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How to Use Shortcuts in Microsoft Office 2021

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How to Use Shortcuts in Microsoft Office 2021

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Microsoft Office 2021 is a powerful suite of applications that includes programs such as Microsoft Word, Excel, PowerPoint, and more. One of the features that makes Microsoft Office particularly efficient is the ability to use keyboard shortcuts. These shortcuts allow users to perform tasks quickly without relying on the mouse. This document will provide a comprehensive guide on how to use shortcuts in Microsoft Office 2021, covering the various applications in the suite.

General benefits of using keyboard shortcuts

Before diving into specific shortcuts, it's important to understand why using keyboard shortcuts can be beneficial. First, they save time. Instead of navigating through menus with the mouse, you can take action immediately. Second, shortcuts can reduce strain. Repeatedly reaching for the mouse can cause discomfort over time, while staying at the keyboard can be more ergonomically friendly. Finally, keyboard shortcuts support multitasking. You can quickly execute commands without losing focus on your task.

Keyboard shortcuts in Microsoft Word 2021

Microsoft Word is one of the most widely used word processing programs. Knowing the right shortcuts can greatly improve your productivity.

Commonly used shortcuts

Navigation shortcuts

Navigating through a document using the keyboard can be much faster than using the scroll bars. Here are some navigation shortcuts:

Formatting shortcuts

Formatting text quickly can be crucial to efficiency in Word. Here are some useful shortcuts:

Keyboard shortcuts in Microsoft Excel 2021

Excel is another essential program in the Office suite, loved for its spreadsheet management capabilities. Shortcuts can help streamline your data management.

Common shortcuts for Excel

Navigation shortcuts in Excel

Data management shortcuts

Data management in Excel becomes more efficient when you use the following shortcuts:

Keyboard shortcuts in Microsoft PowerPoint 2021

PowerPoint is widely used to create presentations. Here shortcuts help in designing and running presentations more effectively.

Common shortcuts for PowerPoint

Slide management shortcuts

These shortcuts can make managing slides more efficient:

Formatting shortcuts in PowerPoint

Quickly format slides and objects with these handy shortcuts:

Creating custom shortcuts in Microsoft Office 2021

While built-in shortcuts are incredibly useful, you may find times when you need to create your own shortcuts for specific tasks. Microsoft Office allows users to customize and create their own shortcuts. Here's how you can create custom shortcuts in Word, Excel, or PowerPoint.

Custom shortcuts in Word

To create a custom shortcut in Word:

  1. Go to the File tab and select Options.
  2. Select Customize Ribbon.
  3. Click the Customize button next to Keyboard Shortcuts.
  4. In the Categories list, select the category that contains the command for which you want to assign a shortcut.
  5. In the Commands list, select the command.
  6. Click in the Press new shortcut key box and press the key combination you want to use.
  7. Click Assign, and then click Close.

Custom shortcuts in Excel

The process for creating a shortcut in Excel is similar:

  1. Select the File tab and go to Options.
  2. Click on the Quick Access Toolbar.
  3. Click the Customize ribbon and choose Keyboard Shortcuts.
  4. Just like in Word, choose a category and command, then set up a shortcut.

Custom shortcuts in PowerPoint

In PowerPoint, you can customize your shortcuts with the same method:

  1. Click Accessibility Options under the File tab.
  2. Click the Customize ribbon, then click Keyboard Shortcuts.
  3. Select the category and command, and specify your preferred shortcut.

Conclusion

Mastering keyboard shortcuts in Microsoft Office 2021 can greatly improve productivity and make using these applications more fun and efficient. Whether you're primarily using Word, Excel, or PowerPoint, the right combination of keystrokes can save time and effort. Plus, customizing shortcuts can help your experience better fit your workflow. With practice and memorization, you'll be able to use these shortcuts to your advantage, making you faster and more efficient at any Microsoft Office task.

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How to Use Shortcuts in Microsoft Office 2021

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