A Useful List Of Office 2000 Shortcut Keys

This is the plain text version --

there is an Excel sheet available

(see below).

Product index:

Access,

Excel,

Frontpage,

Outlook,

Photodraw,

Powerpoint,

Publisher, and

Word.

Product: Access 2000

Shortcut Key	Function
ALT+F11	Switch between the Visual Basic Editor and the previous active window
CTRL+'	Insert the data from the same field in the previous record
CTRL+:	Insert the current time
CTRL+;	Insert today's date
CTRL+C	Copy
CTRL+ENTER	Insert a carriage return in a memo or text field
CTRL+F	Find and replace
CTRL+N	Open a new database
CTRL+O	Open an existing database
CTRL+P	Print
CTRL+S	Save
CTRL+V	Paste
CTRL+Z	Undo
ESC	Undo the changes you have made to the current field
ESC ESC (press ESC twice)	Undo the changes you have made to the current record
F11	Display the database window

Product: Excel 2000

Shortcut Key	Function
CTRL+:	Insert the current time
CTRL+;	Insert today's date
CTRL+` (single left quotation mark)	Alternate between displaying cell values and displaying cell formulas
CTRL+1	Display the Format Cells dialog box
CTRL+A	Select all (when you are not entering or editing a formula)
CTRL+A	When you enter a formula, display the Formula Palette after you type a function name
CTRL+C	Copy
CTRL+END	Move to the last cell on the worksheet, which is the cell at the intersection of the rightmost used column and the bottommost used row (in the lower-right corner), or the cell opposite the home cell, which is typically A1
CTRL+ENTER	Fill the selected cell range with the current entry
CTRL+HOME	Move to the beginning of the worksheet
CTRL+O	Open
CTRL+P	Print
CTRL+S	Save
CTRL+SPACEBAR	Select the current column
CTRL+V	Paste
CTRL+Z	Undo
F11 or ALT+F1	Create a chart that uses the current range
F5	Display the Go To dialog box
F9	Calculate all sheets in all open workbooks
SHIFT+F3	Paste a function into a formula
SHIFT+F9	Calculate the active worksheet
SHIFT+SPACEBAR	Select the current row

Product: FrontPage 2000

Shortcut Key	Function
CTRL+/	Display HTML tags
CTRL+B	Bold
CTRL+C	Copy
CTRL+I	Italic
CTRL+K	Create a hyperlink
CTRL+N	Create a new page
CTRL+O	Open
CTRL+P	Print
CTRL+S	Save
CTRL+SHIFT+B	Preview a page in a Web browser
CTRL+T	Create an AutoThumbnail of the selected picture
CTRL+U	Underline
CTRL+V	Paste
CTRL+Z	Undo
SHIFT+ALT+F11	Display the Microsoft Script Editor

Product: Outlook 2000

Shortcut Key	Function
CTRL+A	Select all
CTRL+BACKSPACE	Delete a word
CTRL+C	Copy
CTRL+D	Delete an e-mail message, contact, calendar item, or task
CTRL+P	Print
CTRL+Q	Mark an e-mail message as read
CTRL+SHIFT+A	Open an appointment
CTRL+SHIFT+B	Open the address book
CTRL+SHIFT+C	Open a contact
CTRL+SHIFT+F	Open the Advanced Find dialog box
CTRL+SHIFT+I	Switch to Inbox
CTRL+SHIFT+K	Open a task
CTRL+SHIFT+M	Open an e-mail message
CTRL+SHIFT+O	Switch to Outbox
CTRL+SHIFT+Q	Open a meeting request
CTRL+V	Paste
CTRL+Z	Undo
F11	Make the Find a Contact box active
F5 or CTRL+M	Check for new mail

Product: PhotoDraw 2000

Shortcut Key	Function
CTRL+A	Select all
CTRL+C	Copy
CTRL+D	Duplicate a selected object
CTRL+DOWN ARROW	Move a selected object backward in the picture
CTRL+G	Group two or more selected objects
CTRL+O	Open
CTRL+P	Print
CTRL+S	Save
CTRL+T	Add text to a picture
CTRL+U	Ungroup objects
CTRL+UP ARROW	Move a selected object forward in the picture
CTRL+V	Paste
CTRL+Z	Undo
F11	Zoom to background
F2	Show or hide a workpane
F3	Show or hide the Picture List
RIGHT ARROW or LEFT ARROW	Nudge the object that is selected on the workspace one unit to the right or left
SHIFT+F10	Display a shortcut menu that shows a list of commands relevant to the selected object
SPACEBAR	Hide the selection box and resize handles of a selected object
UP ARROW or DOWN ARROW	Nudge the object that is selected on the workspace one unit up or down

Product: PowerPoint 2000

Shortcut Key	Function
ALT+SHIFT+LEFT ARROW	Promote a paragraph
ALT+SHIFT+RIGHT ARROW	Demote a paragraph
CTRL+A	Select all
CTRL+B	Bold
CTRL+BACKSPACE	Delete a word
CTRL+C	Copy
CTRL+D	Make a duplicate of the current slide
CTRL+EQUAL SIGN (=)	Apply subscript formatting
CTRL+F	Find
CTRL+G	View guides
CTRL+I	Italicize
CTRL+K	Insert a hyperlink
CTRL+M	Insert a new slide
CTRL+O	Open
CTRL+P	Print
CTRL+PLUS SIGN (+)	Apply superscript formatting
CTRL+S	Save
CTRL+T	Open the Font dialog box
CTRL+V	Paste
CTRL+Z	Undo
F4 or CTRL+Y	Repeat your last action
F5	Start a slide show
F6	Switch to the next pane (clockwise)
SHIFT+F3	Capitalize
SHIFT+F6	Switch to the previous pane (counterclockwise)

