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Excel Advanced
PivotTables
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The Layout Group
PivotCharts
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Columns
Microsoft
®
Excel Cheat Sheet
Basic Skills
The Excel Program Screen
Keyboard Shortcuts
Getting Started
Create a Workbook: Click the File
tab and select New or press Ctrl +
N. Double-click a workbook.
Open a Workbook: Click the File tab
and select Open or press Ctrl + O.
Select a recent file or navigate to the
location where the file is saved.
Preview and Print a Workbook: Click
the File tab and select Print.
Undo: Click the Undo button on
the Quick Access Toolbar.
Redo or Repeat: Click the Redo
button on the Quick Access Toolbar.
The button turns to Repeat once
everything has been re-done.
Use Zoom: Click and drag the zoom
slider to the left or right.
Select a Cell: Click a cell or use the
keyboard arrow keys to select it.
Select a Cell Range: Click and drag
to select a range of cells. Or, press
and hold down the Shift key while
using the arrow keys to move the
selection to the last cell of the range.
General
Open a workbook ................ Ctrl + O
Create a new workbook ....... Ctrl + N
Save a workbook ................. Ctrl + S
Print a workbook ................. Ctrl + P
Close a workbook ................ Ctrl + W
Help .................................... F1
Activate Tell Me field ............ Alt + Q
Spell check ......................... F7
Calculate worksheets .......... F9
Create absolute reference ... F4
Navigation
Move between cells ............. , , , →
Right one cell ...................... Tab
Left one cell ........................ Shift + Tab
Down one cell ..................... Enter
Up one cell .......................... Shift + Enter
Down one screen ................ Page Down
To first cell of active row ...... Home
Enable End mode ................ End
To cell A1 ............................ Ctrl + Home
To last cell ........................... Ctrl + End
Editing
Cut ..................................... Ctrl + X
Copy ................................... Ctrl + C
Paste .................................. Ctrl + V
Undo .................................. Ctrl + Z
Redo ................................... Ctrl + Y
Find .................................... Ctrl + F
Replace .............................. Ctrl + H
Edit active cell ..................... F2
Clear cell contents ............... Delete
Formatting
Bold .................................... Ctrl + B
Italics .................................. Ctrl + I
Underline ............................ Ctrl + U
Open Format Cells Ctrl + Shift
dialog box ........................... + F
Select All ............................. Ctrl + A
Select entire row ................. Shift + Space
Select entire column ............ Ctrl + Space
Hide selected rows .............. Ctrl + 9
Hide selected columns......... Ctrl + 0
Quick Access Toolbar
Title Bar
Formula Bar
Close Button
Ribbon
File Tab
Name
Box
Rows
Scroll Bars
Active Cell
Views
Zoom
Slider
Worksheet Tab
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Edit a Workbook
Edit a Cell’s Contents: Select a cell and click in
the Formula Bar or double-click the cell. Edit
the cell’s contents and press Enter.
Clear a Cell’s Contents: Select the cell(s) and
press the Delete key. Or, click the Clear
button on the Home tab and select Clear
Contents.
Cut or Copy Data: Select cell(s) and click the
Cut or Copy button on the Home tab.
Paste Data: Select the cell where you want to
paste the data and click the Paste button in
the Clipboard group on the Home tab.
Preview an Item Before Pasting: Place the
insertion point where you want to paste, click
the Paste button list arrow in the Clipboard
group on the Home tab, and hold the mouse
over a paste option to preview.
Paste Special: Select the destination cell(s),
click the Paste button list arrow in the
Clipboard group on the Home tab, and select
Paste Special. Select an option and click OK.
Move or Copy Cells Using Drag and Drop:
Select the cell(s) you want to move or copy,
position the pointer over any border of the
selected cell(s), then drag to the destination
cells. To copy, hold down the Ctrl key before
starting to drag.
Find and Replace Text: Click the Find &
Select button, select Replace. Type the text
you want to find in the Find what box. Type the
replacement text in the Replace with box. Click
the Replace All or Replace button.
Check Spelling: Click the Review tab and click
the Spelling button. For each result, select
a suggestion and click the Change/Change
All button. Or, click the Ignore/Ignore All
button.
Insert a Column or Row: Right-click to the right
of the column or below the row you want to
insert. Select Insert in the menu, or click the
Insert button on the Home tab.
Delete a Column or Row: Select the row or
column heading(s) you want to remove. Right-
click and select Delete from the contextual
menu, or click the Delete button in the Cells
group on the Home tab.
Hide Rows or Columns: Select the rows or
columns you want to hide, click the Format
button on the Home tab, select Hide &
Unhide, and select Hide Rows or Hide
Columns.
Basic Formatting
Change Cell Alignment: Select the cell(s) you
want to align and click a vertical alignment
, , button or a horizontal alignment
, , button in the Alignment group on the
Home tab.
Format Text: Use the commands in the Font
group on the Home tab or click the dialog box
launcher in the Font group to open the dialog
box.
Format Values: Use the commands in the
Number group on the Home tab or click the
dialog box launcher in the Number group to
open the Format Cells dialog box.
Wrap Text in a Cell: Select the cell(s) that
contain text you want to wrap and click the
Wrap Text button on the Home tab.
Merge Cells: Select the cells you want to
merge. Click the Merge & Center button list
arrow on the Home tab and select a merge
option.
Cell Borders and Shading: Select the cell(s) you
want to format. Click the Borders button
and/or the Fill Color button and select an
option to apply to the selected cell.
Copy Formatting with the Format Painter:
Select the cell(s) with the formatting you want
to copy. Click the Format Painter button in
the Clipboard group on the Home tab. Then,
select the cell(s) you want to apply the copied
formatting to.
Adjust Column Width or Row Height: Click and
drag the right border of the column header or
the bottom border of the row header. Double-
click the border to AutoFit the column or row
according to its contents.
Basic Formulas
Enter a Formula: Select the cell where you want
to insert the formula. Type = and enter the
formula using values, cell references,
operators, and functions. Press Enter.
Insert a Function: Select the cell where you
want to enter the function and click the Insert
Function button next to the formula bar.
Reference a Cell in a Formula: Type the cell
reference (for example, B5) in the formula or
click the cell you want to reference.
SUM Function: Click the cell where you want to
insert the total and click the Sum button in
the Editing group on the Home tab. Enter the
cells you want to total, and press Enter.
MIN and MAX Functions: Click the cell where
you want to place a minimum or maximum
value for a given range. Click the Sum
button list arrow on the Home tab and select
either Min or Max. Enter the cell range you
want to reference, and press Enter.
COUNT Function: Click the cell where you want
to place a count of the number of cells in a
range that contain numbers. Click the Sum
button list arrow on the Home tab and select
Count Numbers. Enter the cell range you want
to reference, and press Enter.
Complete a Series Using AutoFill: Select the
cells that define the pattern, i.e. a series of
months or years. Click and drag the fill handle
to adjacent blank cells to complete the series.
Insert an Image: Click the Insert tab on the
ribbon, click either the Pictures or Online
Pictures button in the Illustrations group,
select the image you want to insert, and click
Insert.
Insert a Shape: Click the Insert tab on the
ribbon, click the Shapes button in the
Illustrations group, and select the shape you
wish to insert.
Hyperlink: Text or Images: Select the text or
graphic you want to use as a hyperlink. Click
the Insert tab, then click the Link button.
Choose a type of hyperlink in the left pane of
the Insert Hyperlink dialog box. Fill in the
necessary informational fields in the right pane,
then click OK.
Modify Object Properties and Alternative Text:
Right-click an object. Select Edit Alt Text in
the menu and make the necessary
modifications under the Properties and Alt Text
headings.
View and Manage Worksheets
Insert a New Worksheet: Click the Insert
Worksheet button next to the sheet tabs
below the active sheet. Or, press Shift + F11.
Delete a Worksheet: Right-click the sheet tab
and select Delete from the menu.
Hide a Worksheet: Right-click the sheet tab
and select Hide from the menu.
Rename a Worksheet: Double-click the sheet
tab, enter a new name for the worksheet, and
press Enter.
Change a Worksheet’s Tab Color: Right-click
the sheet tab, select Tab Color, and choose
the color you want to apply.
Move or Copy a Worksheet: Click and drag a
worksheet tab left or right to move it to a new
location. Hold down the Ctrl key while clicking
and dragging to copy the worksheet.
Switch Between Excel Windows: Click the
View tab, click the Switch Windows
button, and select the window you want to
make active.
Freeze Panes: Activate the cell where you want
to freeze the window, click the View tab on the
ribbon, click the Freeze Panes button in the
Window group, and select an option from the
list.
Select a Print Area: Select the cell range you
want to print, click the Page Layout tab on the
ribbon, click the Print Area button, and
select Set Print Area.
Adjust Page Margins, Orientation, Size, and
Breaks: Click the Page Layout tab on the
ribbon and use the commands in the Page
Setup group, or click the dialog box launcher
in the Page Setup group to open the Page
Setup dialog box.
Basic Formatting
Insert Objects
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Microsoft
®
Excel Cheat Sheet
Intermediate Skills
Chart Elements
Charts
Create a Chart: Select the cell range that contains
the data you want to chart. Click the Insert tab on
the ribbon. Click a chart type button in the Charts
group and select the chart you want to insert.
Move or Resize a Chart: Select the chart. Place
the cursor over the chart’s border and, with the 4-
headed arrow showing, click and drag to move
it. Or, click and drag a sizing handle to resize it.
Change the Chart Type: Select the chart and click
the Design tab. Click the Change Chart Type
button and select a different chart.
Filter a Chart: With the chart you want to filter
selected, click the Filter button next to it.
Deselect the items you want to hide from the chart
view and click the Apply button.
Position a Chart’s Legend: Select the chart, click
the Chart Elements button, click the Legend
button, and select a position for the legend.
Show or Hide Chart Elements: Select the chart
and click the Chart Elements button. Then,
use the check boxes to show or hide each
element.
Insert a Trendline: Select the chart where you want
to add a trendline. Click the Design tab on the
ribbon and click the Add Chart Element
button. Select Trendline from the menu.
Charts
Insert a Sparkline: Select the cells you want to
summarize. Click the Insert tab and select the
sparkline you want to insert. In the Location Range
field, enter the cell or cell range to place the
sparkline and click OK.
Create a Dual Axis Chart: Select the cell range you
want to chart, click the Insert tab, click the
Combo button, and select a combo chart type.
Print and Distribute
Set the Page Size: Click the Page Layout tab.
Click the Size button and select a page size.
Set the Print Area: Select the cell range you want
to print. Click the Page Layout tab, click the Print
Area button, and select Set Print Area.
Print Titles, Gridlines, and Headings: Click the
Page Layout tab. Click the Print Titles button
and set which items you wish to print.
Add a Header or Footer: Click the Insert tab and
click the Header & Footer button. Complete the
header and footer fields.
Adjust Margins and Orientation: Click the Page
Layout tab. Click the Margins button to select
from a list of common page margins. Click the
Orientation button to choose Portrait or
Landscape orientation.
Column: Used to compare
different values vertically side-by-
side. Each value is represented in
the chart by a vertical bar.
Line: Used to illustrate trends
over time (days, months, years).
Each value is plotted as a point
on the chart and values are
connected by a line.
Pie: Useful for showing values as
a percentage of a whole when all
the values add up to 100%. The
values for each item are
represented by different colors.
Bar: Similar to column charts,
except they display information in
horizontal bars rather than in
vertical columns.
Area: Similar to line charts,
except the areas beneath the
lines are filled with color.
XY (Scatter): Used to plot
clusters of values using single
points. Multiple items can be
plotted by using different colored
points or different point symbols.
Stock: Effective for reporting the
fluctuation of stock prices, such
as the high, low, and closing
points for a certain day.
Surface: Useful for finding
optimum combinations between
two sets of data. Colors and
patterns indicate values that are
in the same range.
Chart Options
Chart Types
Additional Chart Elements
Data Labels: Display values from the cells
of the worksheet on the plot area of the
chart.
Data Table: A table added next to the
chart that shows the worksheet data the
chart is illustrating.
Error Bars: Help you quickly identify
standard deviations and error margins.
Trendline: Identifies the trend of the
current data, not actual values. Can also
identify forecasts for future data.
Chart Title
Data
Bar
Chart
Area
Axis
Titles
Legend
Chart
Elements
Chart
Styles
Chart
Filters
Gridline
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Intermediate Formulas
Absolute References: Absolute references
always refer to the same cell, even if the
formula is moved. In the formula bar, add dollar
signs ($) to the reference you want to remain
absolute (for example, $A$1 makes the
column and row remain constant).
Name a Cell or Range: Select the cell(s), click
the Name box in the Formula bar, type a name
for the cell or range, and press Enter. Names
can be used in formulas instead of cell
addresses, for example: =B4*Rate.
Reference Other Worksheets: To reference
another worksheet in a formula, add an
exclamation point ‘!’ after the sheet name in
the formula, for example: =FebruarySales!B4.
Reference Other Workbooks: To reference
another workbook in a formula, add brackets
‘[ ]’ around the file name in the formula, for
example:
=[FebruarySales.xlsx]Sheet1!$B$4.
Order of Operations: When calculating a
formula, Excel performs operations in the
following order: Parentheses, Exponents,
Multiplication and Division, and finally Addition
and Subtraction (as they appear left to right).
Use this mnemonic device to remember them:
Please Parentheses
Excuse Exponents
My Multiplication
Dear Division
Aunt Addition
Sally Subtraction
Concatenate Text: Use the CONCAT function
=CONCAT(text1,text2,…) to join the text
from multiple cells into a single cell. Use the
arguments within the function to define the text
you want to combine as well as any spaces or
punctuation.
Payment Function: Use the PMT function
=PMT(rate,nper,pv,…) to calculate a loan
amount. Use the arguments within the function
to define the loan rate, number of periods, and
present value and Excel calculates the
payment amount.
Date Functions: Date functions are used to add
a specific date to a cell. Some common date
functions in Excel include:
Date =DATE(year,month,day)
Today =TODAY()
Now =NOW()
Display Worksheet Formulas: Click the
Formulas tab on the ribbon and then click the
Show Formulas button. Click the Show
Formulas button again to turn off the
formula view.
Manage Data
Export Data: Click the File tab. At the left,
select Export and click Change File Type.
Select the file type you want to export the data
to and click Save As.
Import Data: Click the Data tab on the ribbon
and click the Get Data button. Select the
category and data type, and then the file you
want to import. Click Import, verify the
preview, and then click the Load button.
