Keyboard Shortcuts

 Keyboard ShortcutsAs a virtual assistant, the importance of getting a job done not only to a high standard, but in a shorter amount of time than our clients is the main reason that we are given the job in the first place. Now the reason for this may simply be that we are more skilled using a computer and have more experience of doing such a job. But sometimes it simply comes down to the tricks of the trade. Keyboard shortcuts are just one way of getting the job done faster & more efficiently when working on a computer, in particular when there is repetitive work to be done, such as managing a database or formatting a document.

Now most of us will know the frequently used shortcuts, such as CTRL+C and CTRL+V for copying and pasting, but how many other keyboard shortcuts do you know? Go on, have a little think for a moment about how many you could actually name. Now have a think about the tasks you carry out where a keyboard shortcut would cut down the time needed for a job. Even simple things such as navigating around an Excel spreadsheet and editing a cell with the press of a button rather than having to double click into it each time, or formatting the font in the title of a document without having to click into the ribbon. Well here we go, completely for your convenience, we have a lovely list of the most frequently used keyboard shortcuts. In later articles, we’ll have a look a shortcuts specific to certain Microsoft programs too.

If you are not familiar with using keyboard shortcuts, here are a few tips:

  •  Most involve pressing a holding a ‘modifier’ key e.g. CTRL or ALT following by a short press and release of the shortcut key usually a letter or number or a combination of keys
  •  When written down, the combination of keys is shown with a + (plus sign) or – (hyphen) between them e.g. CTRL+C would mean that you need to press and hold CTRL followed by pressing the letter ‘C’
  • Keys should be pressed in the order written down

So lets start with the common ones. These are the ones that everyone should know!

Shortcut

Action

CTRL+C

Copy

CTRL+X

Cut

CTRL+V

Paste

CTRL+ALT+V

Paste Special

CTRL+Z

Undo

CTRL+Y

Redo

Delete

Delete

Shift+Delete

Delete The Selected Item Permanently

F2 key

Rename Item

CTRL+RIGHT ARROW

Moves Cursor To The Start Of The Next
Word

CTRL+LEFT ARROW

Moves Cursor To The Start Of The
Previous Word

CTRL+DOWN ARROW

Moves Cursor To The Start Of The Next Paragraph

CTRL+UP ARROW

Moves Cursor To The Start Of The
Previous Paragraph

CTRL+Shift with any of the arrow keys

Highlight A Block Of Text

Shift with any of the arrow keys

Select Text In A Document Or Select
Multiple Items In A Folder Or Window

CTRL+B

Format Selected Text In Bold

CTRL+I

Format Selected Text In Italics

CTRL+U

Underline Selected Text

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

and perhaps a few more that you might not know about!

Shortcut

Action

CTRL+A

Select All

CTRL+P

Open The Print Dialogue Box

CTRL+F

Open The Find Dialogue Box

CTRL+H

Open The Replace Dialogue Box (In A
Microsoft Program)

CTRL+L

Left Align The Selected Text

CTRL+E

Centre The Selected Text

CTRL+R

Right Align The Selected Text

CTRL+J

Centre The Selected Text

CTRL+H

Open The History Bar (In Internet
Explorer)

CTRL+R

Refresh The Current Web Page

CTRL+K

Insert A Hyperlink

ALT+F

Display The File Menu In A Windows
Application

ALT+E

Display The Edit Menu In A Window
Application

CTRL+Return

Insert A Page Break

F7

Run Spellcheck

 

Hopefully these few simple shortcuts will give you a few useful places to begin. Next time we’ll look at program specific shortcuts that will help you whizz through formatting an Excel Spreadsheet or a Word document… see you soon!

Steph Middleton is an experienced Virtual Assistant and MD of Outhouse

3 COMMENTS

    • lol…Sorry to leave you out Sharon, we’ll get to work on it and put in a future issue!

      Out of interest – how many VAs are fully converted to Mac? Not trying to be too controversial (much) but although I love the look of my Mac I’m finding it an expensive web surfer sat on my desk, as none of my book-keeping or design software will work on it, even with the windows “partition”, and I can’t write any macros for the office programs unless I relearn Apple basic instead of VBA. I got mine to try and be compatible with “enlightened” clients but seem to spend lots of time reformatting things. Perhaps I’m missing something – do let me know your thoughts.

LEAVE A REPLY


*