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Ultimate Keyboard Shortcuts Guide for Word, Excel, and PowerPoint

Keyboard shortcuts

While you are immersed in a task on your keyboard, it can be a bother having to switch to the mouse to do something like save, highlight, or bold text. But there’s no reason to do that when there are keyboard shortcuts that will allow you to continue uninterrupted work on the keyboard.

This ultimate guide will give you all the essential shortcuts and a few cool ones to use while working in Word, Excel, and PowerPoint.

The most important one would be saving your document as you continue working. You don’t want to lose all your work just because you forgot to save. As you type or prepare a PowerPoint presentation or work on an Excel sheet, click Ctrl + S every now and then to save.

Now that you will never lose your work, let us learn some more shortcuts.

Keyboard Shortcuts for Word

The find and replace tool in Microsoft Word

Ctrl + Shift + G: Do you want to see the word count and all the other details like the number of lines and characters? Go ahead and hit that combination. A popup will appear with all the statistics.

F5: If you have a large chunk of text and you’re looking for a particular section, instead of scanning through the entire document searching for a particular word in that section, simply press F5 and a search tool will appear. Type the word in the search box and you will be directed to that section with the word you typed highlighted. Another shortcut to achieve the same is Ctrl + F.  You can use the same search tool to replace a particular word. For example, if you used the name Paul instead of Peter, you can type Paul in the search area and Peter where it says “Replace With.”

Shift + Right/ Shift + Left: Use this to highlight single characters at a time. You can use the arrow keys to get the cursor where you want it to be then either highlight characters to the left or the right. Shift + Down or Shift + Up can also be used to highlight in the corresponding directions.

Ctrl + B: Use this to bold text or remove bold.

Ctrl +I: Use this to change the style to italics or remove it.

Ctrl + U: Yes, you guessed it, this will underline or remove underline.

Shift + F3: Here is a cool one, use it to toggle between Capitalize Each Word and ALL CAPS and back to normal case. You will obviously have to highlight the words first. (it also comes in handy when you hit Caps Lock by mistake).

Keyboard Shortcuts for Excel

Creating a table in Microsoft Excel

Ctrl + T: Do you want to quickly insert a table? Use this shortcut and you will be asked to choose the location of the data that will be entered into the table automatically.

Ctrl + ; / Ctrl + Shift + :: So you have a table and you would like to enter the date and time. The first shortcut will insert the date and Ctrl + Shift + : will insert the time.

Alt + H, B: Use this shortcut to create a border around a selected cell. You have to select the cells first.

Shift + Arrow: You can choose any arrow to navigate in the corresponding direction. This shortcut can help you navigate. To select a column, you can use Ctrl + Space while Shift + Space selects a complete row.

F2: We all trust Excel because of the formulas. Quickly get to the formula with this shortcut. You can then switch between cells to view the different formulas by clicking Ctrl+`. (that’s the key under Esc).

Ctrl + Backspace: If you find you have lost the active cell because somehow you ended up in an unfamiliar cell, this is the shortcut that will get you back to “civilization”. It will get you back to the active cell.

Keyboard Shortcuts for PowerPoint

Selecting images and text in Microsoft PowerPoint

F5: Use this to start your slideshow from the beginning and if you wish to start from the slide you are currently viewing, use Ctrl+Shift+F5.

B: For a temporary break from the presentation maybe because you want the audience to focus on you, not the screen, this shortcut will provide a blank screen (Black). You can also use W to have a white screen.

Arrows: The arrows will help you navigate through the presentation. You can also use the + key to Zoom a slide and use the arrows to move the view in the direction you choose.

Ctrl + P: Don’t rush for the mouse to try and find the Pen tool, just use this shortcut and when you are done, press E.

Ctrl + A: This will bring up the cursor or whatever tool you were using and Ctrl + H will hide it.

Cool Keyboard Shortcuts

Selecting text in Microsoft Word

Sometimes you just want to do something to impress or trick someone hovering over your computer. Try some of these cool shortcuts.

Windows Key + Left/Right: If you want to have two windows open side by side, use this shortcut. Send one window to the left and another to the right. This is also helpful if you are working on Word and using the internet for reference.

Windows Key + D: Switch from the window you are working on to the desktop and back using this shortcut. It can help you access a file or image saved on desktop.                            

Ctrl +A: This will select all. The keyboard shortcut works on Word, PowerPoint, Excel, Web, etc.

Ctrl + Z: You did something you didn’t intend to do? Simple, undo it with this shortcut.

Windows Key + M: Quickly minimize all the open windows. It helps if you have many people snooping to see what you are working on and when they are gone, Windows + Shift + M and everything will pop open again.

There are hundreds of other keyboard shortcuts that you can use, but these are helpful for common tasks that you may perform often and do not want to be bothered switching from keyboard to mouse or your mouse has a problem and you need to complete working on that document quickly. You also have the option of creating your own shortcuts, but that is a story for another blog.

Tags Start & End

Tags Can Start & End Anywhere

Appendix B

.NET code for multi-page image output

Appendix A

Java code for multi-page image output

Data Bin Search

The Data Bin can now be searched to find a table, column, node or other piece of data without scrolling through it all.

Shrink to Fit

This will shrink the contents of a cell until it fits the defined cell size.

Time Zone Conversion

A new Windward macro has been added to help with converting dates and times from UTC time to the local time zone.

Image Output Format

New image output formats added.

PostScript Output Format

PostScript, commonly used with printers and printing companies, has been added as an additional output format.