Use the Quick Analysis Tools: Select the cell
range you want to summarize. Click the Quick
Analysis button that appears. Select the
analysis tool you want to use. Choose from
formatting, charts, totals, tables, or sparklines.
Outline and Subtotal: Click the Data tab on the
ribbon and click the Subtotal button. Use
the dialog box to define which column you want
to subtotal and the calculation you want to use.
Click OK.
Use Flash Fill: Click in the cell to the right of the
cell(s) where you want to extract or combine
data. Start typing the data in the column. When
a pattern is recognized, Excel predicts the
remaining values for the column. Press Enter
to accept the Flash Fill values.
Create a Data Validation Rule: Select the cells
you want to validate. Click the Data tab and
click the Data Validation button. Click the
Allow list arrow and select the data you want
to allow. Set additional validation criteria
options and click OK.
Tables
Format a Cell Range as a Table: Select the
cells you want to apply table formatting to. Click
the Format as Table button in the Styles
group of the Home tab and select a table
format from the gallery.
Sort Data: Select a cell in the column you want
to sort. Click the Sort & Filter button on the
Home tab. Select a sort order or select
Custom Sort to define specific sort criteria.
Filter Data: Click the filter arrow for the
column you want to filter. Uncheck the boxes
for any data you want to hide. Click OK.
Add Table Rows or Columns: Select a cell in
the row or column next to where you want to
add blank cells. Click the Insert button list
arrow on the Home tab. Select either Insert
Table Rows Above or Insert Table Columns
to the Left.
Tables
Remove Duplicate Values: Click any cell in the
table and click the Data tab on the ribbon. Click
the Remove Duplicates button. Select
which columns you want to check for duplicates
and click OK.
Insert a Slicer: With any cell in the table
selected, click the Design tab on the ribbon.
Click the Insert Slicer button. Select the
columns you want to use as slicers and click
OK.
Table Style Options: Click any cell in the table.
Click the Design tab on the ribbon and select
an option in the Table Style Options group.
Intermediate Formatting
Apply Conditional Formatting: Select the cells
you want to format. On the Home tab, click the
Conditional Formatting button. Select a
conditional formatting category and then the
rule you want to use. Specify the format to
apply and click OK.
Apply Cell Styles: Select the cell(s) you want to
format. On the Home tab, click the Cell Styles
button and select a style from the menu. You
can also select New Cell Style to define a
custom style.
Apply a Workbook Theme: Click the Page
Layout tab on the ribbon. Click the Themes
button and select a theme from the menu.
Collaborate with Excel
Add a Cell Comment: Click the cell where you
want to add a comment. Click the Review tab
on the ribbon and click the New Comment
button. Type your comment and then click
outside of it to save the text.
Invite People to Collaborate: Click the Share
button on the ribbon. Enter the email addresses
of people you want to share the workbook with.
Click the permissions button, select a
permission level, and click Apply. Type a short
message and click Send.
Co-author Workbooks: When another user
opens the workbook, click the user’s picture or
initials on the ribbon, to see what they are
editing. Cells being edited by others appear
with a colored border or shading.
Protect a Worksheet: Before protecting a
worksheet, you need to unlock any cells you
want to remain editable after the protection is
applied. Then, click the Review tab on the
ribbon and click the Protect Sheet button.
Select what you want to remain editable after
the sheet is protected.
Add a Workbook Password: Click the File tab
and select Save As. Click Browse to select a
save location. Click the Tools button in the
dialog box and select General Options. Set a
password to open and/or modify the workbook.
Click OK.
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Microsoft
®
Excel Cheat Sheet
Advanced Skills
PivotTable Elements
PivotTables
Create a PivotTable: Select the data range to be
used by the PivotTable. Click the Insert tab on
the ribbon and click the PivotTable button in
the Tables group. Verify the range and then click
OK.
Add Multiple PivotTable Fields: Click a field in the
field list and drag it to one of the four PivotTable
areas that contains one or more fields.
Filter PivotTables: Click and drag a field from the
field list into the Filters area. Click the field’s list
arrow above the PivotTable and select the
value(s) you want to filter.
Group PivotTable Values: Select a cell in the
PivotTable that contains a value you want to
group by. Click the Analyze tab on the ribbon
and click the Group Field button. Specify how
the PivotTable should be grouped and then click
OK.
Refresh a PivotTable: With the PivotTable
selected, click the Analyze tab on the ribbon.
Click the Refresh button in the Data group.
Format a PivotTable: With the PivotTable
selected, click the Design tab. Then, select
desired formatting options from the PivotTable
Options group and the PivotTable Styles group
PivotCharts
Create a PivotChart: Click any cell in a PivotTable
and click the Analyze tab on the ribbon. Click the
PivotChart button in the Tools group. Select a
PivotChart type and click OK.
Modify PivotChart Data: Drag fields into and out of
the field areas in the task pane.
Refresh a PivotChart: With the PivotChart selected,
click the Analyze tab on the ribbon. Click the
Refresh button in the Data group.
Modify PivotChart Elements: With the PivotChart
selected, click the Design tab on the ribbon. Click
the Add Chart Element button in the Chart
Elements group and select the item(s) you want to
add to the chart.
Apply a PivotChart Style: Select the PivotChart and
click the Design tab on the ribbon. Select a style
from the gallery in the Chart Styles group.
Update Chart Type: With the PivotChart selected,
click the Design tab on the ribbon. Click the
Change Chart Type button in the Type group.
Select a new chart type and click OK.
Enable PivotChart Drill Down: Click the Analyze
tab. Click the Field Buttons list arrow in the
Show/Hide group and select Show
Expand/Collapse Entire Field Buttons.
The PivotTable Fields pane controls how
data is represented in the PivotTable.
Click anywhere in the PivotTable to
activate the pane. It includes a Search
field, a scrolling list of fields (these are
the column headings in the data range
used to create the PivotTable), and four
areas in which fields are placed. These
four areas include:
Filters: If a field is placed in the
Filters area, a menu appears above
the PivotTable. Each unique value
from the field is an item in the
menu, which can be used to filter
PivotTable data.
Column Labels: The unique
values for the fields placed in the
Columns area appear as column
headings along the top of the
PivotTable.
Row Labels: The unique values for
the fields placed in the Rows area
appear as row headings along the
left side of the PivotTable.
Values: The values are the “meat”
of the PivotTable, or the actual data
that’s calculated for the fields
placed in the rows and/or columns
area. Values are most often
numeric calculations.
Not all PivotTables will have a field in
each area, and sometimes there will be
multiple fields in a single area.
PivotTable Layout
PivotTable Fields Pane
The Layout Group
Subtotals: Show or hide subtotals and
specify their location in the PivotTable.
Grand Totals: Add or remove grand total
rows for columns and/or rows.
Report Layout: Adjust the report layout to
show in compact, outline, or tabular form.
Blank Rows: Emphasize groups of data
by manually adding blank rows between
grouped items.
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Field
List
PivotTable Field
Areas
PivotTable Fields
Pane
Fields Pane
Options
Tools
Menu
Search PivotTable
Fields
Active PivotTable
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Macros
Enable the Developer Tab: Click the File tab
and select Options. Select Customize
Ribbon at the left. Check the Developer
check box and click OK.
Record a Macro: Click the Developer tab on
the ribbon and click the Record Macro
button. Type a name and description then
specify where to save it. Click OK. Complete
the steps to be recorded. Click the Stop
Recording button on the Developer tab.
Run a Macro: Click the Developer tab on the
ribbon and click the Macros button. Select
the macro and click Run.
Edit a Macro: Click the Developer tab on the
ribbon and click the Macros button. Select a
macro and click the Edit button. Make the
necessary changes to the Visual Basic code
and click the Save button.
Delete a Macro: Click the Developer tab on
the ribbon and click the Macros button.
Select a macro and click the Delete button.
Macro Security: Click the Developer tab on
the ribbon and click the Macro Security
button. Select a security level and click OK.
Troubleshoot Formulas
Common Formula Errors:
• ####### - The column isn’t wide enough to
display all cell data.
• #NAME? - The text in the formula isn’t
recognized.
• #VALUE! - There is an error with one or
more formula arguments.
• #DIV/0 - The formula is trying to divide a
value by 0.
• #REF! - The formula references a cell that
no longer exists.
Trace Precedents: Click the cell containing the
value you want to trace and click the Formulas
tab on the ribbon. Click the Trace Precedents
button to see which cells affect the value in
the selected cell.
Error Checking: Select a cell containing an
error. Click the Formulas tab on the ribbon
and click the Error Checking button in the
Formula Auditing group. Use the dialog to
locate and fix the error.
The Watch Window: Select the cell you want to
watch. Click the Formulas tab on the ribbon
and click the Watch Window button. Click
the Add Watch button. Ensure the correct
cell is identified and click Add.
Evaluate a Formula: Select a cell with a
formula. Click the Formulas tab on the ribbon
and click the Evaluate Formula button.
Advanced Formatting
Customize Conditional Formatting: Click the
Conditional Formatting button on the
Home tab and select New Rule. Select a rule
type, then edit the styles and values. Click OK.
Edit a Conditional Formatting Rule: Click the
Conditional Formatting button on the
Home tab and select Manage Rules. Select the
rule you want to edit and click Edit Rule. Make
your changes to the rule. Click OK.
Change the Order of Conditional Formatting
Rules: Click the Conditional Formatting
button on the Home tab and select Manage
Rules. Select the rule you want to re-sequence.
Click the Move Up or Move Down arrow
until the rule is positioned correctly. Click OK.
Analyze Data
Goal Seek: Click the Data tab on the ribbon.
Click the What-If Analysis button and select
Goal Seek. Specify the desired value for the
given cell and which cell can be changed to
reach the desired result. Click OK.
Advanced Formulas
Nested Functions: A nested function is when
one function is tucked inside another function as
one of its arguments, like this:
IF: Performs a logical test to return one value for
a true result, and another for a false result.
AND, OR, NOT: Often used with IF to support
multiple conditions.
• AND requires multiple conditions.
• OR accepts several different conditions.
• NOT returns the opposite of the condition.
SUMIF and AVERAGEIF: Calculates cells that
meet a condition.
• SUMIF finds the total.
• AVERAGEIF finds the average.
Advanced Formulas
VLOOKUP: Looks for and retrieves data from a
specific column in a table.
HLOOKUP: Looks for and retrieves data from a
specific row in a table.
UPPER, LOWER, and PROPER: Changes how
text is capitalized.
UPPER Case | lower case | Proper Case
LEFT and RIGHT: Extracts a given number of
characters from the left or right.
MID: Extracts a given number of characters
from the middle of text; the example below
would return “day”.
MATCH: Locates the position of a lookup value
in a row or column.
INDEX: Returns a value or the reference to a
value from within a range.
Jan
Feb
Total
13,020
7,010
6,010
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®
OneNote
Quick Reference Guide
The OneNote Program Screen
Open an Existing Notebook: Click the File tab,
click Open, select a save location, and click the
notebook.
Create a New Notebook: Click the File tab, click
New, and select a save location. Type a name in
the Notebook Name field and click Create.
Close a Notebook: Click the File tab, click the
Settings button next to the notebook you want to
close, and select Close.
Add a Section: Click the Create New
Section button to the right of existing sections,
type a section name, and click outside the tab.
Move a Section: Click a section tab and drag it to a
new location.
Delete a Section: Right-click a section tab and
select Delete .
Add a Section Group: Right-click in the blank
space next to the existing sections, select New
Section Group, and type a new name for the
group.
Add Sections to a Section Group: Click a section
tab and drag it over the section group.
Add a Page: Click the Add Page button above
existing page tabs and type a page name.
Move a Page: Click a page tab and drag it to a new
location.
Create a Subpage: Select one or more page tabs,
right-click the selected page tab(s), and select
Make Subpage .
Delete a Page: Right-click a page or page tab and
select Delete .
Change a Notebook’s Name: Click the File tab,
click the Settings button, and select
Properties . Click in the Display name field,
type a name, and click OK.
Change a Notebook’s Color: Click the File tab,
click the Settings button, and select
Properties . Click the Color list arrow, select a
new color, and click OK.
Restore Deleted Items: Click the History tab and
click the Notebook Recycle Bin button. Click
the current notebook’s list arrow and click the Pin
Notebook Pane to Side button. Expand the
notebook’s sections. Click and drag deleted pages
or sections to an open notebook.
General
Create an item ..................... Alt + N
Open a section .................... Ctrl + O
Create new page ................. Ctrl + N
Create new subpage ............ Ctrl + Shift
+ Alt + N
Print page............................ Ctrl + P
Undo ................................... Ctrl + Z
Redo ................................... Ctrl + Y
Help .................................... F1
Full page view ...................... F11
Task pane ........................... Ctrl + F1
Create an Outlook task ........ Ctrl + Shift
+ 5
Insert a link .......................... Ctrl + K
Email page .......................... Ctrl + Shift
+ E
Select page ......................... Ctrl + Shift
+ A
Sync shared notebooks ....... F9
Navigating
Next section ........................ Ctrl + Tab
Previous section .................. Ctrl + Shift
+ Tab
Open new window ............... Ctrl + M
Open Side Note window ....... Ctrl + Shift
+ M
Editing
Cut ..................................... Ctrl + X
Copy ................................... Ctrl + C
Paste .................................. Ctrl + V
Bold .................................... Ctrl + B
Italic .................................... Ctrl + I
Underline ............................ Ctrl + U
Highlight .............................. Ctrl + Shift
+ H
Font Task pane .................... Ctrl + D
Check spelling ..................... F7
Tags
To Do .................................. Ctrl + 1
Important ............................ Ctrl + 2
Question ............................. Ctrl + 3
Remember for later .............. Ctrl + 4
Definition ............................. Ctrl + 5
Remove all note tags ........... Ctrl + 0
Keyboard Shortcuts
New
Section
Tab
Pin/Unpin
Notebook
Pane
Full
Page
View
Hel
Search
Notes
Ribbon
Quick
Access
Toolbar
View
Quick
Notes
Getting Started
New Page
Notebook
Page Tab
Section
Tabs
Author
Close Button
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Type Notes: Select the page where you want to
add notes, click anywhere on the page, and
type your notes.
Move Notes: Click the top bar of a note box
and drag it to a new location.
Resize Notes: Click and drag the edge of a
note.
Delete Notes: Select a note and click
Delete .
Write Notes: Click the Draw tab and click the
Color & Thickness button. Select a
thickness, select a color, and click OK. Write
your notes or sketch an image.