Product: Publisher 2000

Shortcut Key	Function
ALT+DOWN ARROW	Nudge down
ALT+LEFT ARROW	Nudge to the left
ALT+RIGHT ARROW	Nudge to the right
ALT+UP ARROW	Nudge up
CTRL+A	Select all text in a text frame, the entire story in connected text frames, or all text in a table cell
CTRL+C	Copy
CTRL+K	Insert a hyperlink for the selected object on a Web page
CTRL+M	Move between the background and the foreground page
CTRL+N	Create a new publication
CTRL+O	Open an existing publication
CTRL+P	Print part or all of a publication
CTRL+S	Save changes to a publication
CTRL+SHIFT+C	Copy formatting
CTRL+SHIFT+N	Add a page after the current page
CTRL+SHIFT+V	Paste formatting
CTRL+SPACEBAR	Return character formatting to the current text style
CTRL+T	Make transparent or opaque
CTRL+V	Paste
CTRL+Z	Undo
ENTER	Begin a new paragraph
F5	Go to page...
F7	Check spelling
F9	Move between the current page view and actual size view
SHIFT+ENTER	End one line and begin another without starting a new paragraph

Product: Word 2000

Shortcut Key	Function
CTRL+A	Select all
CTRL+B	Bold
CTRL+BACKSPACE	Delete a word
CTRL+C	Copy
CTRL+END	Go to the end of the document
CTRL+F	Find and replace
CTRL+G	Go to page, section, line, etc.
CTRL+HOME	Go to the beginning of the document
CTRL+I	Italicize
CTRL+K	Insert a hyperlink
CTRL+O	Open
CTRL+P	Print
CTRL+S	Save
CTRL+SHIFT+END	Select to the end of the document
CTRL+SHIFT+HOME	Select to the beginning of the document
CTRL+V	Paste
CTRL+Z	Undo
F4 or CTRL+Y	Repeat your last action
SHIFT+F3	Change case
SHIFT+F7	Open the thesaurus

Commentary

There's a real spiffy Excel version of the above information available

on this page

on the Microsoft site. In fact, that's where I, um, borrowed the above information from.

I guess reproducing the entire contents of the Excel file goes a bit beyond

"fair use" from a copyright perspective, but the reason I'm doing it

is to make two comments about usability.

1. Why download?

First of all, to use the Microsoft Excel sheet, you have to download it.

That in itself is a weird process, but fortunately, they (Microsoft)

give you really clear instructions about how to download it and set it up

on your hard drive.

The weird part is that first you have to download a

self-extracting executable file, O2kkeys.exe, which weighs in at 93,208 bytes.

When you execute this file, it disgorges an Excel file,

A List of Useful  Office 2000 Shortcut Keys.xls (sic),

which weighs in at 29,104 bytes.

I guess the reason this is a two-step process is that

they couldn't just link to the Excel file directly, because of the propensity

of, ahem, certain browsers to actually try to open up the spreadsheet in the browser

rather than launching Excel. I'm guessing, but I think that

if this Excel file opens in certain browser versions

(although it worked fine in Internet Explorer 4.01), the Excel filters (see below)

that provide the spiffiness might not "work" properly.

Or maybe they just didn't want people to keep hitting their server.

I think it's a lot easier to have a bookmark to a page

like this one where the answers are immediately available.

If people are going to be offline a lot, they can save the HTML file

and bookmark it on their C drive.

2. Why Excel?

Secondly, to use the Microsoft Excel sheet, every time you

want to refer to it, you have to find it, double-click it, and thereby fire up Excel.

I don't know about you, but I'm not one of these people who

keeps Excel running in the background all the time --

I've got better things to waste RAM on.

Also, rumour has it there's an entire flight simulator game

built into Excel -- I sure don't need crap like that

slowing down my computer.

Nevertheless, the spreadsheet is really kind of neat. There are three columns --

Product, Activity, and Shortcut Keys -- each of which has an

Excel filter programmed into a dropdown thingie

which hides all but the item chosen...

so you can select, via the dropdown, a specific Product and a specific Activity,

and then read off on the same line what the keyboard shortcut is.

What is the purpose of this, I wonder? Can it be

just so that you can find stuff without

having to scroll through the spreadsheet? That seems valid, but from a usability

perspective, are those dropdown thingies really

easier to use than scrolling?

Also, the Microsoft download page suggests that you can print off

selected pages for each Product and keep them near your computer.

So this might be

another valid reason. I mean, you could print out this page too,

but it would have all the products on it, not just the one you select for printing.

Conclusion

You know what? Maybe it's me, but a

plain, ordinary HTML web page approach seems a lot simpler

from a usability perspective. And I'm

saying this as a web surfer, a seeker of information,

not as someone who knows how to build a web page -- and I'd like to

think there are people in Microsoft who feel this way too.

I guess in the long run,

everyone must make up his or her own mind about usability.

For those who want to try the Excel sheet,

here's that link to the Microsoft page again --

Office 2000 Document: A List of Useful Shortcut Keys