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Advanced keyboard shortcuts for optimal time savings

July 26, 2016

By Kathie M. Rotz, CPTM, Director of Corporate Learning

Have you mastered the keyboard yet? (See previous blog) Here are more time-saving shortcuts to use. Remember, by using your keyboard instead of your mouse you can save yourself 15-plus minutes per day!

Common shortcuts in most applications:
1. Ctrl > O = open
2. Ctrl > I = italics
3. Ctrl > U = underline
4. Ctrl > P = print
5. Ctrl > S = save

More:
1. Ctrl > Y = redo
2. Ctrl > Home = move to the top of a document
3. Ctrl > Page Up or Page Down = moves worksheets (tabs) in Excel, move menu options in an Outlook appointment, moves up and down a page in OneNote
window key> up arrow = fully maximize a window
4. Ctrl > F4 = close application

Handy Excel shortcuts:
1. Ctrl > ; = today’s date
2. End > down arrow = scroll to the bottom of a list of rows in a spreadsheet by selecting
3. Ctrl > D = duplicate data from a row above

Many of these shortcuts work in multiple different applications. Try them out in the applications that you commonly use to see what happens.

Now for a real-life example. How can we make these shortcuts work for us? Let’s create our department’s budget.
1. Open Excel. Excel opens but it is not fully maximized to the screen. Select the window key > up arrow to fully maximize. (Window key > down arrow will shrink the window)
2. Select Ctrl > O to open the budget template file that the finance department sent to you.
3. Add your department name to the top of the spreadsheet and select Ctrl > I to make the field italics and Ctrl > U to underline the data.
4. Select Ctrl > P to print the template so you can gather data manually from other team members.
5. Select Ctrl > S to save your changes.
6. Enter your budget numbers into the expenses fields. Oops – you entered the wrong numbers. Select Ctrl > Z to undo.
7. Oh wait – that was a correct number after all! Select Ctrl > Y to redo your last undo.
8. Select Ctrl > Home to move your cursor to the very top left of the document.
9. Move to the second worksheet called “Sheet2” to enter supporting data. Select Ctrl > Page Down
10. Select Ctrl > ; to enter today’s date at the top of this worksheet.
11. Select Ctrl > Page Up to move back to Sheet
12. In column A select End > down arrow to move your cursor to the bottom of the expense list.
13. Press the down arrow key once to move to a black cell. Select Ctrl > D to duplicate the data in the row above into the blank cell. (This replaces copy and paste functionality.)
14. Select Ctrl > S to save your changes.
15. Select Ctrl > F4 to close the spreadsheet.

Now you have 22 different shortcuts to master! Now it’s time to keep track and analyze when you grab your mouse. Use Google to find keyboard shortcuts to add to your shortcut list. Eventually you could get rid of your mouse all together. Be efficient and productive with the keyboard!

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