Delete Writing: Click the Draw tab and select
the Type or Lasso Select tool. Click an
item to remove and press the Delete key.
Convert Writing to Text: Click the Type or
Lasso Select tool, select the writing you
want to convert, and click Ink to Text .
Add a Tag: Click in the paragraph you want to
tag, click the Tag button on the Home tab,
and select a tag.
Create a Quick Note: Click the Show hidden
icons icon on the Windows System tray,
select New quick note , type a note, and
click the Close button.
Open a Quick Note: Click the current
notebook’s name, click Quick Notes , and
select a page tab.
Capture a Screen Clipping: Click the Insert
tab, click Screen Clipping , and click and
drag over a region of the screen.
Link to Content within OneNote: Right-click in
the text you want to link to and select Copy
Link to Paragraph . Navigate to and click
where you want to place the link and click
Paste on the Home tab.
Link to External Content: Select the text you
want to link, click the Insert tab, and click the
Link button. Enter the content’s address in
the Address field and click OK.
Insert an Image: Click the Insert tab, click
Pictures or Online Pictures , locate an
image to insert, and click Open.
Add a Table: Click the Insert tab, click the
Table button, and select the number of rows
and columns.
Format Notebooks
Apply a Style: Select the text, click the
Styles button and select a style.
Change the Font: Select the text, click the Font
list arrow, and select a new font.
Change the Font Size: Select the text, click the
Font Size list arrow, and select a font size.
Change the Font Color: Select the text, click
the Font Color list arrow, and select a new
color.
Apply Bold, Italic, or an Underline: Select the
text and click Bold , Italic , or Underline
from the Home menu.
Copy Formatting with the Format Painter:
Select the formatted text you want to copy.
Click the Format Painter button on the
Home tab. Then, select the text you want to
apply the copied formatting to.
Create a List: Select the text you want to make
into a list and click the Numbering or
Bullets button.
Add a Date or Time Stamp: Click where you
want the stamp, click the Insert tab, and click
the Date or Time button.
Spell Check: Click the Review tab and click
the Spelling button. For each possible
error, click Ignore, Add, or Change. Then,
click OK.
Templates
Use an Existing Template: Click the Insert tab
and click the Page Templates button. Click
a template category, select a template, and
click the Templates pane’s Close button.
Save a Custom Template: Create a notebook
page with the desired text and formatting. Click
the Insert tab and click the Page Templates
button. Click Save current page as a
template, type a template name, and click
Save.
Use a Custom Template: Click the My
Templates expansion arrow, select the
custom template, and click the Templates
pane’s Close button.
Using OneNote with Office
Send Notes to Word: Navigate to the page you
want to send, click the File tab, click Send,
and then click Send to Word .
Add a File Attachment: Click the Insert tab,
click the File Attachment button, select a
file to attach, and click Insert.
Add a File Printout: Click the Insert tab, click
the File Printout button, select a file, and
click Insert.
Add Outlook Meeting Details: Click where you
want to add the details, click Meeting Details
on the Home tab, and select Choose a
Meeting from Another Day . Click the
calendar icon, select a date, select a
meeting, and click Insert Details.
Create Outlook Task from a Note: Select a
note, click the Outlook Tasks button, and
select a task due date.
Send Notes as Attachment: Click the File tab,
click Send, and select Send as Attachment
. Add a recipient to the To field and click
Send .
Embed a Spreadsheet: Click the Insert tab,
click the Spreadsheet button, and select
Existing Excel Spreadsheet. Select a file
and click Insert.
Convert a Table to a Spreadsheet: Click the
table, click the Layout tab, and click Convert
to Excel Spreadsheet .
Share and Collaborate
Export a Page, Section, or Notebook: Click the
File tab, click Export, and select Page ,
Section , or Notebook . Select an export
format, click Export, select a save location,
and click Save.
Create a New Shared Notebook: Click the File
tab, click New and double-click OneDrive .
Type a name in the Notebook Name field and
click Create.
Share an Existing Notebook: Click the File tab,
click Share, and select a shared location.
Type a name in the Notebook Name field and
click Move.
Invite People to a Shared Notebook: Click the
File tab, click Share, type people’s names or
email addresses in the recipient field. Click in
the message field, type a message, and click
Share .
Create a Sharing Link: Click the File tab, click
Share, and click Get a Sharing Link . Click
Create a view link or Create an edit link.
Sync Changes: Click the File tab, click View
Sync Status , click Sync Now, and click
Close.
View Edits by Author: Click the History tab,
click Find by Author , select a name to see
their changes, and click a change to jump to it.
View Recent Edits: Click the History tab, click
Recent Edits , select a date range, and
select a page in the Search Results pane.
Add a Password: Click the Review tab, click
the Password button, and click Set
Password. Type a password, click in the
Confirm Password field, retype the
password, and click OK.
Restore a Previous Page Version: Click the
History tab, click the Page Versions
button, and select an earlier version. Click the
yellow notification above the page and select
Restore Version. Click the Page
Versions button again to hide the other
versions.
Format Notebooks
Using OneNote with Office
Add Notebook Content
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Microsoft
®
Outlook Quick Reference
Basic Skills
The Outlook Program Screen
The Fundamentals
Navigate Outlook: Click the icon (or label) for the
view you want to open.
Mail view displays your inbox and lets you
browse your mail. The ribbon will display
commands related to composing and managing
email messages.
Calendar view displays your calendar. The
ribbon will display commands that let you view,
create, and edit meetings and appointments.
People view displays your contacts list. The
ribbon will show commands that let you create
and edit your contacts and contact groups.
Tasks view displays your task list. The ribbon
will show commands that let you create and
modify tasks.
Use the Folder Pane: Click a folder in the Folder
pane to display that folder’s contents.
Delete an Item: Select an email, contact,
appointment, or task, then click the Delete
button on the Home tab of the ribbon.
Restore a Deleted Item: Click the Deleted Items
folder in the Folder pane, then click and drag an
item back to its original folder.
Change Views: Click the View tab on the ribbon,
then click the Change View button and select a
view.
Search
Search: Click in the Search field at the top of the
inbox and begin typing your search.
Refine Search Results: While searching, use the
options in the Scope group on the Search tab.
• Current Mailbox searches all folders within
the selected mailbox.
• Current Folder only searches within the
current folder.
• Subfolders expands the search to include all
the current folder’s subfolders.
• All Outlook Items searches everything.
• From lets you filter messages from specific
senders.
• Subject lets you filter by words in the subject
line.
• Has Attachments lets you filter results by
whether they have attachments.
• Categorized filters by categories.
• This Week displays only items from the
current week.
• Unread searches only unread messages.
• Flagged searches only flagged items.
• Important only displays items set to high
importance.
• More lets you apply advanced criteria.
General
Print ................................. Ctrl + P
Undo ................................ Ctrl + Z
Copy ................................ Ctrl + C
Cut................................... Ctrl + X
Paste ............................... Ctrl + V
New Item .......................... Ctrl + N
Delete selected item ......... Delete
Help ................................. F1
Find an item...................... F3
Spell Check ...................... F7
Navigation
Mail view .......................... Ctrl + 1
Calendar view................... Ctrl + 2
Contacts view ................... Ctrl + 3
Tasks view ....................... Ctrl + 4
Notes ............................... Ctrl + 5
Mail
New Message................... Ctrl + Shift + M
Reply................................ Ctrl + R
Reply All ........................... Ctrl + Shift + R
Forward ........................... Ctrl + F
Save message as a draft ... Ctrl + S
Send ................................ Alt + S
Find and replace text ........ Ctrl + H
Check for New Messages . Ctrl + M
Mark as Read ................... Ctrl + Q
Mark as Unread ................ Ctrl + U
Calendar
New Appointment ............. Ctrl + Shift + A
Go to Today ..................... Ctrl + T
Go to a Date ..................... Ctrl + G
Go to Previous
Appointment ...................... Ctrl + ,
Go to Next Appointment.... Ctrl + .
Day view .......................... Ctrl + Alt + 1
Work Week view ............... Ctrl + Alt + 2
Week view ........................ Ctrl + Alt + 3
Month view ....................... Ctrl + Alt + 4
Contacts
New Contact .................... Ctrl + Shift + C
New Contact Group .......... Ctrl + Shift + L
Open the Address Book .... Ctrl + Shift + B
Keyboard Shortcuts
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Navigation
Bar
Folder Pane
Ribbon
Title Bar
Minimize Windows
Close
Preview
Pane
Zoom
Inbox
Search field
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Mail
Insert a Link: While composing an email, click
the Insert tab, click the Link button, select
a type of link, fill in where the link will lead, and
click OK.
People
Add a New Contact: Click the New
Contact button on the Home tab. Fill in the
fields with the information that you have, then
click the Save & Close button.
View the Address Book: Click the Address
Book button on the Home tab. Double-click a
contact to open it and see more information.
Add a Contact from the Address Book: Click the
Address Book button on the Home tab,
double-click a contact, click the Add to
Contacts button, enter any additional
information you have, then click the Save &
Close button.
Edit a Contact: Double-click a contact to open it
in a new window, fill in the information fields with
any additional information you have, then click
the Save & Close button.
Import Contacts: Click the File tab, click Open
& Export, and click Import/Export. Select
Import from Another Program or File, then
click Next. Select a type of file to import, then
click Next. Click Browse, select a file, click OK,
then click Next. Select your Contacts folder,
click Next, then click Finish.
Share a Single Contact: Select a contact, click
the Forward Contact button on the Home
tab, and select a sharing format. Address and
compose the resulting email, then click Send.
Create a Contact Group: Click the New
Contact Group button on the Home tab,
give the contact group a name, and click the
Add Members button. Select a source for a
contact and double-click a contact to add it.
Add as many contacts as you would like, click
OK, then click the Save & Close button.
Add Members to a Contact Group: Double-click
a contact group to open it, click the Add
Members button, select a source, and
double-click a contact to add it. Click OK, then
click the Save & Close button.
Remove Members from a Contact Group:
Double-click a contact group to open it, select a
contact from the list, and click the Remove
Member button.
Calendar
Create an Appointment: From the Calendar
view, click the New Appointment button on
the Home tab. Enter the appointment’s details,
subject, location, and start and end time. Click
the Save & Close button.
Edit an Appointment: Double-click an
appointment to open it, edit the appointment
details, then click the Save & Close button.
Mail
Compose Email: Click the New Email
button on the Home tab. Enter recipients, a
subject, and a message body, then click Send.
Types of Recipients: When composing a new
email, enter email addresses in the address
fields.
• To contains the primary recipients, whom
the message is directed to.
• Cc (Carbon Copy) sends a copy of the
message. While not the primary audience,
these recipients may want to see the
information presented. The Cc field is
visible to all recipients.
• Bcc (Blind Carbon Copy) sends a copy of
the message, while keeping the Bcc field
secret to other recipients.
View an Email in the Reading Pane: Select an
email from the inbox to display it.
Open an Email in a New Window: Double-click
an email in the inbox.
Mark an Email Read or Unread: Opening an
email, or displaying it in the Reading pane, will
automatically mark an unread email as read.
Click the Unread/Read button on the Home
tab to toggle an email read or unread.
Reply to an Email: Select an email in the inbox
(or open an email in its own window) and click
the Reply button on the ribbon.
Reply to All Recipients of an Email: Select an
email in the inbox (or open an email in its own
window) and click the Reply All button on
the ribbon.
Forward an Email: Select an email in the inbox
(or open an email in its own window) and click
the Forward button on the ribbon.
Create a Signature: While composing an email,
click the Signature button on the Message
tab and select Signatures. Click the New
button, enter a name for the signature, and
click OK. Create the signature in the Edit
signature section and click OK.
Insert a Signature: While composing an email,
click the Signature button on the Message
tab and select a signature.
Attach a File: While composing an email, click
the Attach File button on the Message tab.
Select a file, then click Insert.
Insert a Picture: While composing an email,
click the Insert tab, click the Pictures
button, select a picture, and click Insert.
Send Out-of-Office Replies: Click the File tab,
click the Automatic Replies button on the Info
tab, then click the Send Automatic Replies
button. Set the start and end dates for the auto
reply, enter a message, and click OK.
Set Message Priority: While composing an
email, click the High Importance or Low
Importance button on the Message tab.
Calendar
Reschedule an Appointment: Click and drag an
appointment on the calendar to move it to a
different day (in Month view) or time (in Day,
Week, and Work Week view).
Create an All-Day Event: While creating or
editing an appointment, check the All-day
event check box.
Set a Reminder: While creating or editing an
appointment, click the Reminder list arrow
and select how long before the event you’d like
to be reminded.
Change Availability: While creating or editing
an appointment, click the Show As list arrow
and select an availability:
• Free shows that you’re available.
• Working Elsewhere indicates that you’re
working from another location.
• Tentative shows that you have tentative
plans and may or may not be available.
• Busy indicates that you’re busy and not
available.
• Out of Office shows that you’re out of the
office and not available.
Set Priority: While creating or editing an
appointment, click the High Importance or
Low Importance button on the Appointment
tab.
Create a Meeting: While viewing the calendar,
click the New Meeting button on the Home
tab. Click To… and double-click the contacts
you want to invite to the meeting, then click
OK. Enter the meeting subject, location, date
and time, and a message, then click Send.
Track Meeting Responses: Select a meeting in
your calendar and click the Tracking button
on the Meeting tab.
Create a Recurring Appointment: While
creating or editing an appointment, click the
Recurrence button on the Meeting tab.
Choose a recurrence pattern, set a time range
for the recurrence, then click OK.
Edit a Recurring Appointment: Double-click a
recurring appointment to open it, then choose
whether to edit Just this one appointment or
The entire series. Edit the appointment or the
recurrence settings, then click the Save &
Close button.
Delete a Recurring Appointment: Select a
recurring appointment in the calendar, click the
Delete button on the Home tab, and select
Delete Occurrence (to delete a single
instance of the appointment) or Delete Series
(to delete the entire series).
Respond to an Invitation: Select an invitation in
your inbox, click the Accept button,
Tentative button, or Decline button in the
preview pane. Or, select an invited event in
your calendar and click the Accept button,
Tentative button, or Decline button on
the Meeting Series tab. Select whether to send
a response and whether to edit it.
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Microsoft
®
Outlook Quick Reference
Intermediate Skills
Outlook Calendar View
Tasks and Notes
Flag a Message: In Mail view, select an item, click
the Follow Up button on the Home tab, then
select a flag; or, right-click a message, select
Follow Up, and select a flag.
Change a Flag: In Mail view, select a flagged item,
click the Follow Up button on the Home tab,
then select a new flag.
