Tame your computer – top 10 Windows shortcuts

16 Feb

CleverclogsTipTime2What I often read in the numerous feedback forms is that you find the keyboard shortcuts especially helpful as it will save you lots of time. Also, many people develop Repetitive Strain Injury (RSI) in their mouse hand, so learning some simple keyboard shortcuts could help manage the pain.

Last year I posted your top ten Excel, Word and Outlook shortcuts, but the other day I realised that I never put a list of your favourite Windows shortcuts together. So here you go … Enjoy!

1 ALT + TAB Switch between open windows/applications
2 ALT + up arrow Up one level
3 WIN Open Start Menu
4 WIN + D Minimize all open windows and display the desktop
Maximize all minimized windows (it’s a toggle)
5 WIN + E Open Windows Explorer
6 WIN + F Find a file or folder
7 WIN + number Open application on the taskbar
8 WIN + right arrow
WIN + left arrow
Snap the window to the right side of the screen
Snap the window to the left side of the screen
9 WIN + TAB Cycle forward one window
10 WIN + up arrow Maximize the window

And remember, I drip feed a new shortcut on our home page, so why not come back every week to learn a new one?!

Relevant tips:
Top ten Excel shortcuts
Top ten Word shortcuts
Top ten Outlook shortcuts

Tame your computer – answer back

2 Feb

CleverclogsTipTime2By default any reply you send using Outlook appears immediately above the original message. If you want your response to relate to specific parts of the original post, you can turn on inline comments. (Sorry; jargon.)

 

Here’s how:

  1. On the File tab, click on Options.
  2. Click on Mail (or type the letter m).
  3. Under Replies and forwards (fifth from the top) select the Preface comments with box and type the text that will prefix in places where you add your comments.
  4. Press ENTER or click OK.

Next time you respond to an email message you can click anywhere in the body of the original email message and type your answers or comments. Oh, and don’t forget to tell your recipients about the inline comments.

As a matter of fact, I’ve created the following Quick Part that I can easily add:

My comments appear in brackets in the body of the original message.
Tip: Press F4 and type [Karen ] to flick through them.

With thanks to Francesca for this week’s tip inspiration!

Related tips:
Finding text in an email message
Create and insert frequently used text and graphics

Tame your computer – fantastic fillings

28 Jan

CleverclogsTipTime2The other day I was prepping for my next Excel Introduction course (yep, even after all these years I still prepare for every single course) and realised I had totally forgotten this great time-saving tip to fill a range of cells with the same entry. You can obviously use AutoFill or copy cells, but check it out and you’ll see that you can save quite a few clicks!

Here’s how:

1.       Select the range of cells you want to fill with the same entry.

2.       Type the text, number or formula that you want to repeat.

3.       Press CTRL + ENTER.

Oh, and it doesn’t have to be a contiguous range, so you can quickly stick data in cells that are not adjacent to each other. To do this, hold down CTRL while selecting each individual cell or range of cells.

By the way, I’ve added this latest shortcut to the ever-growing archive. Press CTRL + F to find text or other content in the document.

Related tips:
Move or copy cells using drag and drop
Quickly repeating a formula down a column

Tame your computer – totes simple tables

20 Jan

CleverclogsTipTime2Excel Tables can be used to store and organise your data, any way you wish. You can use its powerful tools to retrieve information and view and summarise it in numerous ways. For example, did you know you can quickly total data in the table by turning the optional total row on?

 

Here’s how:

  1. If necessary, format your data as a table. (CTRL + T springs to mind)
  2. Put your cursor anywhere in the table.
  3. Press CTRL + SHIFT + T.

The total row is added at the end of the table. Simply use the drop-down arrows at the bottom of each column and find the relevant function, such as Sum or Count.

And guess what … it’s a toggle, so if you press CTRL + SHIFT + T again, you switch the total row off.

Related tips:
How do I know if a table has been filtered?  
Select rows and columns in a table 
Filter dates by month 
Quickly format and enable filtering of your data

Tame your computer – shrewd shortcut

2 Jan

CleverclogsTipTime2Happy new year to you and happy birthday to us! As we come of age today, we’d like to thank our clients for the opportunity to work on some amazing projects, our associates for bringing their talent to our business and our all-important course participants who selected us to help make the most of their software packages. We wouldn’t be having our 18th birthday if it wasn’t for you.

But back to work …

If, like me, you prefer to use your keyboard rather than your mouse, you know that you can use shortcuts and KeyTips to quickly execute commands. “Right-mouse clickers” might like the keyboard shortcut that opens the right-click drop-down menu.

Here’s how:

  1. Position the mouse pointer in the location you want to display a drop-down menu for.
  2. Press SHIFT + F10.
  3. Use the down arrow key or type the underscored letter to select the menu option.
  4. If the option has a submenu you can use your right arrow key to select it.

If you prefer, you can use the special (Context) key on your keyboard, between the right ALT and right CTRL keys. Or simply stick to right-clicking!

Related tips
Display the right-click drop-down menu using a key on your keyboard
Select commands without using your mouse

That’s it for this week. Best wishes for a happy, healthy and successful 2019!

Tame your computer – the best of 2018: top 10 tips

21 Dec

Hello for the last time in 2018.

For the fourth year running, herewith your favourite, most commented on, tips from the past 12 months. Because of all your feedback it wasn’t easy to whittle it down to 10. (Thanks though – it makes my day knowing I’m saving you time and frustration!)

  1. Move or copy cells using drag and drop – Microsoft Excel – tip_530.php
  2. Display the total number of messages in a folder, including those you read – Microsoft Outlook – tip_532.php
  3. Easy way to convert formulas to values – Microsoft Excel – tip_533.php
  4. Top ten Microsoft Outlook shortcuts – tip_538.php
  5. How to put a zero in front of a number – Microsoft Excel – tip_543.php
  6. Autocomplete formulas including its open bracket – Microsoft Excel – tip_545.php
  7. Manage interruptions by setting up specific notifications only – Microsoft Outlook – tip_551.php
  8. Insert today’s date or current time – Excel and Access – tip_552.php
  9. Find and insert a word with a similar meaning – Microsoft Office – tip_556.php
  10. Send a copy of your calendar as an email attachment to speed up scheduling meetings with externals – Microsoft Outlook – tip_557.php

Oh, and don’t forget to check out this useful tip before you go off on your Christmas break; it contains 5 tips to prevent email overload upon your return.

Wishing you a relaxing holiday season. Remember: Escape isn’t just a button on your keyboard!

Related tips
Best of 2017 – top 10 tips
Best of 2016 – top 10 tips
Best of 2015 – top 10 tips

Tame your computer – change the view

14 Dec

CleverclogsTipTime2Second Outlook tip in a row – something I normally try to avoid. But as I was preparing for the recent PA day at the Møller Centre I stumbled upon four calendar-related shortcuts that I’ve fallen in love with … switch between day, week and month views without picking up your mouse.

Here’s how:

  1. CTRL + ALT + 1 : show daily view
  2. CTRL + ALT + 2 : show days in the work week
  3. CTRL + ALT + 3 : show entire week
  4. CTRL + ALT + 4 : show month

Related tips:
Quickly jump between the various Outlook components 
Jump to a specific date in your calendar 
Jump to a specific date in Google Calendar