shortcut is invaluable for multitaskers who frequently switch between different Office applications and other software.

6. Quickly Navigate to Specific Sections in Word

Shortcut: Ctrl + G (Go To)

Jumping to specific sections, pages, or elements within a Word document can be made faster with the Ctrl + G shortcut, which opens the ‘Find and Replace’ dialog box with the ‘Go To’ tab active.

How to Use:

1. Press Ctrl + G to open the ‘Find and Replace’ dialog box.
2. In the ‘Go To’ tab, select the element you want to navigate to (e.g., page, section, line).
3. Enter the specific value (e.g., page number) and click ‘Go To’.

This shortcut is particularly useful when dealing with lengthy documents, allowing you to navigate swiftly without manual scrolling.

7. Freeze Panes in Excel

Shortcut: Alt + W + F + F

When working with large datasets in Excel, freezing panes helps keep row and column headers visible as you scroll through your data. The keyboard shortcut Alt + W + F + F enables you to freeze panes quickly.

How to Use:

1. Select the cell below the row(s) and to the right of the column(s) you want to freeze.
2. Press Alt + W to access the ‘View’ tab.
3. Press F to select the ‘Freeze Panes’ option.
4. Press F again to confirm ‘Freeze Panes’.

Keeping your headers in view makes data analysis more manageable and reduces the likelihood of errors.

8. Quickly Apply Styles in Word

Shortcut: Ctrl + Shift + S

Applying consistent styles across your Word document enhances its professionalism and readability. The Ctrl + Shift + S shortcut opens the ‘Apply Styles’ pane, allowing you to quickly apply predefined styles.

How to Use:

1. Select the text you want to style.
2. Press Ctrl + Shift + S to open the ‘Apply Styles’ pane.
3. Type the name of the style you want to apply (e.g., ‘Heading 1’, ‘Title’).
4. Select the desired style from the suggestions and press Enter.

This shortcut streamlines the formatting process, ensuring consistency without navigating through multiple menus.

9. Insert a New Comment in Excel

Shortcut: Shift + F2

Adding comments to your Excel spreadsheets can help provide context or feedback. The Shift + F2 shortcut allows you to insert a new comment quickly without using the mouse.

How to Use:

1. Select the cell where you want to add a comment.
2. Press Shift + F2 to open the comment box.
3. Type your comment and press Enter to save.

Efficiently documenting your data or collaborating with others becomes much easier with this shortcut.

10. Start a New Slide Show from Current Slide in PowerPoint

Shortcut: Shift + F5

When presenting in PowerPoint, starting the slideshow from a specific slide can save time. The Shift + F5 shortcut initiates the slideshow from the current slide you’re viewing.

How to Use:

1. Navigate to the slide from which you want to start the presentation.
2. Press Shift + F5 to begin the slideshow from that slide.

This shortcut is particularly useful during rehearsals or when making last-minute changes to your presentation.

Conclusion

Mastering these hidden shortcuts in Microsoft Office can significantly enhance your productivity and streamline your workflow. Whether you’re working in Word, Excel, PowerPoint, or Outlook, these shortcuts help you perform tasks more efficiently, allowing you to focus on what truly matters. Incorporate these shortcuts into your daily routine and experience a noticeable boost in your productivity.

Remember, the key to maximizing your efficiency with Microsoft Office lies in continuous learning and practice. Explore these shortcuts, adapt them to your workflow, and keep an eye out for even more hidden gems that can further optimize your work processes.