Add a Reminder: In Mail view, select an item, click
the Follow Up button on the Home tab, and
select Add Reminder. Choose a date, time, and
sound in the Reminder section of the Custom
dialog box, then click OK.
Remove a Flag: In Mail view, select a flagged item,
click the Follow Up button on the Home tab,
and select Clear Flag.
Add a Task: Switch to Task view by clicking Tasks
on the Navigation bar, then click the
New Task button on the Home tab (or click the
New Items button on the Home tab, then
select New Task). Enter a subject, start date, due
date, and other options, then click Save & Close.
Mark a Task Complete: In Task view, check a
task’s check box; or, select a task and click the
Mark Complete button on the Home tab.
Tasks and Notes
View Tasks in the To-Do Bar: Click the View tab on
the ribbon, click the To-Do Bar button, and
select Tasks.
Change Task Views: In Task view, click the
Change View button on the Home tab (or, if
available, select a view from the Views gallery).
Create a Recurring Task: When creating a new
task, click the Recurrence button on the Task
tab. Specify a recurrence pattern, then set the
recurrence pattern’s date range. Click OK.
• Daily tasks recur every day, every set number
of days, or every weekday.
• Weekly tasks recur on the same day of the
week every week, or every certain number of
weeks.
• Monthly tasks recur on the same day of the
month (the 10
th
), or the same day of a
specified week of the month (the third Friday).
• Yearly tasks recur annually on the same day
of a month every year (July 8
th
), or the same
weekday in a specified week and month (the
second Tuesday of April).
Remove Recurrence: After opening a task with
recurrence, click the Recurrence button on the
Task tab and click Remove Recurrence.
Schedule Meeting Rooms: In a new
meeting window, click the Rooms button,
select a meeting room from the address
book, click the Rooms button, and click
OK.
Forward a Calendar Item: Open a calendar
item, click the Forward button on the
Meeting tab, enter a contact in the To:
field, then click Send.
Send Calendar Information: Click and drag
a meeting or an appointment and drop it on
the Mail Navigation Bar option. In the
message window that opens, add a
recipient in the To field and click the Send
button.
Access a Shared Calendar: Expand the
Manage Calendars group. Click the Add
Calendar button, select Open Shared
Calendar, enter another user’s name (or
click Name and select a user from the
address book), then click OK.
Send a Calendar Sharing Invitation:
Expand the Manage Calendars group.
Click the Share Calendar button and
select the calendar you want to share from
the list. To share the calendar, click the
Add button, select a contact, and click
OK.
Send your Calendar in an Email: Click the
Email Calendar button on the Home
tab, select a calendar and date range, and
click OK.
Add New Calendars: Expand the Manage
Calendars group. Click the Add Calendar
button and select Create New Blank
Calendar, give the calendar a name, and
click OK.
View Multiple Calendars: Check or
uncheck a calendar’s check box in the
Folder pane to toggle it on and off.
Overlay Calendars: While viewing multiple
calendars, click the Overlay arrow on a
calendar tab.
Delete a Calendar: Right-click a calendar
tab (or a calendar in the Folder pane) and
select Delete Calendar.
Configure Calendar Settings: Click the File
tab and select Options at the left. In the
Outlook Options dialog box that appears,
select Calendar. Customize the calendar
settings and click OK.
Advanced Calendar
Mini
Calendar
Folder
Pane
Calendar Tab
(in overlay mode)
Meeting / Appointment
Selected
Date
Tasks and Notes
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Advanced Mail
Create a Rule Based on an Email: Select a
message, click the Rules button on the
Home tab, and select Create Rule. Select the
conditions for the rule, then select the actions
for the rule to carry out. Click OK.
Create a Rule from Scratch: Click the
Rules button on the Home tab and select
Manage Rules & Alerts. Click New Rule and
use the Rules Wizard to set conditions, actions,
and exceptions. Give the rule a name, select
how you want it to run, and click Finish.
Edit a Rule: Click the Rules button on the
Home tab and select Manage Rules & Alerts.
Select a rule, click Change Rule, and select
Edit Rule Settings. Use the Rules Wizard to
edit the rule’s conditions, actions, and
exceptions, then click Finish.
Delete a Rule: Click the Rules button on the
Home tab, select Manage Rules & Alerts,
select a rule, click Delete, and click Yes.
Save an Email in Another Format: Double-click
an email to open it, then click the File tab and
select Save As. Select where you want to save
the email, then click the Save as type list arrow
and select a file type. Click Save.
Delegate Mail Folders: Click the File tab, click
Account Settings, and select Delegate
Access. Click Add, select a contact from the
address book, click Add, then click OK. Select
the permissions for the delegated user, then
click OK. Click OK again.
• Reviewer permissions allow the user to
read items and files, but not create or edit
them.
• Author permissions allow the user to create
and read items and files, and to modify and
delete items they’ve created.
• Editor permissions allow the user to create,
read, modify, and delete all items and files.
Access a Shared Folder: Click the File tab, click
Open & Export, click Other User’s Folder,
enter another user’s name (or click Name and
select a user), then click OK.
Create an Email Using a Theme or Stationery:
Click the New Items button on the Home
tab, select Email Message Using, and select
More Stationery. Select a theme or stationery
in the dialog box, then click OK.
Add Additional Accounts: Click the File tab and
click the Add Account button. Fill in the
account information and click Connect. Click
Done.
Specify Which Account Email is Sent From:
While composing an email, click the From field
list arrow and select an email account.
Manage Information
Categorize an Item: Select an item, click the
Categorize button on the Home tab, and
select a category.
Tasks and Notes
Assign a Task: When creating a task, click the
Assign Task button on the Task tab. Enter
an email address in the To: field, then click
Send.
Accept or Decline an Assigned Task: Select a
task assignment request in your Mail inbox, then
click either Accept or Decline in the
message preview. Choose whether to edit the
message response or not, and click OK.
View Notes: Click the More (⋯) button in the
Navigation bar and select Notes. Double-click a
note to open it.
Create a Note: While in Notes view, click the
New Note button on the Home tab. Start
typing within the note window, then click outside
the note window to save it.
Advanced Mail
Run a Quick Step: Click a Quick Step in the
Quick Steps gallery, or click the More button
and select a Quick Step.
Add a New Quick Step: Click the More button
in the Quick Steps gallery, then select Create
New. Give the new Quick Step a name, then
customize the actions that the Quick Step will
take. Click Finish.
Edit a Quick Step: Click the More button in
the Quick Steps gallery, then select Manage
Quick Steps. Select a Quick Step, then click
Edit. Update the Quick Step’s actions, then
click Save.
Create a Quick Part: Select the text or graphics
you want to use as a Quick Part, click the Insert
tab, click the Quick Parts button, and select
Save Selection to Quick Parts Gallery. Give
the Quick Part a name, category, and
description, then click OK.
Use a Quick Part: While composing a message,
click the Insert tab, click the Quick Parts
button, and select a Quick Part.
Redirect Replies: While composing a message,
click the Options tab, and click the Direct
Replies To button. Click Select Names,
select names from the address book, and click
OK. Click Close.
Recall a Message: Click the Sent Items folder
in the Folder pane, open a message, click the
Actions button on the Message tab, and
select Recall this Message. Select whether to
just delete the message or to replace it with a
new message, then click OK.
Send a Poll: In a new message window, click the
Options tab, click the Use Voting
Options button, and select a poll option (or
select Custom, specify your own poll options,
then click Close).
Track Votes: Click the Sent Items folder, open
a message with a poll, and click the Tracking
button on the Message tab.
Manage Information
Edit a Category: Click the Categorize button
on the Home tab, select All Categories, and
select a category. Click Rename, give the
category a new name, and click OK. Click the
Color list arrow and select a new color. Click
OK.
Create a New Category: Click the Categorize
button on the Home tab, select All
Categories, and click New. Enter a name,
select a color, and click OK.
Delete a Category: Click the Categorize
button on the Home tab, select All Categories,
select a category, click Delete, and click OK.
Sort Inbox by Category: Click the sort by list
arrow above the Inbox and select Categories.
Create a Folder: Click the Folder tab, click the
New Folder button, enter a name, select a
type of content, select a location, and click OK.
Rename a Folder: Select a folder in the Folder
pane, click the Folder tab, and click the
Rename Folder button. Enter a new folder
name and press Enter.
Move a Folder: Select a folder in the Folder
pane, click the Folder tab, and click the Move
Folder button. Select a new location, then
click OK.
Delete a Folder: Select a folder in the Folder
pane, click the Folder tab, and click the Delete
Folder button. Click Yes to confirm.
Create a Search Folder: Click the Folder tab
and click the New Search Folder button.
Select Create a Custom Search Folder, click
Choose, and select criteria for the search
folder. Click OK in the three open dialog boxes.
Clean Up a Conversation: Select a conversation
in the Inbox, click the Clean Up button on
the Home tab, select Clean Up Conversation,
then click Clean Up.
Clean Up a Folder: Select a folder, click the
Clean Up button on the Home tab, select
Clean Up Folder, then click Clean Up Folder.
Export Outlook Data: Click the File tab, click
Open & Export, and click Import/Export.
Select Export to a file and click Next. Select a
file type and click Next. Select a folder to export
data from and click Next. Specify where you
want to save the exported file, and how you’d
like to deal with duplicate items, and click
Finish. Add an optional password and click OK.
Import Data into Outlook: Click the File tab,
click Open & Export, and click Import/Export.
Select Import from another program or file
and click Next. Select a file type to import and
click Next. Click Browse and specify a file,
choose how to handle duplicate items, and click
Next. If necessary, select a folder from the file
to import, and click Finish.
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Microsoft
®
PowerPoint Quick Reference
Basic Skills
The PowerPoint Program Screen
The File tab opens Backstage view,
which contains commands for
working with your files like Open,
Save, New, Print, Share, and Close.
Create a New Presentation: Click the
File tab, select New, and click
Blank Presentation. Or, press Ctrl
+ N.
Open a Presentation: Click the File
tab and select Open, or press Ctrl +
O. Select a location with a file you
want, then select a file and click
Open.
Save a Presentation: Click the Save
button on the Quick Access
Toolbar, or press Ctrl + S. Choose a
location where you want to save the
file. Give the file a name, then click
Save.
Preview and Print: Click the File tab,
select Print, specify print settings,
and click Print.
Close a Presentation: Click the File
tab and select Close, or press Ctrl +
W.
Close PowerPoint: Click the Close
button in the upper-right corner.
Undo: Click the Undo button on the
Quick Access Toolbar.
Redo or Repeat: Click the Redo
button on the Quick Access Toolbar.
The button turns to Repeat once
everything has been re-done.
Change Presentation Views: Click the
View tab and select a view, or click one
of the View buttons at the bottom of the
window.
Normal View
Outline View
Slide Sorter View
Reading View
Get Help: Press F1 to open the Help
pane. Type your topic or question and
press Enter.
Use Zoom: Click and drag the zoom
slider to the left or right.
General
Open a presentation ............ Ctrl + O
Create a new presentation ... Ctrl + N
Save a presentation ............. Ctrl + S
Print a presentation.............. Ctrl + P
Insert a new slide ................. Ctrl + M
Toggle the Notes pane ....... Ctrl + Shift +
H
Close a presentation ............ Ctrl + W
Exit PowerPoint ................... Ctrl + Q
Help .................................... F1
Editing
Cut ..................................... Ctrl + X
Copy ................................... Ctrl + C
Paste .................................. Ctrl + V
Undo ................................... Ctrl + Z
Redo ................................... Ctrl + Y
Group ................................. Ctrl + G
Find .................................... Ctrl + F
Replace............................... Ctrl + H
Select All ............................. Ctrl + A
Formatting
Bold .................................... Ctrl + B
Italics .................................. Ctrl + I
Underline ............................ Ctrl + U
Align Left ............................. Ctrl + L
Align Right ........................... Ctrl + R
Center................................. Ctrl + E
Justify ................................. Ctrl + J
Slide Show Delivery
Begin slide show .................. F5
Resume slide show .............. Shift + F5
End slide show .................... Esc
Go to next slide ................... Page Down
Go to previous slide ............. Page Up
Go to first slide .................... Home
Go to last slide ..................... End
Jump to slide ....................... [Slide #] +
Enter
Toggle screen black ............ B
Toggle screen white ............. W
Pause show ......................... S
Change arrow to pen ........... Ctrl + P
Change pen to arrow ........... Ctrl + A
Keyboard Shortcuts
Quick Access Toolbar
Title Bar
Close Button
Ribbon
File Tab
Thumbnails
Pane
Active
Slide
Zoom
Slider
Notes
Pane
Status Bar
Getting Started
View
Buttons
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Work with Presentations
Insert a New Slide: Click the Home tab and
click the New Slide button in the Slides
group, or press Ctrl + M.
Change the Slide Layout: Click the Home tab,
click the Layout button in the Slides group,
and select a layout.
Title Slide
Title and
Content
Section Header
Two Content
Comparison
Title Only
Blank
Content with
Caption
Picture with
Caption
Add Slides from Another Presentation: Click
the New Slide list arrow on the Home tab
and select Reuse Slides. Click Browse and
locate the file with slides you want to add. Click
a slide in the Reuse Slides pane to add it to the
current presentation.
Duplicate Slides: Select the slide you want to
duplicate. Click the New Slide list arrow on
the Home tab and select Duplicate Selected
Slides.
Copy and Paste: Select the text you want to
copy and click the Copy button on the
Home tab. Then click where you want to paste
the text and click the Paste button.
Cut and Paste: Select the text you want to cut
and click the Cut button on the Home tab.
Then click where you want to paste the text
and click the Paste button.
Work with Presentations
Add Slide Notes: Click the View tab on the
ribbon and click the Notes button in the
Show group to turn on the Notes pane. Enter a
slide note to use during the presentation or for
slide handouts.
Add a Comment: Click the slide where you
want to add a comment. Click the Review tab
on the ribbon and click the New Comment
button. Type your comment and click outside
the Comments pane to save it.
Compare Two Presentations: Open the first
presentation you want to compare. Click the
Review tab on the ribbon and click the
Compare button. Navigate to and select
the second presentation you want to compare.
Click the Merge button.
Check Spelling and Grammar: Click the
Review tab and click the Spelling button.
Find Text: Click the Find button on the
Home tab, enter the word you want to find in
the Find what field, and click the Find Next
button to locate the word in the presentation.
Replace Text: Click the Replace button on
the Home tab. Enter the word you want to find
in the Find what field, then enter the text that
will replace it in the Replace with field. Click
Replace or Replace All. Click OK when
finished.
