Computer skills tips and keyboard shortcuts

Contents

1 Microsoft PowerPoint
2 Microsoft Excel
3 Conclusion

Keyboard shortcuts make you a faster and more efficient computer user.

When learning Microsoft applications, using them should be high on your list of priorities.

This will free up time and let you get things done quicker!

Delegates on our London-based Excel training say shortcuts are a great time saver, especially when working in large datasets.

Microsoft PowerPoint

Presenting With Shortcuts

If you’re new to presenting with PowerPoint, it can be a nerve-wracking experience, especially if you need to remember how to start your presentation and move from slide to slide.

Fortunately, you can simplify things with a few keyboard shortcuts!

F5: Starts presentation from the start.
Shift + F5: Starts presentation from the start.
N, Enter Key, Right Arrow Key: Performs the next animation or skips to the next slide.
P, Backspace, Left Arrow Key: Performs the previous animation, or goes back to the previous slide.
Esc: End the presentation.

Knowing shortcuts is an underrated tool for giving a great presentation.

Grouping Objects

If you’re attempting to move lots of objects like images and text boxes, did you know you can group them together and move them all at the same time?

Simply hold the shift key whilst selecting your pictures, then hit Ctrl+G to group them together.

Outline View

Outline view shows you a quick summary of your PowerPoint, taking the key text from each slide.

Just hit Ctrl + Shift + Tab all at once to pull it up in your PowerPoint presentation!

Microsoft Excel

Searching for Data

Although this function is basic, it’s essential if you are working with a spreadsheet of thousands of cells.

Using Ctrl+F will bring up a window where you can search for any specific terms/names etc.

It’s just one of many great shortcuts Excel has for efficiency!

To take this one step further, you can also use the same window to replace the term you’ve searched for with another term.

Inserting Rows and Columns With Keyboard Shortcuts

If you’re tired of constantly looking for the ‘add a new column’ or ‘add a new row’ on the menu, luckily there’s a keyboard shortcut for that!

Select where you’d like to create a new row below and use Ctrl+Shift+Plus Sign (+).

It’s the same shortcut for columns, too. Using it will create a new column to the right of the one you’ve selected.

Filters and Sorting

Filters and sorting are handy if you have a large dataset and specific data to analyse your dataset.

Select the data you want to filter and go to Insert > Table

Once your data has been converted into a table, you should notice that each header cell has a tiny arrow next to it.

Clicking on these will allow you to sort and filter your data!

You can sort your data in a variety of ways, like from highest to lowest.

Or you can use the FILTER Function to sort with a more advanced set of rules!

Quick Access Toolbar

Excel’s extensive array of Formulas and Functions can be overwhelming.

If you notice that you use the same commands frequently, you should use the QAT.

You can find the QAT at the top of your screen, next to the autosave function and the ‘undo’ and ‘redo’ buttons.

The toolbar is customisable, so if you can’t see a specific command already there that you often use:

Find that command on the main toolbar (or ‘Ribbon’), right-click and select ‘Add to Quick Access Toolbar’

Conclusion

Keyboard shortcuts often are not skipped over when learning a new software.

But any Microsoft pro you see will be using them non-stop.

Using them well lets you focus on the hard parts of your work, and saves you hours in the long run.