10 MORE Secret Commands in Microsoft Office

Almost immediately after I posted my Top 10 Favorite Secret Commands in Microsoft Office, so many more came to mind… So without further ado, here are 10 more commands that go above and beyond our usual well-known commands.

Ctrl + ; to insert date

Ctrl + K = Hyperlink

This command works in all your Microsoft Office programs, and other programs as well (like OU Campus!). Select your text, and rather than going through a right click menu, press Ctrl + K to access your hyperlink options.

Ctrl + K to insert hyperlink

Think about how quick this action can be if you have already copied your hyperlink, you can simply select text, Ctrl + K, Ctrl + V (paste), enter, and you are done.

Ctrl + ; = Insert Date (Excel)

This is different than the =TODAY function we talk about in Excel Advanced Formulas class. This command, Ctrl + ;¬† does not insert a formula; rather, it inserts today’s date as stagnant text.

Ctrl + ; to insert date

By the way, a similar command is Ctrl + Shift + ; to insert the current time.

Ctrl + 1, 2, 3… = Outlook Navigation

We have talked before about how Outlook has some incredible time-saving commands, and here is one of my favorites. Ctrl + (a number) will take you through the basic Outlook navigation.

Ctrl + a number for Outlook navigation

Here are the basic navigation commands in Outlook:

  • Ctrl + 1 = Mail
  • Ctrl + 2 = Calendar
  • Ctrl + 3 = Contacts
  • Ctrl + 4 = Tasks
  • Ctrl + 5 = Notes
  • Ctrl + 6 = Folders
  • Ctrl + 7 = Shortcuts
  • Ctrl + 8 = Journal

So the next time you are in your mail module, and want to take a look at your calendar, try Ctrl + 2 to quickly access it!

Ctrl + Shift + < or > = Adjust Text Size (Word, PPT)

Do you want to increase a block of text by exactly one font size? In Word or PowerPoint, select your text, then try the commands Ctrl + Shift + > to increase all selected  text by one font size or Ctrl + Shift + < to decrease.

Ctrl + Shift + > to increase size

Ctrl + [Drag] = Duplicate

We have talked about Ctrl + [drag] in Acrobat fillable forms, but did you know if works in Microsoft Office as well?

If you would like to duplicate a block of text in Word: select the text, hold down your Ctrl key, and with your mouse click and drag it to a new location. You will have an exact copy of the selected text.

Ctrl + drag to duplicate

Same story in Excel. Want to copy a block of cells? Select them, hold down the Ctrl key, and with your mouse click and drag them to their new location

Ctrl + Drag to duplicate

One note in Excel, you will want to hover your mouse on the line of selected text, until you see the four headed arrow cursor. Otherwise, Ctrl will simply deselect one of the cells in your group, rather than move them.

Four headed arrow

Ctrl + Shift + C = Copy Formatting

Almost like the Format Painter in command format… you know that Ctrl + C is copy, but did you know that Ctrl + Shift + C copies formatting?

This will work in most of your Microsoft Office programs. Select the text you would like to copy, and press Ctrl + Shift + C.

Ctrl + Shift + C to copy formatting

Select the text where you would like to copy the formatting, and press Ctrl + Shift + V. The Format Painter as a command, how cool!

Ctrl + Shift + V to Paste formatting

Ctrl + Alt + V = Paste Special

Ctrl + V is paste, and we just learned that Ctrl + Shift + V is use when copying formatting… here is another paste option: Ctrl + Alt + V will Paste Special. This will work in most of your Microsoft Office programs.

Frequently used in Excel, but also when transferring Excel data to Word… Select your data and copy (Ctrl + C), select the new location and press Ctrl + Alt + V to access Paste Special options.

Ctrl + Alt + V is paste special

Ctrl + Shift + $ = Currency Format (Excel)

There is nothing wrong with selecting a number format from the ribbon, but if you know you want currency, it could speed things up considerably to select your cells and press Ctrl + Shift + $.

Ctrl + Shift + $ to apply currency format

Ctrl + Shift + ! and beyond= Number Formats (Excel)

While you are looking at the numbers on your keyboard, try out a few more. Ctrl + Shift + ! will give you a standard Number format. Ctrl + Shift + % will give you percentages, and so on. Test out a few, and see if there are number formats you find yourself reaching for regularly.

Ctrl + Shift + ! to apply number format

Alt + F = File Tab

The Alt commands are a powerful tool in Microsoft Office. Alt will take you to the ribbon in your Office programs, and there are so many paths you can learn and memorize from there. Here is a great one to get you started:

Alt + F will take you to the File menu.

File is Alt F

From here, notice the highlighted letters letters on top of popular commands. S for Save, P for Print and so on…

File Menu options

Even if you don’t end up falling in love with all the Alt commands in the ribbon, Alt + F is an easy one to learn and utilize.

Thoughts?

What do you think, will you use these shortcuts to save time in Microsoft Office?

Congratulations, Power Users!

Congratulations to our newest Power Users! For the full gallery, and more information about the WSU Microsoft Office Power User Program, please visit: wichita.edu/poweruser

Stephanie Versch (Picture coming soon!)