Edit Document Properties: Click the File tab
and ensure Info is selected. The right column
contains properties for the presentation such
as file size, number of slides, hidden slides,
and author, among others. Click in a field to
edit it.
Password Protect a Presentation: Click the
File tab, click the Info tab, click the Protect
Presentation button and select Encrypt with
Password. Enter a password to protect the
presentation and click OK. Reenter the
password and click OK.
Organize a Presentation
Add a Section: Select the slide where you want
the section to start. Click the Section button
on the Home tab and select Add Section from
the menu.
Rename Sections: Click any section heading in
the Thumbnails pane to select it. Click the
Section button on the Home tab and select
Rename Section. Type a new name for the
section and click Rename.
Outline View: The Outline view allows you to
focus on just the slide text without seeing any
pictures or graphics. Click the View tab on the
ribbon and click the Outline View button.
Slide Sorter View: The Slide Sorter view is the
easiest way to rearrange and organize slides
after a presentation is created. Click the View
tab on the ribbon and click the Slide Sorter
button.
Organize a Presentation
Move a Slide: Click a slide in the Thumbnails
pane and drag it to a new location.
Hide or Unhide a Slide: Select a slide in the
Thumbnails pane in Normal view. Click the
Slide Show tab on the ribbon and click the
Hide Slide button in the Set Up group to
toggle the slide visibility.
Deliver a Slide Show
Start a Slide Show: Click the Slide Show tab
on the ribbon and click either the From
Beginning or From Current Slide
button. Or, click the Slide Show button on
the status bar, or press F5.
End a Slide Show: While presenting a slide
show, click the Options button in the
toolbar at the bottom left and select End
Show. Or, press the Esc key.
Advance to the Next Slide: Click the Next
Slide button, press the Spacebar, click the
left mouse button, or press the Page Down
key.
Go Back to the Previous Slide: Click the
Previous Slide button, press Backspace
key, or press the Page Up key.
Use the Laser Pointer: In Slide Show view,
press and hold down the Ctrl key while
clicking and holding the left mouse button.
Use the Pen: In Slide Show view, press Ctrl +
P and then draw on the screen. Press Ctrl + A
to switch back to the arrow pointer. Press E to
erase your annotations.
Hide a Presentation Slide: In Slide Show view,
temporarily hide the current slide. Press the B
key to make the screen black or the W key to
make it all white. Press the Esc key to make
the slide visible once again.
Slide Zoom: In Slide Show view, click the
Zoom button in the slide show toolbar. Click
an area of the slide to zoom in. Right-click or
press the Esc key to zoom out and view the
entire slide.
Start Presenter View: While presenting, click
the Options button in the slide show toolbar
and select Show Presenter View.
End Presenter View: While in Presenter view,
click the Options button in the slide show
toolbar and select Hide Presenter View.
Create a Custom Slide Show: Click the Slide
Show tab on the ribbon. Click the Custom
Slide Show button and select Custom
Shows. Click the New button. Select the
slides you want to add to the custom show and
click the Add button. Click OK to save the
custom show.
Convert Presentations to Video: Click the File
tab on the ribbon and select Export at the left.
Click Create a Video. Adjust the video
settings and click Create Video.
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Microsoft
®
PowerPoint Quick Reference
Intermediate Skills
Animations Tab & Pane
Transitions and Animations
Apply a Slide Transition: Select the slide(s) where
you want to add a transition. Click the
Transitions tab on the ribbon and click the More
button in the Transition to This Slide group.
Select the transition you want to use.
Modify a Transition: Click the Transitions tab on
the ribbon and click the Effect Options button.
Select an effect option in the menu.
Apply an Animation: Select the text or object you
want to animate and click the Animations tab on
the ribbon. Click the Animation Styles button
and select the animation you want to use. Click
the Add Animation button to add additional
animations to the same object.
Modify an Animation: Click the Animations tab
on the ribbon and click the Effect Options
button. Select an option for the applied
animation.
Copy Animations: Select an object with an
animation applied. Click the Animations tab and
click the Animation Painter button. Select
the object you want the animation applied to.
Display the Animation Pane: Click the
Animations tab on the ribbon and click the
Animation Pane button. View and edit the
timeline for animations on the current slide.
Formatting and Themes
Change the Font: Select the text you want to
change, click the Font list arrow on the Home
tab, and select a new font.
Change the Font Size: Select the text you want to
change, click the Font Size list arrow on the
Home tab, and select a new font size.
Change the Font Color: Select the text you want to
change, click the Font Color list arrow, and
select a new color.
Modify the Slide Background: Click the Design tab
on the ribbon and click the Format Background
button. Make the desired changes in the Format
Background pane.
Apply a Presentation Theme: Click the Design tab
on the ribbon. Click the More button in the
Themes group and select a theme.
Modify Theme Elements: Click the Design tab,
then, in the Variants group, click Colors, Fonts, or
Effects to expand the menu and select a new style
that coordinates with the current theme.
Change the Slide Size: Click the Design tab, click
the Slide Size button in the Customize group,
and select a slide size.
Use a Presentation Template: Click the File tab on
the ribbon and select New. Select a template in
the list and click Create.
Animation Styles
Text or object appears on the
slide.
Text or object fades into view.
Text or object flies in from the
specified direction.
Text or object floats in from a
specified direction and
becomes visible.
Text or object becomes whole
as its halves unite from a
specified direction.
Text or object is wiped on from
a specified direction.
Text or object fills in from the
edges of a specified shape
and appears.
Text or object rotates around
a central hub and gradually
comes into view.
Transition Styles
The previous slide fades away,
revealing the current slide.
The previous slide pushes the
current slide into view.
The previous slide disappears
quickly as the current slide
rolls over it.
The previous slide divides at a
center point and disappears,
revealing the current slide.
The previous slide disappears
almost instantly and the
current slide pops into view.
The previous slide moves out
of the way quickly, revealing
the current slide.
The previous slide disappears
in a bright flash and the
current slide eases into view.
Move things on the previous
slide to their new locations on
the current slide.
Styles
Animation Order
Show/Hide
Animation Pane
Animations
Tab
Animat
Transition/
Animation
Indicator
Animation
Pane
Reorder
Animation
s
Copy/Paste
Animations
Preview Slide
Animations
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Pictures
Insert a Picture Using Content Placeholders:
Click a content slide’s Pictures or Online
Pictures button. Navigate to the picture you
want to use and select it, then click Insert.
Insert from the Ribbon: Click the Insert tab on
the ribbon. Click the Pictures or Online
Pictures button. Navigate to the picture you
want to use and select it, then click Insert.
Resize a Picture: Select a picture. Click and
drag a resize handle around the outer edge to
make the picture larger or smaller.
Crop a Picture: Select the picture you want to
crop. Click the Picture Tools Format tab on the
ribbon and click the Crop button. Click and
drag the crop handles to remove any unwanted
areas, then click the Crop button again.
Insert a Screenshot: Click the Insert tab on the
ribbon and click the Screenshot button.
Choose an open window to capture, or select
Screen Clipping.
Remove a Picture’s Background: Select a
picture, click the Picture Tools Format tab on
the ribbon, and click the Remove Background
button. Resize the bounding box around
what you want to keep. If needed, use the
Refine group to mark specific areas to remove
or keep, then click the Keep Changes
button.
Apply Picture Adjustments: Select a picture,
then click the Picture Tools Format tab on the
ribbon. In the Adjust group, click the
Corrections , Color , and/or Artistic
Effects button and select an adjustment
from the menu.
Reset Picture Formatting: Select a picture. Click
the Picture Tools Format tab on the ribbon and
click the Reset Picture button.
Apply a Picture Style: Select a picture, then
click the Picture Tools Format tab on the
ribbon. Select a style in the Picture Styles
gallery.
Graphics
Insert a Text Box: Click the Insert tab on the
ribbon and click the Text Box button. The
cursor changes to a crosshair; click and drag to
place the text box on the slide.
Insert a Shape: Click the Insert tab on the
ribbon and click the Shapes button. Select
the shape you want to use in the menu. Click
and drag to place the shape on the slide.
Merge Shapes: Select two or more shapes to
merge. Click the Drawing Tools Format tab on
the ribbon and click the Merge Shapes
button. Select a merge option in the menu.
Apply a Shape Style: Select a shape, then click
the click Drawing Tools Format tab on the
ribbon and select a style in the Shape Styles
gallery.
Graphics
Insert WordArt: Click the Insert tab on the
ribbon and click the WordArt button in the
Text group. Select a WordArt style in the menu
and replace the placeholder text.
Insert an Icon: Click the Insert tab on the ribbon
and click the Icons button. Select an icon
and click Insert.
Create a Drawing: Click the Draw tab on the
ribbon and click the Draw with Touch
button. Draw a shape using the mouse or
touchscreen.
Insert SmartArt: Click the Insert tab on the
ribbon and click the SmartArt button in the
Illustrations group. Select a graphic in the dialog
box and click OK.
Insert a Chart: Click the Insert Chart button
in a slide’s content placeholder, or click the
Insert tab and click the Insert Chart button.
Select a chart type and click OK.
Insert a Table: Click the Insert Table button
in a slide’s content placeholder, or click the
Insert tab and click the Insert Table button.
Specify the number of rows and columns for the
table and click OK.
Self-Run Presentations
Insert a Video: Click the Insert tab and click the
Video button in the Media group. Select
either Online Video or Video on My PC.
Locate and select the video and click the Insert
button.
Modify Video Playback Options: Select a video
and click the Video Tools Playback tab on the
ribbon. Use the options on this tab to perform
tasks such as trimming the video, adding a fade
in and out, and controlling how the video
behaves in a live presentation.
Insert an Audio Clip: Click the Insert tab and
click the Audio button in the Media group.
Select Audio on My PC to locate an existing
audio clip, or Record Audio to create a custom
clip right within PowerPoint.
Insert Action Buttons: Click the Insert tab and
click the Shapes button. In the menu, select
a button in the Action Buttons category. Click
and drag the cursor on the slide to place the
button in the desired location. In the dialog box
that appears, leave the default settings or
modify how the button behaves, then click OK.
Record Narration and Timing: Click the Slide
Show tab and click the Record Slide Show
button. Click the Record button. The
presentation starts, recording narration and
timing for each slide as you move through the
presentation. Click the Stop button.
Set up a Slide Show: Click the Slide Show tab
on the ribbon and click the Set Up Slide Show
button. Modify the options in the dialog box to
specify how you want the slide show to run and
click OK.
Slide Masters
Open Slide Master View: Click the View tab on
the ribbon and click the Slide Master
button.
Edit a Slide Master Layout: While in Slide
Master view, select the layout you want to edit
in the Thumbnails pane at the left. Modify
existing placeholders, or add new ones using
the Master Layout group on the Slide Master
tab of the ribbon.
Close Slide Master View: While in Slide Master
view, click the Slide Master tab on the ribbon
and click the Close Master View button.
Create a Custom Slide Layout: While in Slide
Master view, click in between two existing slide
layouts in the Thumbnails pane. Click the
Insert Layout button on the Slide Master
tab of the ribbon. Insert and format the desired
slide placeholders.
Add a Master Footer: While in Slide Master
view, select the slide layout where you want to
add a footer. Click the Insert tab on the ribbon
and click the Header & Footer button.
Modify the footer options and click Apply.
Modify a Master or Layout Background: While
in Slide Master view, select a slide master or
layout to edit. Right-click the thumbnail and
select Format Background. Modify the
options in the Format Background pane at the
right, then close the pane when you’re finished
making changes.
Apply a Master Theme: While in Slide Master
view, select a slide master. Click the Themes
button on the Slide Master tab and select a
theme to apply to the selected master and all
its layouts.
Insert an Additional Slide Master: While in Slide
Master view, click the Slide Master tab on the
ribbon and click the Insert Slide Master
button.
Rename a Slide Master or Layout: While in
Slide Master view, select a slide master or
layout to rename. Click the Rename button
on the Slide Master tab of the ribbon. Type a
new name and click the Rename button.
Delete a Slide Master or Layout: While in Slide
Master view, select a slide master or layout to
delete. Right-click the thumbnail and select
Delete Master or Delete Layout.
Edit the Handout Master: Click the View tab
on the ribbon and click the Handout Master
button. Modify the handout master using the
options on the Handout Master tab of the
ribbon, then click the Close Master View
button.
Edit the Notes Master: Click the View tab on
the ribbon and click the Notes Master
button. Modify the notes master using the
options on the Notes Master tab of the ribbon,
then click the Close Master View button.
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Microsoft Teams
Cheat Sheet
The Teams Program Screen
Getting Started
Sign In: Enter your email address in the Sign In
field, then click Sign In. Enter your password in
the Password field, then click Sign In.
Sign Out: Click your account icon in the upper-right,
then select Sign Out.
Set Your Status: Click your account icon in the
upper-right, click your current status, then select a
new status from the menu.
Available
Online and available
Busy
On a call, in a
meeting, or otherwise
busy
Do Not
Disturb
Online, but does not
want to be disturbed
Be Right
Back
Will return shorty
Appear
Away
Currently away from
computer or idle
Set a Status Message: Click your account icon in
the upper-right, then select Set Status
Message. Enter a message into the text field, then
click the Clear status message after list arrow
and select when the message should expire. Click
Done.
Chats
Start a New Chat: Click the New Chat button at
the top of the Teams window. Start typing the
name of the person you want to chat with, then
select their name from the search results. Enter a
message in the Compose box, then click Send .
Resume a Recent Chat: Click the Chat button on
the App bar. Click the Recent tab at the top of the
List pane, then select a contact from the Recent
list.
Start a Chat with a Contact: Click the Chat button
on the App bar. Click the Contacts tab at the top
of the List pane, then select a contact from the
Contacts list.
Start a Group Chat: Click the New Chat button
at the top of the Teams window. Start typing a
person’s name, then select their name from the
search results. Start typing another name, then
select another contact from the search results.
Repeat until you have all the contacts you want.
Format Text: Click the Format button below the
Compose box. Select the text you want to format,
then use the formatting options available. Click the
More Options ••• button to access additional
formatting options.
General
Go to Search ................... Ctrl + E
Start a New Chat ............. Ctrl + N
Show Commands ............ Ctrl + /
Show Keyboard
Shortcuts ........................ Ctrl + .