New and Improved Datasets (Designer, Java Engine, .NET Engine)

Datasets have been re-written from scratch to be more powerful and easier to use.

Stored Procedure Wizard (Designer)

This works for all tag types that are connected to a SQL-based data source (Microsoft SQL Server, Oracle, MySQL, or DB2).

Boolean Conditional Wizard (Designer)

Before, conditional statements could only be written manually. Now they can also be built using our intuitive Wizard interface.

Reorganized Ribbon

The ribbon menus have been re-organized and consolidated to improve the report design workflow.

XPath 2.0 as Data Source

Adds various capabilities such as inequalities,descending sort, joins, and other functions.

SQL Select Debugger

SQL Select  Debugger

  • The look and feel was improved
  • Stored Procedure Wizard
  • Improved Exceptions pane

Tag Editor/Tag Selector

Added a Query tab as a field for typing or pasting in a select statement

  • Color Coding of Keywords
  • TypeAhead
  • Evaluate is now "Preview"

Rename a Datasource

All tags using that Data source will be automatically updated with that name.

Connecting to a Data Source

New single interface to replace 2 separate dialog boxes

Tag Tree

Displays of all the tags in the template, structured as they are placed in the template. This provides a simple & intuitive way to see the structure of your template. Also provides the capability to go to any tag and/or see the properties of any tag.

Added Javelin into the RESTful Engine

Support for Google Application Engine Integration

The ability to integrate the Windward Engine into Google’s cloud computing platform for developing and hosting web applications dubbed Google Applications Engine (GAE).

Additional Refinement for HTML Output

  • Improved indentation for ordered and unordered lists
  • Better handling of template header and footer images
  • Better handling for background images and colors

Redesigned PDF Output Support

This new  integration will allow for processing of complex scripts and bi-directional  text such as Arabic.  Your PDF output  will be much tighter and more closely match your template, and we’ll be able  to respond rapidly to PDF requests and fixes.

PowerPoint Support

Includes support for new ForEach and slide break handling, table header row repeat across slide breaks, and native Microsoft support for charts and images.

Tags are Color Coded

Tags are color coded in the template by type, making it easy to visually identify them.

Increased Performance

Version 13’s core code has been reworked and optimized to offer a reduced memory footprint, faster PDF generation and full documentation of supported features and limitations in the specifications for DOCX, XLSX and PPTX.

Advanced Image Properties

Documents can include advanced Word image properties such as shadows, borders, and styles.

Improved HTML Output

Windward has updated HTML output to reflect changing HTML standards.

Version 13 New Data Sources

Windward now works with a slew of new datasources: MongoDB, JSON, Cassandra, OData, Salesforce.com

Generate Code

The Generate Code tool in the designer allows you to open an existing template and, with a click of a button, automatically create a window with the code needed to run your current template with all data sources and variables. Simply copy this code and paste into your application's code in the appropriate place. You now have Windward integrated into your application.

You only need to do this once. You do not do this for each template. Instead, where it has explicit files for the template and output, change that to parameters you pass to this code. Same for the parameters passed to Windward. This example uses explicit values to show you what to substitute in where.

Pivot Tables Adjusted in Output

Any pivot tables in an XLSX template are carried over to the XLSX output. The ranges in the pivot ranges are adjusted to match the generated output. So your final XLSX will have pivot tables set as expected in the generated file.

This makes creating an XLSX workbook with pivot tables trivial.

Imported Template Can be Set to Match the Parent Styles

In an imported sub-template, if its properties for a style (ex. Normal) differ from the parent template's properties for the style, the use in the sub-template can be set to either use the properties in the sub-template, or the properties in the parent.

You set to retain when you don't want the child template's styling to change when imported. You set to use the parent when you want the styling of the imported template to match the styling in the parent.

Any explicit styling is always retained. This only impacts styling set by styles.

Tags can be Placed in Text Boxes

Tags can be placed in text boxes. Including linked text boxes. This gives you the ability to set the text in a textbox from your data.

Tags can be Placed in Shapes & Smart Art

Tags can be placed in shapes & smart art. This gives you the ability to set the text in a shape from your data.

HTML Output Supports Embedded Images

When generating HTML output, the engine can either write bitmaps as distinct files the generate HTML references, or it can embed the images in the HTML providing a single file for the output.

Footnotes & Endnotes can Have Tags

You can place tags in pretty much any part of a template, including in footnotes & endnotes.

Document Locking Supported in DOCX & XLSX

Any parts of a DOCX or XLSX (PowerPoint does not support this) file that are locked in the template, will be locked the same in the output.

Specify Font Substitution

If a font used in the template does not exist on the server generating a report, the font to substitute can be specified.
In addition, if a glyph to be rendered does not exist in the font specified, you can specify the replacement font. This can be set distinctly for European, Bi-Directional, and Far East fonts.

Process Multiple Datasources Simultaneously

If you need this - it's essential. And if you don't need it, it's irrelevant.

Windward enables you to build a document by applying multiple datasources to the template simultaneously. When Windward is merging the data into a template, it processes the template by handling each tag in order, and each tag pulls from different datasources. (As opposed to processing all of one datasource, then processing the next.)

This allows the select tag to use data from another datasource in its select. For example, if you are pulling customer information from one data source, you can then pull data from the sales datasource using the customer ID of the customer presently processing to pull the sales information for that customer. If you're interested in patching together your data from multiple datasources, read this post on our blog.

Genesis Abel

Written by:_
Genesis Abel
Windward © 2020 All Rights Reserved.

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