Goto ............................... Ctrl + G
Help ................................ F1
Settings .......................... Ctrl + ,
Zoom In .......................... Ctrl + =
Zoom Out ....................... Ctrl + -
Navigation
Activity ............................ Ctrl + 1
Chat ............................... Ctrl + 2
Teams............................. Ctrl + 3
Calendar ......................... Ctrl + 4
Calls ............................... Ctrl + 5
Files ................................ Ctrl + 6
Messaging
Go to Compose box ........ C
Expand Compose box ..... Ctrl + Shift + X
Send from Expanded
Compose Box ................. Ctrl + Enter
Attach file ........................ Ctrl + O
New Line ......................... Shift + Enter
Meetings and Calls
Accept Video Call ............ Ctrl + Shift + A
Accept Audio Call ............ Ctrl + Shift + S
Decline Call ..................... Ctrl + Shift + D
Start Audio Call ............... Ctrl + Shift + C
Start Video Call ............... Ctrl + Shift + U
Toggle Mute .................... Ctrl + Shift + M
Toggle Video ................... Ctrl + Shift + O
Toggle Fullscreen ............ Ctrl + Shift + F
Toggle Background Blur .. Ctrl + Shift + P
Calendar
Schedule a Meeting ......... Alt + Shift + N
Go to Current Time .......... Alt + .
Previous Day/Week ......... Ctrl + Alt +
Next Day/Week ............... Ctrl + Alt + →
View Day ......................... Ctrl + Alt + 1
View Workweek ............... Ctrl + Alt + 2
View Week ...................... Ctrl + Alt + 3
Keyboard Shortcuts
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List Pane
App Bar
Content Pane
Command Box
Compose Box
New Chat button
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Chats
Send Important and Urgent Messages: Click the
Set Delivery Options button, then select
Important or Urgent.
• Important messages will be marked with a
symbol.
• Urgent messages will be marked with a
symbol and will repeatedly notify the recipient
until the message is read.
Insert an Emoji: Click the Emoji button and
select an emoji from the menu.
Insert a GIF: Click the GIF button, then
search for a GIF. Select a GIF from the search
results.
Insert a Sticker: Click the Sticker button,
select a sticker category or search for a sticker,
then click a sticker.
Invite People to a Group Chat: Click the Add
People button at the top of a chat screen.
Start typing a person’s name, then select their
name from the search results. Choose how
much of the conversation they’ll be allowed to
see, then click the Add button.
Pin a Chat to the Top of the List Pane: Hover
your mouse over a chat in the List pane, click
the More Options ••• button, then select
Pin.
Mute a Chat’s Notifications: Hover your mouse
over a chat in the List pane, click the More
Options ••• button, then select
Mute.
Share a File: Click the Attach File button
below the Compose box, select a file source,
select a file, click Open, then click Send.
Teams
Join a Team: Click the Teams button on the
App bar, then click Join or create a team.
Select a public team, search for a team, or enter
a team code in the Enter code field. Click a
team’s Join Team button.
Create a Team: Click the Teams button on the
App bar, then click Join or create a team.
Click the Create Team button, then click Build
a team from scratch. Select a privacy level,
enter a team name and description, then click
Create. Add team members by searching for
their names and selecting them from the search
results, click Add, then click Close.
View a Team Channel: Click the Teams button
on the App bar, then click a team channel in the
List pane.
Start a Channel Conversation: Enter a message
in the Team channel’s Compose box, then click
Send .
Reply to a Channel Conversation: Click a
conversation’s Reply button, then enter a
message and click Send .
Teams
React to a Message: Hover your mouse over a
message in a team channel, then click a
reaction from the menu that appears.
Save a Message: Hover your mouse over a
message in a team channel, click the More
Options ••• button, then select Save this
message.
View Saved Messages: Click your account icon
in the upper-right, then select Saved. Click a
saved message to view it.
Create a New Channel: Hover your mouse over
a team in the List pane, click the More Options
••• button, then select Add channel. Give
the channel a name and description, then click
Add.
View a Channel File Library: While viewing a
team channel, click the Files tab.
Upload a File to a Library: While viewing a file
library, click the Upload button, select a file,
then click Open.
Create a New File in a Library: While viewing a
file library, click the New button, select a file
type, then enter a file name and click Create.
Share a Link to a Library: While viewing a file
library, click the Get Link button, select
whether you want a Teams link or a
SharePoint link, then click the Copy button.
Meetings
Schedule a Meeting: Click the Calendar button
on the App bar, then click the New meeting
button. Enter a meeting’s name, date, and time,
then choose a location or team channel. Click
Schedule.
Join a Meeting from a Channel: View the team
channel the meeting is taking place in, locate
the meeting in the Content pane, then click a
meeting’s Join Now button. Or, click the
meeting to view its details and then click the
Join button.
Join a Meeting from the Calendar: Click the
Calendar button on the App bar, click a
meeting, then click the Join button.
View a Meeting Conversation: While in a
meeting, click the Show Conversation
button on the controls toolbar.
Show Meeting Participants: While in a meeting,
click the Show Participants button on the
controls toolbar to display the People pane.
Mute a Meeting Participant: While the meeting’s
People pane is displayed, click a participant’s
More Options ••• button and select Mute
Participant.
Take Meeting Notes: While in a meeting, click
the More Actions ••• button on the controls
toolbar and select Show Meeting Notes.
Meetings
View Meeting Notes: View the team channel
that a meeting took place in, then click the
Meeting Notes tab.
Record a Meeting: While in a meeting, click the
More Actions ••• button on the controls toolbar
and select Start Recording. Click the More
Actions ••• button again and select Stop
Recording when you’re finished.
View a Meeting Recording: View the team
channel that a meeting took place in, locate the
meeting in the Content pane, then click the
recording.
Toggle Camera in a Meeting: While in a
meeting, click the Camera button on the
controls toolbar to turn it on or off.
Toggle Microphone in a Meeting: While in a
meeting, click the Microphone button on the
controls toolbar to turn it on or off.
Blur the Camera Background: While in a
meeting or call, click the More Actions •••
button on the controls toolbar and select Blur
My Background.
Change Audio and Video Devices: While in a
meeting or call, click the More Actions •••
button on the controls toolbar and select Show
Device Settings. Click the list arrows for audio
devices and the camera to select from available
devices.
Share Your Screen: While in a meeting or call,
click the Share Screen button on the
controls toolbar. Select your whole screen, a
specific window, or a PowerPoint presentation
from the screen sharing pane. Click the Stop
Sharing button when you’re done.
Calls
Make a Call: Click the Calls button on the App
bar. Use the number pad (if your organization
supports it) to dial a number, then click the Call
button; or click Contacts in the List pane and
click a contact’s Call button.
Answer a Call: When someone calls you, a
notification will appear.
• Click to answer as a video call.
• Click to answer as an audio call.
• Click to decline the call.
Place a Call on Hold: While on a call, click the
More Actions ••• button on the controls toolbar
and select Hold. Click the Resume button
when you can return to the call.
Transfer a Call: While on a call, click the More
Actions ••• button on the controls toolbar and
select Transfer. Start typing the name of who
you want to transfer the call to, then select their
name from the search results and click
Transfer.
Check Your Voicemail: Click the Calls button
on the App bar and click Voicemail in the List
pane. Click a voicemail message to play it.
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Microsoft
®
Windows 10
Quick Reference Guide
Windows Desktop and Start Menu
Start Menu
Open the Start Menu: Click the Start button on
the taskbar, or, press the key.
Resize an App Tile in the Start Menu: Right-click a
tile, select Resize, and select a size.
Rearrange Tiles: Click and drag a tile to a new
location in a group. Or, drag a tile between groups
to start a new group.
Remove a Tile from the Start Menu: Right-click a
tile and select Unpin from Start.
Add a Tile to the Start Menu: Right-click an app
and select Pin to Start.
Turn off an App’s Live Tile: Right-click a tile, select
More, and select Turn Live Tile off.
Rename Tile Groups: Click a tile group’s name,
type a new name, and click outside the name field
to save the changes.
Lock Your Computer: Click the Account button
and select Lock.
Sign Out of Windows: Click the Account button
and select Sign Out.
Shut Down or Restart Your PC: Click the Power
button and select either Shut down or
Restart.
Apps & Taskbar
Launch an App: Click the app’s tile in the Start
menu. Or, scroll through the list of apps at the left
of the Start menu and select the app you want to
open.
Install an App: Click the Microsoft Store icon on
the taskbar. Browse or search for the app you
want and click it. Click Get to install a free app or
Buy to install a paid app.
Update an App: Click the Microsoft Store icon
on the taskbar and click the See more button
at the top-right of the window. Select Downloads
and updates and click the Get updates button
at the top of the window.
Uninstall an App: Click the Start button and
click the Settings button at the left of the Start
menu. Click the Apps category and select Apps
& features at the left. Select the app you want to
remove and click the Uninstall button.
Hide the Taskbar: Right-click an empty space on
the taskbar, choose Taskbar settings, then
toggle Automatically hide the taskbar in
desktop mode.
Windows 10 Tablet Mode: Swipe in from the right
side of the screen and click the Tablet Mode
button.
General
Start menu ..........................
Copy a file or folder .............. Ctrl + C
Cut a file or folder ................ Ctrl + X
Paste a file or folder ............. Ctrl + V
Action Center ...................... + A
Task view ............................ + Tab
Close an app ....................... Alt + F4
Lock computer .................... + L
Print .................................... Ctrl + P
File Explorer ........................ + E
Run dialog box ..................... + R
Ease of Access Center. ........ + U
Task Manager ..................... Ctrl + Shift
Esc
Capture screenshot ............. + PrtScn
Open Search ....................... + S
Open Narrator ..................... + Enter
Settings Shortcuts
Windows settings ................. + I
Connect pane ...................... + K
Sharing pane ....................... + H
Display options for
second screen ..................... + P
Quick Link menu .................. + X
Desktop Shortcuts
Show/hide desktop .............. + D
Maximize window ................. +
Minimize/Restore window ..... +
Minimize all windows ............ + M
Snap window to left .............. +
Snap window to right ........... + →
View open apps ................... Ctrl + Alt +
Tab
Switch between apps ........... Alt + Tab
New desktop ....................... + Ctrl + D
Switch desktops .................. + Ctrl +
/ →
Close active desktop............ + Ctrl + F4
Peek at desktop ................... + ,
Minimize all but the
active window ...................... + Home
Refresh active window ......... F5
Keyboard Shortcuts
App Tile
Account
Start
Button
Taskbar
Search
Field
Task
View
Pinned
Apps
System
Icons
Show
Desktop
Tile Group
0
Start
Menu
App List
Power
Settings
Pictures
Documents
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New Features
The Action Center: Gathers recent
notifications. Click the Action Center
button on the taskbar or slide your finger in
from the right side of the screen on a
touchscreen device to view it. It also includes
some helpful quick commands:
Edge: Microsoft’s faster, more secure web
browser. While Internet Explorer is still
available in Windows 10, Edge is the preferred
browser. Click the Edge icon on the taskbar
to start browsing.
Task View: Allows you to add and switch
between multiple desktops. Click the Task
View button on the taskbar, then click the
New Desktop button for each additional
desktop you’d like to add. Click a desktop’s
thumbnail in Task view to switch to it.
Tablet Mode: A mode in Windows, optimized
for touch, that automatically engages when a
touchscreen device or hybrid computer is in
use. Manually turn Tablet mode on or off in the
Action Center.
The Settings App: An application that includes
a number of options to control how your
Windows 10 operating system behaves. Click
the Start button, then click the Settings
icon to open and modify the system settings.
Quick Access: A customizable view in File
Explorer that includes a few pinned folders, as
well as some other folders and files that you’ve
used the most. Click the File Explorer icon
on the taskbar to see the Quick Access
screen.
Windows Ink: Used for touch screen devices
with a stylus, Windows Ink allows you to write
on your screen or create sticky notes and
drawings. Click the Windows Ink Workspace
icon on the taskbar to enable drawing with a
stylus.
Windows Hello: A secure sign in feature that
allows you to sign into Windows 10 using facial
recognition or a fingerprint. Click the Start
button and click the Settings icon. Then
click Accounts and select Sign-in options at
the left. Under Windows Hello, select Set up.
Note: Windows Hello is not available for use
on every device.
Folders and Files
Open File Explorer: Click the File Explorer
icon on the taskbar. Double-click a file or folder
to open it.
The File Explorer Ribbon: Contains options
you’ll need to work with your files. Click a
ribbon tab (i.e. Home, Share, View) to see
related commands.
Move or Copy Files and Folders: Select the file
or folder you want to move, then click the
Home tab on the ribbon. Click the Move To
or the Copy To button and select the
destination folder.
Rename Files and Folders: Select the file or
folder you want to rename in File Explorer and
click the Home tab on the ribbon. Click
Rename in the Organize group. Type a new
name for the file or folder, then press Enter.
Delete Files or Folders: Select a file or folder to
delete in File Explorer. Click the Home tab on
the ribbon and click the Delete button list
arrow. Select Recycle to move it to the recycle
bin or Permanently Delete to completely
remove the file or folder from your computer.
Search File Explorer: Click in the Search field
in the upper-right corner of the File Explorer
window. Type your search term(s). Use the
options in the Location group of the Search tab
to change the search location.
File Explorer Views: Click the View tab in the
File Explorer window. Use the options here to
change how your files are viewed and
organized.
Compress Files or Folders: Select the files or
folders you want to compress and click the
Share tab on the ribbon. Click the Zip
button and type a name for the compressed
folder, then press Enter.
Create a Desktop Shortcut: Right-click a file,
folder, or program, then select Send To.
Select Desktop (Create Shortcut) in the
menu.
Sort Desktop Icons: Right-click the desktop
and select Sort by in the menu. Select a sort
option.
Personalize Windows
Change the Desktop Background: Click the
Start button and click the Settings icon.
Click Personalization and then use the
options in the Background category to select a
new background color or image.
Pin a Program to the Taskbar: With the
program running, right-click its icon on the
taskbar and select Pin to taskbar.
Personalize Windows
Customize System Icons: Click the Start
button and click the Settings icon. Click
Personalization and then click Taskbar at the
left. If needed, scroll down and click Turn
system icons on or off. Toggle a system icon
on or off.
Move the Taskbar: Right-click the taskbar, if
Lock the taskbar has a check mark next to it,
click it to unlock the taskbar. Click and drag the
taskbar to the top, bottom, or side of the
screen.
Customize the Lock Screen: Click the Start
button and click the Settings icon. Click
Personalization and then click Lock screen
at the left. Here, select the desired
background, app status icons, and settings.
Customize Account Settings: Click the Start
button and click the Settings icon. Click
Accounts and then click Sign-in options at
the left. Modify your account settings here.
Maintain Your Computer
Check for Windows Updates: Click the Start
button and click the Settings icon. Click
Update & Security and then click the Check
for updates button.
Open the Task Manager: Right-click the Start
button and select Task Manager. Or, press
Ctrl + Shift + Esc. If an open task is no longer
responding, select it here and click the End
task button.
Improve Battery Life: Click the Battery status
icon in the system tray and click Battery
settings. Adjust the settings here to improve
the battery life of your computer.
Secure Windows: Click the Security Center
icon in the system tray. A few options for
ensuring Windows is secure include:
• Virus & threat protection periodically
checks your computer for viruses and
other malicious files.
• Account protection provides security for
your account and sign-in.
• Firewall & network protection
configures network firewalls for private and
public networks to keep your computer
safe from network attacks.
• App & browser control is where you
configure warnings for suspicious files,
applications, and websites that you
download and visit.
• Device performance & health keeps
track of system, software, and driver
updates, while monitoring storage space
and battery life.
• Family options lets you set up parental
controls for this computer, as well as
connected devices.
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Microsoft
®
Word Quick Reference
Basic Skills
The Word Program Screen
Word Fundamentals
Create a Blank Document: Click the File tab,
select New, and click Blank document; or, press
Ctrl + N.
Open a Document: Click the File tab and select
Open, or press Ctrl + O. Select a location with a
file you want, then select a file and click Open.
Save a Document: Click the Save button on the
Quick Access Toolbar, or press Ctrl + S. Choose
a location where you want to save the file. Give the
file a name, then click Save.
Recover an Unsaved Document: Restart Word
after a crash. If a document can be recovered, the
Recover unsaved documents link will appear on
the start screen. Click the link to open the
Document Recovery pane, then select an
autorecovered document.
Change Document Views: Click the View tab and
select a view, or click one of the View buttons at
the bottom of the window.
Reading View
Print Layout View
Web Layout View
Print: Click the File tab, select Print, specify print
settings, and click Print.
Select and Edit Text
Select a Block of Text: Click and drag across the
text you want to select; or, click at the beginning of
a text block, hold down the Shift key, and click at
the end of a text block.
Select a Sentence: Press the Ctrl key and click in a
sentence.
Select a Line of Text: Click in the left margin for the
line you want to select.
Select a Paragraph: Double-click in the left margin
for the paragraph you want to select.
Select Everything: Click the Select button on the
Home tab and click Select All, or press Ctrl + A.
Edit Text: Select the text you want to replace and
type new text.
Cut, Copy and Paste: Select the text you want to
cut or copy and click the Cut or Copy button
on the Home tab. Click where you want to paste
the text, and click the Paste button.
Undo: Click the Undo button on the Quick
Access Toolbar.
Redo or Repeat: Click the Redo button on the
Quick Access Toolbar. The button turns to Repeat
once everything has been re-done.
General
Open a document ................ Ctrl + O
Create a new document ....... Ctrl + N
Save a document ................ Ctrl + S
Print a document ................. Ctrl + P
Close a document ............... Ctrl + W
Navigation
Move the text cursor ............ , , , →
Up one screen ..................... Page Up
Down one screen ................ Page Down
Beginning of a line ............... Home
End of a line ........................ End
Beginning of a document ..... Ctrl + Home
End of a document .............. Ctrl + End
Open Go To dialog box ........ Ctrl + G
Editing
Cut ..................................... Ctrl + X
Copy ................................... Ctrl + C
Paste .................................. Ctrl + V
Undo ................................... Ctrl + Z
Redo ................................... Ctrl + Y
Find .................................... Ctrl + F
Replace............................... Ctrl + H
Select All ............................. Ctrl + A
Check Spelling and
Grammar ............................ F7
Formatting
Bold .................................... Ctrl + B
Italics .................................. Ctrl + I
Underline ............................ Ctrl + U
Align Left ............................. Ctrl + L
Align Center ........................ Ctrl + E
Align Right ........................... Ctrl + R
Justify ................................. Ctrl + J
Indent a paragraph .............. Ctrl + M
Remove an indent ................ Ctrl + Shift + M
Increase font size ................. Ctrl + Shift + >
Decrease font size ............... Ctrl + Shift + <
Increase font size 1pt ........... Ctrl + ]
Decrease font size 1pt ......... Ctrl + [
Copy formatting ................... Ctrl + Shift + C
Paste formatting .................. Ctrl + Shift + V
Show/Hide Formatting
Marks ................................. Ctrl + Shift + *
Keyboard Shortcuts
Quick Access Toolbar
Title bar
Minimize Window
Close
Rulers
Status bar
Views
Zoom
Ribbon
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Select and Edit Text
Spelling and Grammar Errors: Potential spelling
errors are underlined in red and potential
grammar errors are underlined in blue.
Correct a Spelling or Grammar Error: Manually
make the correction, or right-click the error and
select a suggestion you want to use.
Ignore a Spelling or Grammar Error: Right-click
the error and select Ignore All.
Check Spelling and Grammar: Click
the Review tab and click the Spelling &
Grammar button.
Find the Word Count: Click the word count in
the lower-left corner; or click the Review tab
and click the Word Count button.
Use the Thesaurus: Click the word you want to
replace, click the Thesaurus button on the
Review tab, click a word’s list arrow, and select
Insert; or, right-click the word you want to
replace, select Synonyms, and select a word
from the menu.
Find Text: Click the Find button on the Home
tab, type the text you want to find in the Search
box, and click an item to jump to it in the
document.
Replace Text: Click the Replace button on
the Home tab. Enter the word you want to find in
the Find What field, then enter the text that will
replace it in the Replace With field. Click
Replace or Replace All. Click OK when
finished.
Insert a Symbol: Click where you want to insert
the symbol. Click the Insert tab and click the
Symbol button. Either select a symbol from
the menu or select More Symbols, select a
symbol, and click Insert.
Insert Text from Another File: Place the cursor
where you want to insert the text. Click the
Insert tab, click the Object button list
arrow, and select Text from File. Select the file
containing the text you want to insert, then click
the Insert button.
Format Text and Paragraphs
Change the Font: Select the text you want to
change, click the Font list arrow, and select a
new font.
Change the Font Size: Select the text you want
to change, click the Font Size list arrow, and
select a new font size.
Change the Font Color: Select the text you want
to change, click the Font Color button list
arrow, and select a new color.
Apply Bold, Italic, or an Underline: Click the
Bold , Italic or Underline button in the
Font group on the Home tab.
Clear Formatting: Select the text you want to
clear formatting from, then click the Clear All
Formatting button.
Format Text and Paragraphs
Create a Bulleted List: Select the text you want
to make into a bulleted list, and click the Bullets
button.
Change a Bulleted List Style: Select a bulleted
list, click the Bullets button list arrow, and
select a bullet symbol.
Create a Numbered List: Select the text you
want to make into a numbered list, and click the
Numbering button.
Change a Numbered List Style: Select a
numbered list, click the Numbering button
list arrow, and select a numbered list style.
Align a Paragraph: Click anywhere in the
paragraph you want to align and click an
alignment option in the Paragraph group on the
Home tab.
Left aligned
Center aligned
Right aligned
Add a Border: Click in the paragraph where you
want to add a border, click the Borders button
list arrow, and select a border.
Add Shading: Click in the paragraph where you
want to add shading, click the Shading
button list arrow, and select a shading color.
Change Line Spacing: Select the paragraph you
want to adjust, click the Line Spacing
button, and select a spacing option.
Change Paragraph Spacing: Click the
Paragraph group’s dialog box launcher ,
change the values in the Before or After
spacing fields, and click OK.
Copy Formatting: Select the formatted text you
want to copy, click the Format Painter
button, and select the text you want to apply
formatting to.
Indent Paragraphs: Click anywhere in the
paragraph you want to indent and click the
Increase Indent or Decrease Indent
button on the Home tab.
Set Custom Indents: Click anywhere in the
paragraph you want to indent and click the
Paragraph group’s dialog box launcher .
Adjust the values in the Left and Right fields,
then click OK.
Enable the Ruler: Click the View tab, then
check the Ruler check box.
Set a Tab Stop: Click anywhere in the
paragraph you want to add a tab stop to, then
click a spot on the ruler. Or, click the Paragraph
group’s dialog box launcher , click the Tabs
button, enter a tab stop position in the text field,
and then click Set. Click OK when you’re
finished adding tab stops.
Format Text and Paragraphs
Types of Tab Stops: Pressing the Tab key will
advance the cursor to the next tab stop and
align the text at that point, depending on the
type of tab stop.
Left aligned will align the left side of
the text with the tab stop.
Center aligned will align the text so
that it’s centered under the tab stop.
Right aligned will align the right side of
the text with the tab stop.
Decimal aligned will align text and
numbers by a decimal point.
Remove a Tab Stop: Click and drag a tab stop
off of the ruler.
Format the Page
Choose a Margin Size: Click the Layout tab,
click the Margins button, and select a
common margin setting. Or, click and drag the
Adjust Left, Adjust Right, Adjust Top, or
Adjust Bottom line on the Ruler.
Change Paper Size: Click the Layout tab, click
the Size button, and select the size you want
to use.
Change Paper Orientation: Click the Layout
tab, click the Orientation button, and select
Portrait or Landscape.
Use a Header or Footer: Click the Insert tab,
click either the Header or Footer button,
and select an option.
Add Page Numbers: Click the Insert tab, click
the Page Number button, select a part of the
page, and select a page number style.
Format Columns: Click the Layout tab, click the
Columns button, and select a column
option.
Insert Column Breaks: Place your cursor where
you want to start a new column, click the
Layout tab, click the Breaks button, then
select Column.
Insert Page Breaks: Place your cursor where
you want to start a new page, click the Insert
tab, and click the Page Break button.
Add a Watermark: Click the Design tab, click
the Watermark button, and select a
watermark style.
Add Page Color: Click the Design tab, click the
Page Color button, and select a page color.
Add Page Borders: Click the Design tab, then
click the Page Borders button. In the
Borders and Shading dialog box, customize the
border style, color, and width, as well as which
sides the border will appear on, and then click
OK.
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Microsoft
®
Word Quick Reference
Intermediate Skills
Elements of a Table
Insert a Table: Click the Insert tab, click the Table
button, and select the number of rows and
columns that you want.
Add a Row or Column: Click in a cell next to where
you want to add a row or column. Click the Table
Tools Layout tab, then click Insert Above ,
Insert Below , Insert Left , or Insert Right
, depending on where you want the row or
column to be added.
Delete a Row or Column: Click in a cell in the row
or column you want to delete, click the Table Tools
Layout tab, click the Delete button, then select
Delete Row or Delete Column .
Convert a Table to Text: Select the table, click the
Table Tools Layout tab, click the Convert to Text
button, choose how to separate the cells, and
click OK.
Manually Resize a Table Row or Column: Click and
drag the cell border.
Automatically Resize a Table Row or Column:
Click within the table, click the Table Tools Layout
tab, click the AutoFit button, and select an
option.
Merge Cells: Select multiple cells that share a
border, click the Table Tools Layout tab, and click
the Merge Cells button.
Split Cells: Select a cell, click the Table Tools
Layout tab, click the Split Cells button, enter
the number of rows and columns, and then click
OK.
Distribute Rows and Columns: Click within the
table, click the Table Tools Layout tab, click the
Distribute Rows button to distribute the rows
evenly, or click the Distribute Columns
button to distribute the columns evenly.
Apply a Table Style: Click inside the table, click
the Table Tools Design tab, and select a style
from the Table Styles gallery.
Apply Text Alignment: Select the cell(s), click the
Table Tools Layout tab, and select an option
from the Alignment group.
Add a Border to a Table: Select a table, click the
Table Tools Design tab, click the Border Styles
button list arrow, select a border style, click the
Borders button list arrow, and select a border
option.
Add Cell Shading: Select the cell(s), click the
Shading button list arrow, and select a color.
Split a Table: Click in the row where the second
table will start, click the Table Tools Layout tab,
and click the Split Table button.
Navigating a Table
Next cell .......................... Tab
Previous cell .................... Shift + Tab
Next row .........................
Previous row ...................
First cell in a row .............. Alt + Home
Last cell in a row .............. Alt + End
First cell in a column ........ Alt + Page Up
Last cell in a column ........ Alt + Page Down
Selecting Cells in a Table
Select a Single Cell: Click in the lower-left
corner of a cell, when the cursor changes
to an arrow ; or triple-click a cell; or click
the Table Tools Layout tab, click Select ,
and choose Select Cell.
Select a Row: Click to the left of the table
row (just outside the table itself); or click
the Table Tools Layout tab, click
Select , and choose Select Row.
Select a Column: Click above a column,
when the cursor changes to an arrow ; or
click the Table Tools Layout tab, click
Select , and choose Select Column.
Select an Entire Table: Click the table
selector button in the upper-left corner
of a table; or click the Table Tools Layout
tab, click Select , and choose Select
Table.
Table Style Options
Configure Table Style Options: Place the
text cursor within the table, click the Table
Tools Design tab, then check the check
boxes in the Table Style Options group to
toggle certain table elements.
The appearance of these elements will
vary, based on the current Table Style.
• Header Row applies special
formatting to the first row of a table.
• Total Row applies special formatting
to the final row of a table.
• Banded Rows alternates the shading
for the body rows between two
different colors.
• First Column applies special
formatting to the first column in a table.
• Last Column applies a special
formatting to the last column in a table.
• Banded Columns alternates the
shading for body columns between two
different colors.
Navigating a Table
Column
Row
Header Row
Selected Cell
Table Selector
Resize Handle
Tables
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Graphics
Insert a Picture: Place the text cursor where you
want to insert a picture, click the Insert tab,
click the Pictures button, select a picture,
and click Insert.
Remove a Picture’s Background: Select a
picture, click the Format tab, and click the
Remove Background button. Areas that will
be removed are highlighted. Click the Mark
Areas to Keep button to draw over any area
accidentally highlighted, and click the Mark
Areas to Remove button to draw over any
area that needs to be removed. Click the Keep
Changes button.
Insert a Text Box: Click the Insert tab, click the
Text Box button, and select a text box style.
Insert a Shape: Click the Insert tab, click the
Shapes button, select a shape, then click to
place a shape (or click and drag to place the
shape at a certain size).
Insert a Drawing: Click the Draw tab, click the
Draw with Touch button, then click and drag
the mouse (or use your finger on a touchscreen)
to draw a shape. Click the Draw with Touch
button again when you’re done drawing.
Format a Shape: Select a shape, then click the
Format tab and use the options in the Shape
Styles group to customize the appearance of the
shape.
• Click the Shape Fill button and select a
color to change the shape’s fill color.
• Click the Shape Outline button and
select a color and weight for the shape’s
outline, as well as dash and arrow styles.
• Click the Shape Effects button and
select a shape effect, such as shadow,
glow, or bevel.
• Select a shape style preset from the Shape
Styles gallery. Click the gallery’s More
button to see more presets.
Insert WordArt: Click the Insert tab, click the
Insert WordArt button, and select a style of
WordArt.
Insert a Chart: Click the Insert tab, click the
Add a Chart button, select a chart category
on the left, select a chart type, and click OK.
Edit the chart data in the window that opens.
Resize an Object: Select an object, then click
and drag the sizing handles on the sides and
corners until it’s the size you want.
Move an Object: Select an object, then click and
drag it to a new location.
Rotate an Object: Select an object, then click
and drag the rotate handle to the left or right.
Or, select an object, click the Format tab, click
the Rotate Objects button, and select a
rotation option.
Delete an Object: Select an object, then press
the Delete key.
Graphics
Flip an Object: Select an object, click the
Format tab, click the Rotate Objects
button and select Flip Vertical or Flip
Horizontal.
Position an Object on the Page: Select an
object, click the Format tab, click the Position
button, and select a position.
Wrap Text Around an Object: Select an object,
click the Format tab, click the Wrap Text
button, and select a text wrapping style.
Move an Object Up or Down One Layer: Select
an object, click the Format tab, and click the
Bring Forward button to move the object
forward one layer, or click the Send Backward
button to send the object backward one
layer.
Group Objects: Select multiple objects, click the
Format tab, click the Group Objects button,
and select Group.
Ungroup Objects: Select a group, click the
Format tab, click the Group Objects button,
and select Ungroup.
Align Objects: Select multiple objects, click the
Format tab, click the Align button, and
select an alignment option.
Distribute Objects: Select multiple objects, click
the Format tab, click the Align button, and
select Distribute Horizontally or Distribute
Vertically.
Styles, Themes, and Templates
Apply a Style: Place the text cursor in a
paragraph and select a style from the Styles
gallery on the Home tab. Click the gallery’s
More button to see additional styles.
Display the Styles Pane: Click the dialog box
launcher in the Styles group on the Home
tab.
Create a Style: Select some text that’s
formatted the way you want the style to appear,
then click the Styles gallery’s More button
and select Create a Style (or, click the New
Style button in the Styles pane). Give the new
style a name and click OK.
Modify a Style: Change the formatting for some
text with a style applied, right-click the style in
the Styles gallery (or in the Styles pane) and
select Update ___ to Match Selection.
Apply a Theme: Click the Design tab, click the
Themes button, and select a theme.
Use a Document Template: Click the File tab,
click New, search for a template in the search
field or select a recommended template, select
a template, and click Create.
Create a Document Template: Click the File
tab, click Save As, select a location, give the
file a name, click the Save As Type list arrow,
select Word Template, and click Save.
Long Documents
Use Outline View: Click the View tab and click
the Outline button. Click the Close Outline
View button to return to the previous view.
Demote Items: While in Outline view, click the
item you want to demote and click the Demote
button (or the Demote to Body Text
button).
Promote Items: While in Outline view, click the
item you want to promote and click the
Promote button (or the Promote to
Heading 1 button).
Navigate Long Documents: Click the View tab,
check the Navigation Pane check box, and use
the Pages tab to browse by page, or use the
Headings tab to navigate by headings.
Add a Bookmark: Select the text you want to
bookmark, click the Insert tab, click the
Bookmark button in the Links group, give the
bookmark a name, and click Add.
Insert a Section Break: Place the cursor where
you want the section to start, click the Layout
tab, click the Breaks button, and select a
type of section break.
Insert a Link: Select the text you want to use as
a link, click the Insert tab, click the
Link button, choose what type of link to
create, choose where to link to, and click OK.
Create Footnotes and Endnotes: Click the text
that you want the footnote / endnote to refer to,
click the References tab, click the Insert
Footnote (or Insert Endnote ) button,
and type your footnote / endnote.
Insert a Table of Contents: Place the text cursor
where you want to insert a table of contents,
click the References tab, click the Table of
Contents button, and select a table of
contents style.
Insert an Index Entry: Select the text you want
the index entry to refer to, click the References
tab, and click the Mark Entry button. Set any
index entry options you want, then click Mark
(or, click Mark All to mark all instances of the
text). Click Close.
Insert an Index: Place the text cursor where you
want to insert an index, click the References
tab, click the Insert Index button. Set up the
index’s options, then click OK.
Create a Citation: Click the References tab,
click the Insert Citation button, and select
Add New Source. Enter the source’s
information, then click OK.
Insert a Citation: Click the References tab, click
the Insert Citation button, and select a
citation from the menu.
Insert a Bibliography: Click the References tab,
click the Bibliography button, then select a
bibliography style.
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Microsoft
®
Word Quick Reference
Advanced Skills
The Developer Tab
Share a Document: Make sure the document is
shared to an online-accessible location, such as
OneDrive or SharePoint. Click the Share button
above the ribbon and enter someone’s email
address in the Invite People field (or, click the
Address Book button and select someone in
the Address Book dialog box). Choose their
permission level by clicking the permissions list
arrow and selecting a level. Enter a short
message (optional), then click the Share button.
Highlight Text: Select the text you want to
highlight, click the Text Highlight Color
button list arrow on the Home tab, and select a
highlight color.
Insert a Comment: Select the text you want to
add a comment to, click the Review tab, click the
New Comment button, and add your
comment. Click outside of the comment field
when you’re finished.
Delete a Comment: Click a comment to select it,
click the Review tab, and click the Delete
button.
Reply to a Comment: Click a comment to select
it, and click the Reply button in the comment.
Type your response, then click outside the
comment field when you’re finished.
Show / Hide Comments: Click the Review tab and
click the Show Comments button to toggle it
on or off.
Toggle Track Changes: Click the Review tab and
click the Track Changes button in the Tracking
group.
View Markup: Click the Review tab, click the
Show Markup button in the Tracking group,
and select a type of markup to show or hide.
Review Revisions: Click the Review tab, then click
the Next Change and Previous Change
buttons in the Changes group. Click the Accept
button to accept a change, or the Reject button
to reject it.
Compare Two Documents: Click the Review tab,
click the Compare button, and select
Compare. Select the original document from the
Original Document list arrow (or click the
Browse icon and select it), then select the revised
document from the Revised Document list arrow
(or click the Browse icon and select it). Click the
More button and select what types of differences
to look for (optional). Click OK.
Add Line Numbers: Click the Layout tab, click the
Line Numbers button, and select an option.
Add Forms to a Document
Enable the Developer Tab: Before adding
forms, you must enable the Developer tab
on the ribbon. Click the File tab, click
Options, click Customize Ribbon, check
the Developer check box, and click OK.
Add a Form Control: Place the text cursor
where you want the form control, click the
Developer tab, click the Design Mode
button in the Controls group, and click the
button for the form control you want to add.
Click the Design Mode button again
when you’re finished adding form controls.
Finalize a Form: Click the Developer tab
and click the Restrict Editing button to
open the Restrict Editing pane. Check the
Editing Restrictions check box, click the
Editing Restrictions list arrow, and select
Filling in forms. Click the Yes, Start
Enforcing Protections button, enter a
password (optional), and click OK.
Types of Form Controls
Form Controls: You can add different types
of form controls that allow a user to enter
different types of data into a form.
• Rich Text allows users to enter
text that can be formatted with different
fonts and font styles.
• Plain Text allows users to enter
text, but not to format that text.
• Picture allows the user to add a
picture from their computer or an
online location to the form.
• Check Box places a form with a
check box that the user can check or
uncheck.
• Combo Box adds a list with a text
box, where users can choose an option
or enter their own.
• Drop-Down List adds a list with
several options that a user can choose
from.
• Date Picker lets the user choose a
date from a calendar.
• Repeating Section contains other
types of content controls and repeats
as many times as you need it.
• Legacy Types of content controls
were used in older versions of Word.
You can still use them in a Word 97-
2003 document.
Forms
The Code group
contains commands
to record and edit
macros, as well as
control the level of
macro security in
Word.
The Add-ins
group configures
add-ins to extend
the functionality
of Word.
The Controls group lets
you add form controls to a
document. Click Design
Mode, then click a form
control button to insert it.
Click Design Mode again
when you’re finished.
The Mapping
group lets you
link content
controls to
external XML
data.
The Protect group
lets you restrict the
ability to make
changes to a
document (or certain
parts of a
document).
The Templates
group lets you
switch document
templates and
other add-ins.
Collaborate in Word
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Collaborate in Word
Customize Line Numbers: Click the Layout tab,
click the Line Numbers button, and select
Line Numbering Options. Click the Line
Numbers button. Customize where the line
numbers start, how far they appear from the
text, and how often they appear. Click OK, then
click OK again.
Protect a Document: Click the File tab, click the
Protect Document button, and select Mark
as Final. Click OK in both the confirmation
dialog boxes.
Password Protect a Document: Click the File
tab, click the Protect Document button, and
select Encrypt with Password. Enter a
password, click OK, then enter that password
again to confirm it, and click OK again.
Remove a Password: Click the File tab, click
the Protect Document button, select
Encrypt with Password, remove the password
from the text field and click OK.
Inspect a Document: Click the File tab, click the
Check for Issues button, and select Inspect
Document. Select the types of content you
want to check for, then click Inspect. After
inspection, click Remove All for any content
that you want to remove, then click Close.
Macros
Enable the Developer Tab: Before adding
macros, you must enable the Developer tab on
the ribbon. Click the File tab, click Options,
click Customize Ribbon, check the Developer
check box, and click OK.
Record a Macro: Click the Developer tab, click
the Record Macro button, and give the
macro a name. Click either Button or
Keyboard to assign a button or keyboard
shortcut to the new macro (optional). Click OK.
Perform the tasks you want to record, then click
the Stop Recording button.
Run a Macro: Place the text cursor where you
want the macro to run. Click the Developer
tab, click the Macros button, select a macro,
and click Run.
Edit a Macro: Click the Developer tab, click the
Macros button, select a macro, and click
Edit. Modify the macro using the Visual Basic
editor, then close Visual Basic.
Advanced Documents
Customize Word’s Options: Click the File tab
and click Options. Select a category on the left,
and then customize options on the right. Click
OK when you’re finished.
Customize the Ribbon: Click the File tab, click
Options, then click the Customize Ribbon
tab. Select and expand a ribbon tab, then select
and expand a group. Select a command from
the left column, then click Add to add it, or
select a command from the right column and
click Remove to remove it from the ribbon.
Advanced Documents
Change Word’s Default Font: Start in a new,
blank document. Open the Font dialog box by
clicking the Font group’s dialog box launcher
. Choose the new default font or font style,
then click the Set as Default button. Select All
documents based on the Normal template,
then click OK.
Create a Building Block: Select the text or
objects you want to use as a building block.
Then, click the Insert tab, click the Explore
Quick Parts button, and select Save
Selection to Quick Part Gallery.
Insert a Building Block: Place the text cursor
where you want a building block placed. Click
the Insert tab, click the Explore Quick Parts
button, and either select a building block from
the menu, or select Building Blocks
Organizer. Select a building block, and then
click Insert.
Find and Replace Using Wildcards: Click the
Find button list arrow, select Advanced
Find, and expand the dialog box by clicking the
More button. Check the Use Wildcards check
box, then while entering a search phrase in the
Find What field, click the Special button and
select a wildcard.
Wildcard Examples
?
any single character
*
any number of characters
[ ]
one of these characters
[ - ]
one of these characters in a
range
[! ]
none of the specified characters
<
beginning of a word
>
end of a word
@
one or more instances of a
character
{
n
}
exactly
n
instances of a character
{
n
, }
at least
n
instances of a character
{
n
,
m
}
between
n
and
m
instances of a
character
Find and Replace Special Characters: Click the
Find button list arrow, select Advanced
Find, and expand the dialog box by clicking the
More button. While entering a search phrase in
the Find What field, click the Special button
and select a special character.
Edit a Document in Multiple Languages: Select
the text in another language, click the Review
tab, click the Language button, and select
Set Proofing Language. Select a language
and click OK.
Add Additional Editing Languages: Click the
Review tab, click the Language button, and
select Language Preferences. Click the Add
additional editing languages list arrow and
select a language. Click Add, then click OK.
Insert a Date and Time Field: Click the Insert
tab, click the Date and Time button, select a
date format, check the Update Automatically
check box, and click OK.
Advanced Documents
Insert a Field: Click the Insert tab, click the
Explore Quick Parts button, and select
Field. Select a field category, then a field. Click
OK.
View Field Codes: Right-click a field and select
Toggle Field Codes.
Mail Merge
1 – Start the Mail Merge Wizard: Click the
Mailings tab, click the Start Mail Merge
button, and select Step-by-Step Mail Merge
Wizard.
2 – Choose a Document Type: In the Mail Merge
pane, select a document type, then click Next.
3 – Select a Document: In the Mail Merge pane,
select whether to use the current document,
start a new document from a template, or use
another existing file, then click Next.
4 – Select Recipients: In the Mail Merge pane,
select whether to use an existing list, select
contacts from Outlook, or type a new list.
If using an existing list, click the Browse button,
select a file with a list of recipients, and click
Open. Select which contacts in the list you want
to use by checking or unchecking them, then
click OK.
If selecting contacts from Outlook, click the
Choose Contacts Folder button, select a
contacts folder to import, and click OK. Select
which contacts in the list you want to use by
checking or unchecking them, then click OK.
If typing a new list, click the Create button, then
fill out the fields for each address. Click OK
when finished.
Click Next.
5 – Write Your Letter: Place the text cursor
where you want an element, then click the
button for the element you want to add (such as
an Address Block or a Greeting Line), choose
an element’s options, then click OK. Or, click
the More Items button, select a specific field to
insert, click Insert, and then click Close. When
you’ve added all the fields you need, click Next.
6 – Preview Your Letter: In the Mail Merge pane,
click the << and >> buttons to preview the
placeholders filled in with a recipient’s data.
When you’re finished previewing, click Next.
7 – Complete the Merge: In the Mail Merge
pane, click Print to print the finished mail
merged documents, or click Edit individual
letters to create a new document for all or
some of the records.
Close the Mail Merge pane when you’re finished
with the merge.
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